1. Time Reporting Documentation
Presented by José A. Jarquín
Specialist, Federal and State Education Programs
October 2017

2. Major Changes Attachments have been renumbered (BUL-2643.8)
A Semi-Annual Certification is now referred to as a Periodic Certification (PC)
Attachment D is the District-approved, generic template for the Multi-Funded Time Report (MFTR)
The major changes from last year’s bulletin to this year’s are:
1. Attachments have been renumbered
2. A Semi-Annual Certification is now referred to as a Periodic Certification (PC)
3. Attachment D is the District-approved, generic template for the Multi-Funded Time Report (MFTR)

3. Objectives
Explain why categorical funded employees need to complete specific time reporting documents
Become familiar with the most commonly used time reporting documents
The objectives for today are:
Explain why categorical funded employees need to complete specific time reporting documents
Become familiar with the most commonly time reporting documents

4. All personnel who receive compensation from categorical funds
Policy
All personnel who receive compensation from categorical funds
Federal and State regulations require time and effort documentation, in addition to time cards, for all personnel who receive any payment (compensation) from federal funds or from state categorical funds. This documentation will vary depending upon the funding source(s) or nature of the job duties. Payroll time reporting must reflect actual hours worked on each program as indicated in the time and effort certification documentation.

5. BUL Guidelines
Determining Required Time and Effort Documentation
Determining Affected Employees
Completing Time and Effort Certification Forms
Payroll adjustments
Retention of Documentation
Monitoring Compliance
BUL explains guidelines 1-6. Following these guidelines demonstrates that the school has systems in place and reduces the possibility of audit findings in Title I. I strongly recommend you read the bulleting and become familiar with items 1-6.

6. BUL- 2643.8 Attachments Time Reporting Documentation Matrix
Description AI
Time Reporting Documentation Matrix A2
Time Reporting Documentation Matrix for Other Pay Types B
Periodic Certification C
Blanket Periodic Certification D
Multi-funded Time Report E
Do’s and Don’ts F
Request for Pre-Approval to Work Overtime G
Training or Occasional Assignment H
Administrator Assurances I
LD Administrator Assurances
The same document, BUL , has attachments A-I. The items in purple are probably the ones that you will interact with the most.

7. Time Reporting Documents
After the fact certification
Completed in a timely manner
MFTRs must reflect the entire workday (Title I and General Funded activities)
Please keep the following in mind when completing time reporting documents.
1. After the fact
2. Completed in a timely manner
3. MFTRs must reflect the entire workday (Title I and General Funded activities)

8. Retention of Documentation (5 years)
Please develop a system to keep time reporting documents available at all times for audit purposes.
Principal must know where the documents are kept
Time Keeper retains the documents
Program Coordinator works with the time reporter to keep binders at a central location
TEAM work is the key

9. Scenario 1 Program: Title I Code: 7S046 School: Pacoima MS
SY Scenario:
Ms. Polk, a100% Title I funded Secondary Instructional Coach worked at this site for the first semester.
Guided Practice:
Use the information provided and Attachment E to complete the Periodic Certification for this employee.
Please take a moment to read scenario 1.

10. Secondary Instructional Coach Ms. Polk
Attachment B
July - December
Secondary Instructional Coach
Ms. Polk
Pacoima MS
SWP
7S046
I completed this periodic certification for you. Please look at attachment E “Do’s and Don’ts” and let me know when the employee should sign the certification. Wait about 20 seconds.

11. Scenario 2 Programs: Title I Code: 7S046 School: Belmont SH
SY Scenario:
A Class Size Reduction teacher (Ms. Alvizo) and a Teacher Assistant (Ms. Bassler) are100% funded out of Title I.
Both employees worked at this site for the entire first semester.
Activity:
Use the information provided and Attachment E to complete the Blanket Periodic Certification (s) for these employees.
Please take a moment to read scenario #2.

12. Class Size Reduction Teacher (CSR) Teacher Assistant
Attachment C
July - Dec
Belmont SH
7S046
SWP
Ms. Alvizo
Mr. Bassler
Class Size Reduction Teacher (CSR) Teacher Assistant
Please identify the mistake on this form. Wait about 20 seconds. The correct date should be… 12/15/17 or 1/8/18. Sing in a timely manner.
9/8/17
12/15/17
Michael Jordan, Principal

13. Scenario 3 Program: Title I Code: 7S046 School: Elizabeth LC
Dates: September 6, 7, 13 and 14
Time: 2:40 pm – 3:40 pm
SY Scenario:
Ms. Ramirez attended a Thinking Maps PD
Activity:
Use the information provided to complete the Training or Occasional Assignment form.
Take a moment to read scenario #3.

14. Thinking Maps Professional Development
Attachment G
September 6, 7, 13, and 14 4
Thinking Maps Professional Development
Ms. Ramirez
Elizabeth LC
Title I
7S046
What’s missing? When should this employee sign? In a timely manner.
Diane Lara, Principal
9/18/17

15. Scenario 4 Programs: Title I and General Fund Code: 7S046 and 10183
School: Alta Loma
SY Scenario:
Ms. Lee is a 6-hour Secondary Counselor at Van Nuys MS, and she is funded 50% from Title I and 50% from
Activity:
Use the information provided and Attachment E to complete the Multi-funded Time Report for the month of November
Take a moment to read scenario 4.

16. Capture the entire work day and activities
Date
Program Name and Code
Capture the entire work day and activities
Activities
Just go over the areas that need to be completed. Have them look at attachment E “Dos and Don’ts” MFTR.
Attachment D

17. FSEP has Multi-funded Time Reporting templates available for you if you have multi-funded employees at your site.

18. Attachment H July - Dec 2017-2018 Sunny EL Ms. Sunshine 1/9/18
The last attachment I’d like to share with you is the Administrator Assurances. Please read the sentence at the bottom of the document and make sure you complete and submit this form to that person and by the date indicated.

19. CPA job description.

20. Specialist, Federal and State Education Programs
Summary
Federal and State regulations require time reporting documentation for all personnel who receive any payment from federal funds or from state categorical funds
Following the guidelines in BUL will help prevent findings during audits
Having a system in place includes identifying categorically funded employees, providing training regarding time reporting, communicating with the principal and time reporter, and keeping time reporting documents in a binder for audit purposes
Attachments B, C, and D are the most commonly used documents
Contact your Local District Title I Coordinator if you have any questions
José A. Jarquín
Specialist, Federal and State Education Programs