What is a Personnel Activity Report?
Personnel Activity Reports confirm the amount of time a person devotes to fulfill their job responsibilities in both restricted and unrestricted funds. That time includes the Fund 1x(College budget) time as well as the hours or percentages of time as stated by the grant, project, or contract application allocated to each activity representing a reasonable estimate of work performed.
- Documentation must reasonably reflect the employee’s time devoted to a funded project, grant and/or contract
- Documentation provides reasonable assurance that the charges are accurate, allowable and properly allocated
- Period covered by the documentation may not exceed one month
- Documentation must reasonably reflect and account for 100% of the employee’s compensated time for the period covered
Consult your Supervisor or Grant Accountant to ensure your time is properly reported. More information about personnel activity reporting can be found at U. S. Office of Management and Budgets (OMB) 2 CFR Part 200.430(i).
Why are Personnel Activity Reports needed?
Personnel Activity Reports are required to document that contracts, sponsored projects and/or grants are charged only for the time actually worked on allowable cost activities, and to ensure that sponsored programs pay only their proportionate share of personnel costs.
Who is required to prepare Personnel Activity Reports?
All SPC employees, (Faculty, Adjunct faculty, A&P, OPS) who work on funded projects, grants or contracts whether compensated or uncompensated by that project, must complete a Personnel Activity Report.
What form is required to prepare Personnel Activity Reports?
There are two types of monthly required forms to be completed, depending on each employee’s grant-related status.
- Personnel Activity Reportfor Full-Time and Part-Time Employees: Monthly after-the-fact activity report which includes all the time spent on one grant project totaling 100% of employees’ time and duties.
- Personnel Activity Report for Employees who are Split Funded (Employee is both Grant(s) and/or Non-Grant funded): Detailed monthly after-the-fact activity report which includes all the time spent performing grant and non-grant funded activity totaling 100%. This would include employees who are either funded by more than one grant, or, are funded by grant and non-grant resources.
The applicable form must be signed by the employee and the employee’s supervisor who has knowledge of the actual work performed.
The forms are located at the following link:
SharePoint - Business Services Grants page:
When are Personnel Activity Reports due to the Grants Accountant?
- Signed Personnel Activity Reportsare due to the Grants Accountant no later than the 10th of each month following the reporting period.
Business Services 10052012
Revised 09302014
Revised 01262015