Timesheet Requirements, Process and Template

A number of external funders for research require us to provide evidence of time spent by individuals on an award.  This requirement is met through completion of timesheets.

These funders include UKRI, Innovate UK and the European Commission (EC).

UKRI and Innovate UK require timesheets to be completed for Directly Incurred (DI) staff who work less than 100% of their contracted time across more than one project.

UKRI: UKRI fEC Grant Terms And Conditions  see RGC 4.6

Innovate UK: Terms and conditions of an Innovate UK Grant Jan 2023  see Condition 9

For EC funded projects the requirement is extended to include Investigators.

Horizon 2020 Grant Agreement  See page 178: Article 18:9 Record for Personnel Costs

Horizon Europe Grant Agreement See page 53: Article 20.1e

Other funders may not explicitly request timesheets but do require the University to have systems and records in place to support audit requirements. Therefore if appropriate, we’d advise timesheets are kept. 

Where timesheets are required they should be submitted to Research Finance in a timely manner (monthly) via the process described below. 

If an individual is leaving the University, please ensure timesheets are approved before they leave.

Process

The Timesheet Template is suitable for all funders.

Timesheets should be completed and sent for approval using the Timesheet Approval form. 

If you require assistance in completing timesheets or with the approval process, please contact your Research Finance Officer in the first instance.