X-40 Supplemental Schedule of Effort

NORTHWESTERN STATE UNIVERSITY

Supplemental Schedule of Effort
and
Participants Sign-In Sheet Forms

I Purpose and Scope: This procedure outlines the method to document payment to employees and professional Services Contracts for training, instruction or otherwise participating in activities for which documentation is required to facilitate the billing process or document payment requested for extra services or professional services as required by Grants, Contracts, Cooperative Endeavors, Non-SCH - Self Generated Activities, etc. Excluded is instruction for credit courses. The class roster serves as the Participant Sign-In Sheet Form and the appointment document and/or time sheet serves as the supplemental schedule of effort for credit courses.

II Reference: Louisiana Department of Labor (LDOL) Contract requirements.

III Responsibility: All Areas

IV Procedure:

Extra Service Contracts

When used as documentation to request payment for services provided under an extra services contract this form should be attached to the request for payment. By signing the Supplemental Schedule of Effort (Attachment #1) the Project Director, Instructor, Coordinator, Supervisor and/or Budget Unit Head is certifying that the information contained on this document, or any supporting attachments, as it relates to services performed are in accordance with the contract.

When a contract requires payment to be contingent upon the number of participants, or number of sessions, the Trainee/Participant Sign-In Sheet Form (Attachments #2 & #3) must also be attached to document attendance. If partial payment is requested under a contract which requires this documentation, each request for payment will be required to have adequate documentation to substantiate the payment amounts being requested.

See Fiscal Policy and Procedure, Employee Involved in University Extra-Services Employment Activities, X-24.

Grants, Contracts and Other Externally Funded Agreements

When used as documentation to request payment for services to be reimbursed by Grant, Contracts or Other Externally funded agreements, a copy should be forwarded to the Grant and Contract Accountant in Business Affairs. By signing the Supplemental Schedule of Effort (Attachment #1) the Project Director, Instructor, Coordinator, Supervisor and/or Budget Unit Head is certifying that the information contained on this document, or any supporting attachments, as it relates to services performed are in accordance with the contract.

When a contract requires payment to be contingent upon the number of participants, or number of sessions, the Trainee/Participant Sign-In Sheet Form (Attachments #2 and #3) must also be attached to document attendance. If partial payment is requested under a contract which requires this documentation, each request for payment will be required to have adequate documentation to substantiate the payment amounts being requested.

See Fiscal Policy and Procedure Grant and Contract Proposal, XIII-1.

Continuing Education CEU and NON-SCH Self Generating Activities

These forms will be used to document invoices for services performed by NSU Continuing Education and to document payment to employees and contractors for services provided to Continuing Education Department.

When used as documentation to request payment for services provided under an extra services contract this form should be attached to the request for payment. By signing the Supplemental Schedule of Effort (Attachment #1) the Project Director, Instructor, Coordinator, Supervisor and/or Budget Unit Head is certifying that the information contained on this document, or any supporting attachments, as it relates to services performed are in accordance with the contract.

When a contract requires payment to be contingent upon the number of participants, or number of sessions, the Trainee/Participant Sign-In Sheet Form (Attachments #2 & #3) must also be attached to document attendance. If partial payment is requested under a contract which requires this documentation, each request for payment will be required to have adequate documentation to substantiate the payment amounts being requested.

See Fiscal Policy and Procedure Program Request for NON-Student Credit Hour Activity and Continuing Education Units (CEU), X-8.

Professional Services

When used as documentation to request payment for services procured under a Professional Services contract this form should be attached to Screen 284, when submitted to Business Affairs. By signing the Supplemental Schedule of Effort (Attachment #1), the Contractor, Projector Director, Instructor, Coordinator, Supervisor and/or Budget Unit Head is certifying that the information contained on this document, or any supporting attachments, as it relates to services performed are in accordance with the contract.

When a contract requires payment to be contingent upon the number of participants, or number of sessions, the Trainee/Participant Sign-In Sheet Form (Attachments #2 & #3) must also be attached to document attendance. If partial payment is requested under a contract which requires this documentation, each request for payment will be required to have adequate documentation to substantiate the payment amounts being requested.

See Fiscal Policy and Procedure Professional Services Contracting, XI-1 (for contract outside the SCT Online Purchasing System) and SCT Online Purchase Requisition for Professional Services Contacting XI.A.1.

Billing for Services

When using this form to Bill for Services that are provided by University Employees, but for which the employee is not going to be receiving extra services pay, the Supplemental Schedule of Effort and if applicable the Trainee/Participant Sign-In Sheet Form (Attachments #1, #2 & #3) should be completed and forwarded to the Office responsible for compiling the invoice, to be used as documentation for amounts invoiced.

Project Director/Coordinator/Instructor Work Log Instructions
Data Responsibilities


Item # Description By
1 Extra Services Contact Number Budget Unit Head
2 Non-Credit Presenter Number Budget Unit Head
3 Title of Grant/Contract or Project Budget Unit Head
4 Professional Services Purchase Order Number Budget Unit Head
5 Name of Person Requesting Payment Budget Unit Head
6 Physical Location of Instruction or Activity Budget Unit Head
7 Mark if Billing someone else for Services Rendered Instructor/Employee
8 Training Institute responsible for training/activity Instructor/Employee
9 Budget Unit Account to be charged for this payment Instructor/Employee
10 Terms of payment Instructor/Employee
11 Indicate if payment is based on a per hour rate; indicate amount per hour Instructor/Employee
12 Indicate if payment is based on a number of persons or a per unit rate Instructor/Employee
13 Indicate Day & Date of Event/Activity Instructor/Employee
14  Indicate the Class or Activity for which payment is being requested Instructor/Employee
15 Time Class or Activity Began Instructor/Employee
16 Time Class or Activity Ended Instructor/Employee
17 Total hours of instruction or activity Instructor/Employee
18  Number of Units being billed for (If person attach Trainee/Participant Sign-In Sheet) Instructor/Employee
19 Description of duties performed Instructor/Employee
20 Signature of Person Providing instruction or coordinating activities Instructor/Employee
21 Date Signed Instructor/Employee
22 Signature of Supervisor or Budget Unit Head Supervisor/Budget Unit Head
23 Date Signed Supervisor/Budget Unit Head

Trainee/Participant Sign-In Sheet Instructions
Data Responsibilities

 

Item # Description By
1 Name of Grant/Contract/Project Director Budget Unit Head
2 Location where activity is taking place Budget Unit Head
3 Employer requesting training/project for which activity is being performed Budget Unit Head
4 Training Institute that is responsible for Class deliverance Budget Unit Head
5 Date of training or participation Instructor/Employee
6 Time Activity begins Instructor/Employee
7 Time Activity ends Instructor/Employee
8 Course title/activity description Instructor/Employee
9  Total time of course deliverance or activity Instructor/Employee
10 Trainee/Participant Signature Trainee/Participant
11  Trainee/Participant Social Security Number Trainee/Participant
12 Instructor Signature Instructor/Employee
13 Date prepared by Instructor Instructor/Employee
  
   

Multi-Class/Module Trainee/Participant Sign In Sheet (For Multi-Classes/Modules)
Data Responsibilities

Item # Description By
1 Title of Grant/Contract/Project Budget Unit Head
2 Course title/Activity/Project Budget Unit Head
3 Training Institute that is responsible for Class deliverance Budget Unit Head
4 Name of person presenting course or directing activity Budget Unit Head
5 Physical Location of Instruction or Activity Budget Unit Head
6 Course title/activity description Budget Unit Head
7 Date of Training or Instruction Budget Unit Head
8 Begin and Ending time for class or activity Budget Unit Head
9 Total time of course deliverance or activity Budget Unit Head
10 Trainee/Participant Name - Printed or Typed Trainee/Participant
11 Trainee/Participant Social Security Number Trainee/Participant
12 Trainee/Participant's Employer Trainee/Participant
13 Trainee/Participant's Signature Trainee/Participant
14 Trainee/Participant's Signature if he/she participated in more than one class/activity on same day Trainee/Participant
15 Instructor Signature Instructor/Employee
16 Date prepared by Instructor Instructor/Employee