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Imperial College currently operates two types of timesheets. Their use is dependent on funder requirements:

 1.  Comprehensive timesheet – a paper version timesheet completed using Microsoft Excel. This is available for all categories of staff working on projects where the funder requires comprehensive time records for a person’s entire time, including absences.

 2.  *New* Project level timesheet – a paper version timesheet completed using Microsoft Excel. This is available for all categories of staff working on projects where the funder requires timesheets at award/project level.

Funder Requirements

European Commission (EC) FP7 and H2020

All categories of staff (including PIs, Co-Is, PhD Students, Marie-Curie Fellows and Marie Skłodowska-Curie Fellows) charged to EC funded projects (FP7 and H2020) are required to complete timesheets.

The type of Timesheet that is required differs by framework programme:

The EC accepts that time entered on the timesheet can vary from month to month, but over the reporting period, the time upon which costs are claimed must match the time reported.

Information about absences included in timesheets must match records of annual and sick leave taken. Time taken for work-related travel must be supported by appropriate evidence, e.g. conference documentation, project meeting notes etc.

 

UK Research Councils

Directly incurred staff (e.g. research assistants; research fellows; technicians; administrative staff ) working less than 100% of their time on one Research Council project must complete a comprehensive timesheet.

Timesheets are NOT required for:

  • Staff working 100%, but charged for only part of the project duration, e.g. someone works for 6 months at 100% during a three year project.
  • Staff on part-time contracts whose salary costs are charged fully to a single RCUK project.
  • Postgraduate Research Students who are charged either full or part-time to RCUK projects.
  • Staff funded by the RCUK Academic Fellowship scheme if they can demonstrate 100% time commitment, even if not fully funded by the fellowship.

US Federal Agencies

All directly incurred staff working less than 100% of their time on one Federal Agency award must complete either a timesheet (an after the fact activity record), or an effort statement (plan confirmation report).

(i) After the fact activity records i.e. timesheets

This is College’s preferred method, i.e. Comprehensive timesheet

Timesheets are NOT required for:

  • staff working 100%, but charged for only part of the project, e.g. someone works for 6 months at 100% during a 3 year Federal agency award.
  • staff on part-time contracts whose salary costs are charged fully to a single Federal Agency award.

 (ii) Plan confirmation i.e. effort statements

 If intending to use effort statements, please note that these must be completed annually and correspond to the College’s financial year. A template is available to download from:

NIH Effort Reporting [Excel]

Summary and example scenarios

 Summary table of funder timesheet requirements:

Research funder/ Funder scheme:Staff to complete timesheets:Level of detail required on timesheet
 EU Commission H2020  All staff (including PIs and Co-Is)  Project level timesheet, recording hours worked on the project on a daily basis.
 EU Commission FP7  All staff (including PIs and Co-Is)  Comprehensive timesheet recording all contracted time (hours worked; authorised absence) on a monthly basis.
 Research Councils  DI Staff charged less than 100% to one project
 Comprehensive timesheet recording all contracted time (hours worked; authorised absence) on a monthly basis.
 US Federal Agencies  DI Staff charged less than 100% to one project
 Comprehensive timesheet recording all contracted time (hours worked; authorised absence) on a monthly basis or Effort statements completed annually.

 Example scenarios:

ScenarioTimesheet requirement
 Staff working across several projects funded by different funders (e.g. Research Councils; NIH) and/or different EU Commission Framework Programmes (e.g. FP7; H2020)  Must complete the Comprehensive timesheet and supplement this with a Project level timesheet for their time on the H2020 Project(s).
 Staff contracted to work on just one Horizon 2020 project  Must complete the Project level timesheet for H2020
 Staff contracted to work across several H2020 projects  Must complete a Project level timesheet for each H2020 project. It is recommended that the Comprehensive timesheet is also completed. The entire contracted time can then be monitored by the Department.

Further information

Management Responsibilities

The Principal Investigator of the research award is ultimately responsible for ensuring that timesheets are completed, approved and submitted. Departmental Administration should collate and quality-check the documents on a monthly basis.

Departmental Administration is responsible for: 

  • Management and co-ordination of the timesheets process (including collation)
  • Monitoring completion and line management approval (e.g. if the PI or Co-I is a HoD, their Line Manager must approve their timesheet)
  • Quality checking
  • Submission to Faculty Research Services / Joint Research Office 

Completed timesheets should be forwarded to Research Services (RS)/Joint Research Office (JRO) at least quarterly using the appropriate template(s) as per funder requirements.

 Refer to the recommended best practice guide for further information:

 Recommended Best Practice for Timesheets [pdf]

Comprehensive timesheet - hardcopy version (Excel)

The Comprehensive timesheet is an Excel based system for use by all categories of staff working on projects where the funder requires comprehensive time records. 

A comprehensive time record is a complete record of a person’s time on a monthly basis which should: 

  • Account for the person’s entire working time.
  • Record time taken as authorised absence (e.g. annual leave; sickness) as a separate task.
  • Record hours spent on other research projects or department work if a person is charged less than 100% to the project (as separate tasks).
  • Record hours worked per activity/work package if required by the funder, e.g.

EC FP7 (e.g. research technological development (RTD), demonstration and management). 

Timesheets should be printed as a hardcopy and authorised by the Principal Investigator on a monthly basis to satisfy external audit requirements. 

Before completing the comprehensive timesheet, you will require the following information:

 
 Timesheet field titleExplanation
Personal Information:

Staff Name

Full name and Title.

  ID College Identification Number, found on security ID card.
  Department Department where you are employed.
  Post Title Position on the project/within the Department.
  Model of contracted hours Model of employment that your contract is based on, usually 35 hours per week. See examples below in Table 1.
  Timesheet Start Date Date that you start working on a project requiring comprehensive timesheets.
  Hours of work per week Actual contracted hours (as per your staff contract).
 

PI/Supervisor

Full name and Title of the person that will be responsible for approving and signing your timesheets. This is usually the Principal Investigator (PI) of the project. If you are the project PI or working across several projects, this is likely to be your supervisor/line manager.
 Task related information: Funding Source Either the research funder that is providing the funding for the project(s) you are working on (e.g. H2020 EU Commission; Research Council; US Federal Agencies); or Academic Department.
  Award/Project Number Imperial reference number, e.g. ABCDE_P12345.
  Project Acronym/Short Title Acronym or short title of the project(s) you are working on.
  Type of Activity Required for EC funded projects only: Each project may be split across Activity Types e.g. RTD, Demonstration, Management etc. Refer to Annex 1 (Technical Annex) of the Grant Agreement to check which Activities are applicable.
  Activity / Work Package (WP) Number(s) Required for EC funded projects only: The project is further split into Activity or Work Package Numbers.  Refer to Annex 1 (Technical Annex) of the Grant Agreement to check which Activity/WP numbers are applicable.
 
Summary of the table's contents

Examples of Contracted Hours Models (Table 1)

Depending on the category of staff employed, an individual’s contracted hours of work will be based on one of the following Full-time models:

Full-time contracted hours model (hrs per week)Full-time contracted hours per dayFull-time standard workable hours per year *
 35  7  1540
 37  7.4  1628
 37.5  7.5  1650
 40  8  1760
* The number of “Full-time standard workable hours per year” represents the minimum number of hours available for an individual to work, based on a Full-time contract (i.e. approximately 44 weeks per year). This figure excludes an employee’s annual and statutory leave entitlement (approx. 8 weeks).
Summary of the table's contents

If you are unsure about any of the data that is required, your Departmental Administration team will be able to help.

Download the Comprehensive timesheet template

Comprehensive timesheet - Template - MAC [Excel]

Comprehensive timesheet - Template - PC [Excel]

eLearning video

Comprehensive timesheet - eLearning video

Project level timesheet - Paper version (MS Excel)

The Project level timesheet is an Excel based system for use by all categories of staff working solely on one or more EC Horizon 2020 award.

This template has been specifically developed to meet the EC’s requirements for Horizon 2020. The EC has stated that a timesheet is required at Action (award/project) level and must include the following minimum data:

  • Declaration of the number of hours worked per day
  • Reference to the specific Action tasks or Work packages being work on, on a daily basis
  • Written description of the activities carried out.

 For example, if a PI attends a project meeting, the hours reported on their timesheet should reflect this. Collecting the data at this level makes it easier to verify and understand what work has been carried out to ensure that it matches the work assigned in Annex 1 of the EC Grant Agreement.

 Collecting the activity data on a monthly basis will help PIs to complete the periodic technical reports and “use of resources” reports.

 Timesheets should be printed as a hardcopy and authorised by the Principal Investigator on a monthly basis to satisfy external audit requirements.

Before completing the project level timesheet, you will require the following information:

 
 Timesheet field titleExplanation
Information about you:  Full Staff Name  Full name and Title
   Type of personnel  Position on the project/within the Department
Project related information:  Title of the Action (Acronym)  Acronym or short title of the project(s) you are working on.
   Imperial Award/Project Number  Imperial reference number, e.g. ABCDE_P12345.
   Grant Agreement Number  European Commission Grant Agreement number (usually 6 numerical digits)
   PI/supervisor  Full name and Title of the person that will be responsible for approving and signing your timesheets. This is usually the Principal Investigator (PI) of the project. If you are the project PI or working across several projects, this is likely to be your supervisor/line manager.
   Action task / Work Package (WP) Number(s)  Required for EC funded projects only: The project is split into Action task or Work Package Numbers.  Refer to Annex 1 (Description of the Action) of the Grant Agreement to check which Activity/WP numbers are applicable.
 
Summary of the table's contents

If you are unsure about any of the data that is required, your Departmental Administration team will be able to help.

Download the Project level timesheet template

H2020 Timesheet 2015.xlsx [Excel]

H2020 Timesheet 2016.xlsx [Excel]