ANNOUNCEMENT OF NEW GRANTEE TIMEKEEPING AND REPORTING POLICY

Effective 01 January 2009
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Effective January 1, 2009 CRDF is implementing new grantee timekeeping and reporting procedures for all CRDF grant awards supported with U.S. Government funds.  The new policy can be found at the following website:

TIMEKEEPING POLICY

The new policy and procedures are intended to ensure more accurate accounting for time spent working on CRDF awards, consistency with U.S. Government regulations regarding grantee timekeeping, and correlation between actual level of effort on CRDF awards and Individual Financial Support (IFS) requested for a given time period.

Effective January 1, 2009 all participants under CRDF grant awards supported with U.S. Government funds must maintain an accurate daily record of hours spent on a respective project using the following CRDF Participant Timesheet:

TIMESHEET TEMPLATE

Principal Investigator/Project Director(s) are responsible for monitoring and documenting participants’ compliance with timekeeping and reporting requirements set forth in the new policy; ensuring that participants are trained and informed on the timekeeping and reporting requirements set forth in the policy; ensuring the timely collection of timesheets from all participants on the project; reviewing the timesheets for accuracy; certifying the accuracy of the timesheets collected; and for ensuring that payment requests are submitted to CRDF in a timely manner.

Principal Investigator/Project Director(s) are responsible for ensuring signed individual timesheets are maintained on file and are accessible by CRDF for review and audit.  CRDF may, at any time, require the Principal Investigator/Project Director to submit selected (or all) timesheets for review, including prior to the approval of any given payment request.

Subsequent IFS payments will be based on the number of hours reported by project participants as spent directly on project-related activities and certified by the Principal Investigator/Project Director.  Hourly labor rates will be determined based on the CRDF approved award budget for that award.  The rate can be calculated by dividing the projected total IFS for a participant for an award term by the number of person-days estimated in the budget, and then dividing that number by 8 (hours in a person-day).

Within the next 10 days CRDF will issue modifications to CRDF award agreements affected by this policy incorporating the new timekeeping and reporting requirements.  In the coming weeks additional guidance, instructions and resources will be added to the CRDF website. 

This revised policy, effective January 1, 2009, does not exclude previous level of effort reporting requirements for the period prior to January 1, 2009 as set forth in your CRDF award agreement.

If you have any questions regarding the new policy please contact your CRDF Grant Representative or appropriate CRDF In-Country Representative.
 

Addendum for Grantees Who Have Received Advance Payment for the First Quarter of 2009

In accordance with the CRDF Grantee Timekeeping and Reporting Policy and Procedure effective, January 1, 2009, all Individual Financial Support (IFS) payments are to be based on actual hours spent on CRDF awards.  This addendum clarifies reporting requirements and payment procedures that apply to grantees receiving an advance payment for the first quarter of 2009.

Effective January 1, 2009 all participants under CRDF grant awards supported with U.S. Government funds must maintain an accurate daily record of hours spent on a respective project using the CRDF Participant Timesheet (available at the CRDF website).  This requirement applies to grantees who have received an advance payment for any period of time in 2009.

Following the period of advance payment, subsequent IFS payments will be based on actual hours spent and will only be paid at the end of a project reporting period.

Along with the first IFS request following the period of advance payment the Principal Investigator/Project Director must submit copies of all participant timesheets for the current reporting period and the period of advance payment.  CRDF will review the actual hours worked by project participants and adjust the IFS payment as necessary*. 

For the project quarter following the period of advance the Principal Investigator/Project Director may submit IFS requests completed in accordance with the new policy on a monthly or quarterly basis.  After this first three month period, IFS requests will only be accepted on a quarterly basis.

 

*Project participants whose actual hours spent working on a project exceed those projected in the advance payment will have the next IFS payment adjusted upwards.  Project participants whose actual hours spent working on a project were less than projected in the advance payment will have the next IFS payment adjusted downwards.

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