ࡱ> fhe'` bjbjLULU .F.?.?l%"""""""6~~~8D\6Lhb x " [L]L]L]L]L]L]L$DNhPL" L"" L""" X" " [L" [L""F""eJ V `g~ jH"wKL0LH6Q\!6QDeJeJj6Q"J " LLV"X L 666d 666666"""""" TRAC-fEC Timesheets for DI staff on Research Council UK Projects New Requirement Summary This new requirement is forms part of the TRAC Guidance and therefore applies to all relevant research projects sponsored by the Research Councils and other funders paying on a fEC basis. It does not apply to TRAC EC-FP7 for which there is separate guidance. In summary, the requirements for TRAC fEC are: DI staff should complete monthly timesheets unless they are 100% charged onto one project; The timesheets should be completed for each month that the member of staff works on the project; There is a minimum number of activity categories against which time should be recorded; Actual productive hours should be recorded, adding to a total of actual productive hours (this is unlikely to be the same as the standard 1650 hours p.a. under TRAC. However, 1650 hours is still used to calculate the charge-out rate or FTE); These requirements form part of the TRAC fEC requirements and the Research Council terms and conditions of grant. These requirements are effective immediately. Unlike EU FP7 contracts, retrospective compliance (i.e. for work done in previous months) is not required. However, all affected staff should now comply fully, irrespective of when their project started, or whether they are part way through a project or just starting. If you have any questions regarding the contents of this document please email  HYPERLINK "mailto:sandy.hall@strath.ac.uk" sandy.hall@strath.ac.uk (Finance Office). TRAC fEC Timesheet Guidance detail Who should complete timesheets? Under TRAC fEC, all directly incurred (DI) staff and post-graduate students (PGR) should complete timesheets unless working 100% of their time on a single project. Directly incurred staff charged to research grants could include - Research assistants Academic and non-academic staff (who do not work 100% on a single project although these staff are normally charged as directly allocated) Laboratory technicians (generally lab technicians are charged as directly allocated staff, but there could be some instances where they are charged as directly incurred. Where this is the case, they should complete timesheets. Timesheets are not required by the Research Councils for directly incurred staff who are charging 100% of their time to one project, or for PGR students funded under a project. What type of timesheet system is required? TRAC fEC timesheets should: Be prepared monthly; Be completed for each month that the staff member works on the project; Be prepared in a timely fashion - within one month of the prior month end; Be prepared by the individual (with electronic or physical proof of their involvement), and signed by their manager as authorisation; Show hours hours worked sometimes defined as productive hours. What categories of activity need to be recorded? The categories of activity to be recorded on TRAC fEC timesheets are shown below. A directly allocated staff member working less that 100% of their time on a Research Council funded project should complete one timesheet each month covering all of their time and all of their projects. Activity category (each row recorded separately)Notes Research Council Project 1 A separate row for each project Research Council Project 2 etc A separate row for each project All other Research activity, Teaching and Other  Research includes PGR and University funded research sponsor types, as well as other research projects not funded through TRAC fEC methods. Note that research assistants time on Teaching activities is generally defined as Research by research sponsors, and should be returned as time on a research project. Support Support is defined as the infrastructure work of laboratory technicians (e.g. management, health and safety, training etc). Research assistants time on support activities is generally defined as research by sponsors and should be returned as time on a research project. If research assistants do return time under Support, they must to participate in the annual Academic Time Allocation surveys under annual TRAC.  Actual Productive Hours worked.  A total of the above time.  Holidays/sickness and total hours .  These categories are not required for Research Council projects. How should staff charge-out rates be calculated? Under TRAC fEC staff charge-out rates should continue to be calculated using the TRAC standard of 1650 hours per annum in the denominator. This is irrespective of what actual productive hours worked show on the timesheets. (It is possible that a review of actual productive hours in a year or twos time might lead to a review of the 1650 standard. However, the charge-out rates should not be recalculated using actual productive hours under TRAC fEC.) Staff time can alternatively be charged to projects using FTEs (%s of total hours). The %s should also be calculated on the basis of 1650 hours. Example In the course of a year a Research Assistant earns 40k, works 100 hours on a project, andworks 1600 hours in total. The charge to the project is made using 1650 hours: Method (A) - hours - 40,000/1650 gives a charge-out rate of 24.24. 100 hours on the project * 24.24 gives a charge to that project of 2,424. Method (B) FTE or % of hours - 100/1650 gives an FTE of 0.06. Multiplied by the salary of 40,000 gives a charge to that project of 2,424.      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