Time recording systems

External auditor

The system must be accepted by your own external auditor. If your organization does not use a time registration system or procedure or if your system is not accepted by your auditor, you should use the Nuffic format.

Two formats

Nuffic has developed the following two formats:

• Format 1: Simple
  This format consists of a simple spreadsheet that is filled in weekly and signed off monthly. The calculation of hours for a year report is done manually.
• Format 2: With calculations
  With this format the data is inserted into a spreadsheet as above, but the spreadsheet automatically calculates the totals.

Format 2 contains the following steps:

• First, the basic data are inserted in the tab” basic data” , including a list of outputs that correspond with the outputs as defined in the budget (format).
• It is advisable to have one person prepare the sheets for all staff members, to prevent incorrect descriptions of outputs which may cause errors later on.
• All project staff members then fill in their own spreadsheet. When filling in the sheets, they select which outputs they have worked on. The outputs are selected from a selection list that has been defined in step 1. They therefore correspond with the budget.
• The sheet is filled in weekly, and printed out and signed off monthly.
• At the end of the year, the sheet with totals is printed out. This sheet shows the totals per output, which can be copied into the expenses statement.

You decide

It is up to you to decide which format you will use for your project.

Downloads

Download the simple time recording sheet(32.5 kB)

Download the time recording sheet with calculations(316.0 kB)