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Administrative Policy and Procedures Manual
Section 800: Financial Affairs
850.1 Personal Services Accounting Grants & Contracts
Effective: July 25, 1984
Revised: October 1, 2007
Review Date: October 1, 2009
Responsible Party: Vice Chancellor for Finance, Administration & Student Affairs

This policy and procedure is written to assure compliance with Federal Regulations concerning personal services expended on federal grants and contracts.

Policy:

All reporting of personal services expended on Federal grants and contracts must show percentage of effort expended on each individual grant or contract.

Procedures:

Northern Faculty

  • The faculty member will complete the regular time and attendance report form. Based on the Recommendation for Appointment, the pay of the faculty will be charged to various accounts.
  • At the end of the semester the faculty member will complete the Certification of Effort form. This form will be signed by the faculty member and the project director. The original will be submitted to Business Services for inclusion in the grant file. This will be done within 30 days after the end of the grant period.
  • The Grants Accountant in Business Services will verify that the various charges to accounts are in agreement with the Certification of Effort forms. This will be done within 60 days after the end of each grant period.

Northern Administrators

  • The administrator will complete the regular time and attendance report form. Based on the Recommendation for Appointment form, the pay of the administrator will be charged to various accounts.
  • At the end of the grant period the administrator will complete the Certification of Effort form. This form will be signed by the administrator and the project director. The original will be submitted to Business Services for inclusion in the grant file. This will be done within 30 days of the end of the grant period.
  • The Grants Accountant in Business Services will verify that the various charges to accounts are in agreement with the Certification of Effort forms. This will be done within 60 days after the end of the grant period.

Classified Staff

  • The classified staff member will complete the appropriate time sheet which will contain a statement of effort clause.
  • The Grants Accountant in Business Services will verify that the various charges to accounts are in agreement with “effort statement” on the time sheet. This will be done within 60 days after the end of the grant year.
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