Record keeping in Horizon 2020 is very important and is covered in Article 18 of the Grant Agreement. One of the most important aspects of record keeping is time. Since all personnel costs are calculated on the basis of time that each person has dedicated to the action, a reliable time recording system is necessary.
According the the Annotated Model Grant Agreement:
Time records must show the actual hours worked, with reliable time records (i.e. time-sheets) either on paper or in a computer-based time recording system.
Time records must be dated and signed at least monthly by the person working for the action and his/her supervisor.
If the time recording system is computer-based, the signatures may be electronic (i.e. linking the electronic identity data (e.g. a password and user name) to the electronic validation data, with a documented and secure process for managing user rights and an auditable log of all electronic transactions).
Time records should include, as a minimum:
- the title and number of the action, as specified in the GA
- the beneficiary’s full name, as specified in the GA
- the full name, date and signature of the person working for the action
- the number of hours worked for the action in the period covered by the time record;
- the supervisor’s full name and signature
- a reference to the action tasks or work packages of Annex 1, to which the person has contributed by the reported working hours.
Information included in time-sheets must match records of annual leave, sick leave, other leaves and work-related travel.
Templates provided here are not mandatory. You are free to modify them according to your needs, provided they fulfils the minimum requirements and contain at least the information detailed above.