The University does not track hours or have a time-tracking system; Workday allocates costs based on payroll costing allocations and the University’s effort system, ECC, is used as an after-the-fact system to document that the charges reasonably reflect the employee’s (faculty or non-faculty) total activity on sponsored and non-sponsored awards.
If a sponsor is requiring hours or hourly rates on budget forms or other proposal documentation, we recommend adding the language below to the budget justification:
“Although the sponsor’s budget forms required us to enter personnel costs and effort in terms of hours and hourly rates, these are provided solely for comparison purposes. The University of Washington does not track, or maintain documentation of, hours worked for its faculty and professional staff. Rather, the University maintains documentation to support time committed to projects for faculty and non-faculty based on percentages of effort, in accordance with the provisions of 2 CFR 200.430(h)(2) and FAR 31.3.”
If a sponsor will not issue an award or payments without a commitment from the University to track hours, and the PI accepts the award, it is the responsibility of the PI/Department to track hours in such a manner that is acceptable to the sponsor.