Timesheet Coding Clarification

Hello,

After I sent out the 2011 timesheet coding allocations last week, I've had a lot of questions surrounding "Actual" and "Balance" and what that means, so I thought I would just shoot out another Blog post to clarify.

Some of your funding sources/codes have a number under the "Hours Per Pay Period" column - this means that you should code that number of hours to that funding source each pay period. For instance, if one of your funding sources says 16 hours, you should code 8 hours per week to that funding source. You can put all 8 hours on one day, rather than splitting it up over 5 days, if you prefer.

If one of your funding sources/codes says "Actual" that means that any actual hours you spend on that activity should be coded there.

If one of your funding soruces/codes says "Balance", that means that you take your 40 hours per week, subtract any hours coded as explained above and the rest gets coded to this funding source.

For instance, if you were given the following funding:

Hours Per PP Branch Department
20 SORH Marketing/Outreach
Actual Fee for service Annual Conference
Balance Gen/Reserve Marketing/Outreach

You would put 10 hours per week to SORH-Marketing/Outreach
If you spent 10 hours one week on Annual Conference, you would code 10 hours to FFS-Annual Conference, then 20 hours to Gen/Reserve-Marketing/Outreach

If you spent 15 hours the next week on Annual Conference, you would code 15 hours to FFS-Annual Conference, then 15 hours to Gen/Reserve-Marketing/Outreach

Not everyone has a code that gives a specific number of hours, not everyone has a code that says "Actual" and not everyone has a code that says "Balance" so please don't be concerned if some of these don't look familiar to you. Just interpret what you do have as explained above.

I hope this clarifies for all of you and I do apologize for any confusion. Let me know if you have any further questions.

Thanks,
Jennifer