Time sheets compilation instructions for INFN staff involved in

Time sheets compilation instructions for INFN staff involved in
researchprojectswithexternalfunding
Edited by Administrative Service (Servizio Amministrazione) and External Funding Service (Servizio Fondi Esterni) of the INFN Padova
localunit(SezionediPadova)
v.1.5,21January2016
The INFN staff involved in projects supported by external funds that require accounting of the effective
workinghours,isrequestedtokeepadetailedtimerecord,organizedonamonthlybasis(timesheet).
Theconcernedstaffmembersareinformedofthedutytofilloutthetimesheetsbyaformalcommunication
issuedbythedirectoroftheunit(DirettoredellaSezione),thatistobecountersignedforreception.
WiththeDispositionn.16642ofJuly2014,theINFNPresident(Presidente)introducedtheobligationofusinga
specificonlineapplicationforthispurpose.Theapplicationisavailablehere1.Inthefollowing,weprovidesome
practicalinformationonhowtouseit.
One should consider that accounting European projects’ personnel costs has generally turned out to be the
mostcriticalelementandthemostfrequentreasonforobjectionsbytheEC.Forthisreason,itiscrucialthatall
timesheetsarefilledouttimelyandproperly.
Whentofilloutthetimesheets
Thetimededicatedtotheprojectshastobeaccountedforinaprecisemanner.Itisthereforerecommended
toinsertthedataonadailybasis,or,atthelatest,attheendoftheweekinwhichtheactivitieshavebeen
carriedout.
Howtoinsertthedata
Onthetimesheet,itisnecessarytodeclareforeachdayboththehoursspentworkingonprojectsfinanced
with external funding (“EU Projects”), as well as the hours dedicated to all other activities related to the
ordinarysalary(“InternalandNationalProjects”).
Inthetimesheetform,everyprojectissubdividedintocategoriesreferringtoitsWorkPackagesandTasks.
Withinthesection“InternalandNationalProjects”,differenttypesofactivityhavetoberecorded:
• Teaching,relevantonlyfortheUniversitystaffteachingactivities;
• Research, referring to other institutional activities carried out by INFN researchers (ricercatori) and
engineers(tecnologi);
• Other, for institutional activities of the INFN technical (tecnico) and administrative (amministrativo)
staff.
Furthermore,thereisasectioncalled“Absences”,thatcomprises2:
1
Seehttp://www.infn.it/gestioneTimeSheet
•
•
AnnualLeave,referringtoannualleaveslikevacationandresidualvacation;
Special Leave, referring to other types of absences like parental leave, strikes, study leave,
compensatoryleave;
Illness,referringtoabsenceduetoillness.
•
Possibletravelinghoursforworkreasonsaretobeconsideredasworkhours,notasabsences.
Timesheetandtimecards
Forthestaffsubjecttosupervisionofworkinghourstheinformationinsertedintothetimesheethastobein
perfectagreementwiththatresultingfromtheirmonthlytimecard(cartellinomensile).
Inordertofacilitatethecompilationofthetimesheet,theapplicationforthetimecardmanagementprovides
thepossibilitytotransferthedailyaccountsofthehoursofpresenceandabsenceintoacsv-typefile,which
can be uploaded to the time sheet via the function “carica file csv da cartellino”. In this way, the accounts
becomevisibleatthebottomofthetimesheetandcanbeusedduringitscompilation.Theyarebynomeans
partofthetimesheetanddonotappearontheprintedversionofthefinaldocument.Itistheresponsibilityof
theconcernedstaffmembertoverifythecorrectnessoftheirdeclarationsonthetimesheet3.
Validation,endorsement,anddeliveryofthetimesheet
Once compiled, the time sheets are subject to an online validation process comprising the following three
steps:
• validation by the concerned staff member themselves, within 7 days after the end of the month the
timesheetrefersto;
• by the local scientific supervisor (or the director of the unit (Direttore) in case of absence of a local
scientificsupervisor),within10daysaftertheendofthemonth;
• bythenationalscientificsupervisor,within15daysaftertheendofthemonth.
Thecompiledandvalidateddocumentcanbeexportedbothinpdfandinexcelformatandneedstobeprinted
and signed by the concerned staff member, countersigned by the local scientific supervisor and delivered to
thelocaladministrativesupervisoroftheproject.Thedocumentwillautomaticallycontainthedatesofeach
validationstep.Itisthereforenecessarytopayparticularattentiontoobeyingtherelativeduedates.
Once a time sheet has been validated, the staff member cannot change it anymore. In case of erroneous
compilation it is necessary to open a ticket via theassistance service (servizio di assistenza) at the following
link4:
2
RefertoAppendix1foracompletelistofcorrespondencesbetweentimecardreceiptsandindicationstoinsertintothetime
sheet.
3
Ithasbeennotedthatthetransferofthetimecarddataandtheautomaticconsistencycheckarenotyetcompletelyflawless.
Inparticular,errorsconcerningabsencereceipts,likecompensatoryleavesandovertime,andthespecificitiesoftheworkingschedule
ofadministrativepersonnelhavebeenobserved.
4
https://iam.infn.it/Assistenza
2/8
Referenceregulations
•
•
•
DispositionofthePresident(Presidente)n.16642/14“Instructionsforthecompilationofthe
integratedtimesheetonline”("Istruzioniperlacompilazionedeltime-sheetintegratoon-line")(see.
Appendix2)
FP7:
§ FP7GrantAgreement–AnnexII5–GeneralConditions(inparticular,ArticleII.15.1)
§ GuidetoFinancialIssuesRelatingtoFP7IndirectActions6(inparticular,Section1:
GeneralFinancialProvisions;ArticleII.15ofECGA)
H2020:AGA–AnnotatedModelGrantAgreement7,v.2.1of30/10/2015(inparticular,referenceto
Article18.1.2:RecordsandotherdocumentationtosupportthecostsdeclaredoftheModelGrant
Agreementandcommentsoffollowingsection9)
5
http://ec.europa.eu/research/participants/data/ref/fp7/93289/fp7-gaannex2_en.pdf
6
http://ec.europa.eu/research/participants/data/ref/fp7/89556/financial_guidelines_en.pdf
7
http://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/amga/h2020-amga_en.pdf
3/8
Appendixn.1
Timecardreceiptcorrespondences
Timecard
Timesheet
Ferie
Annualleave
Ferieresidue
Annualleave
Festivitàabolite
Annualleave
Permessocompensativo
Specialleave
Permessoperservizio
-
Lav.inpiùasaldopersonale
-
Tempoviaggio
-
Malattia
Illness
PermessoStudio150ore
Specialleave
Gravimotivifamiliari-Nascitafigli(ore)
Specialleave
Allattamento
Specialleave
Permessohandicapfamiliari(L.104/92-giorni)
Specialleave
Permessohandicapfamiliari(L.104/92-ore)
Specialleave
Perm.lav.conhandicap(giorni)
Specialleave
Allattamentogemellare
Specialleave
Asp.motivivarinonretr.
Specialleave
Aspettativapermandatoparlamentare
Specialleave
Assembleesindacali
Specialleave
Assembleesindacaliinsede
Specialleave
ComandopressoaltriEnti
Specialleave
Concorsiedesami
Specialleave
Cong.fam.conhandicapcasiparticolari
Specialleave
Cong.par.bambinocongravedisabilità(giorni)
Specialleave
Cong.par.bambinocongravedisabilità(giorni)
Specialleave
Cong.perdocumentatagraveinfermitàfamiliare
Specialleave
Cong.stud.ric.nonretrib.
Specialleave
Cong.stud.ric.retrib.
Specialleave
CongedoMaternità(astensioneanticipata)
Specialleave
CongedoMatrimoniale
Specialleave
Congedomaternitàadozione
Specialleave
Congedomaternitàincasodiaffidamento
Specialleave
CongedoMaternità(ex.astensioneobbligatoria)
Specialleave
Congedoparentalemalattiafigli
Specialleave
Congedoparentalefigli
Specialleave
Congedoparentaleperaffidamento
Specialleave
4/8
Timecard
Timesheet
Congedopercurelavoratoreinvalido
Specialleave
Congedoperformazione
Specialleave
Convalescenzapostricovero(giorni)
Specialleave
Convalescenzapostricovero(ore)
Specialleave
Convocazioneaut.Giud.
Specialleave
Distac.Sindacaleperiodilunghicontinuativi
Specialleave
Distac.Sindacalegiornaliero
Specialleave
DocenzaINFNinsedeconrecupero
Specialleave
Documentatagraveinf.familiare
Specialleave
Donazionesangue/midollo
Specialleave
Esamiprenatali
Specialleave
Formazione
-
Formazionefuorisede
-
Funzionipressoseggielettorali
Specialleave
GiuriaPopolare
Specialleave
Gravipatologie/Terapiesalvavita
Specialleave
Infortuniosullavoro(giorni)
Specialleave
Infortuniosullavoro(ore)
Specialleave
Interventourgenza
-
Interventourgenzaasaldo
-
InterventourgenzainGalleria
-
InterventourgenzainGalleriaasaldo
-
Lavoroingalleria
-
Lutto
Specialleave
Mand.org.elettivi
Specialleave
Oresolidarietà
Specialleave
Perm.Profess.Esposticat.A
Specialleave
Permessibrevi
Specialleave
Permessinonretribuiti
Specialleave
Permessoespl.Mand.Sindacale
Specialleave
PermessoSindacale-Nonretribuito
Specialleave
PermessoSindacale-RSU/RLS
Specialleave
PermessoSindacale-RiunioneConsigli
Specialleave
Permessobrevenonrecuperato
Specialleave
Permessohandicapperduefamiliari(L.104/92-giorni) Specialleave
Permessohandicapperduefamiliari(L.104/92-ore)
Specialleave
PermessoperCausadiForzaMaggiore
Specialleave
Ricoveroospedale/dayhospital
Illness
Sciopero
Specialleave
Straordinario
-
Straordinariofuoriorarioservizio
-
Volontariato
Specialleave
5/8
Timecard
Timesheet
Volontariatoperstatodiemergenza
Specialleave
Telelavoro
-
Appendixn.2-Dispositionn.16642ofthepresident(Presidente)onthe
introductionoftheintegratedtimesheetapplication
6/8
7/8
8/8