Time Distribution Report - Arizona Department Of Education (Page 2 of 2) in pdf

TIME DISTRIBUTION REPORT

Instruction

PURPOSE

CACFP Administrative Tasks (Column A) -

The employees

enters the amount of time spent performing administrative tasks in

To document the amount of time spent performing Food

column A. Time should be reported in 15 to 30 minute intervals.

Service and Non-Food Services tasks for each day worked

Employees should round up or down to the nearest half-hour. This

during the month. This information is used to establish the

should reflect an after-the-fact determination of the actual time spent

portion of costs that may be claimed as Food Service labor.

in each activity. Then total the entire column and report these hours on

the monthly expense worksheet.

PROCEDURE

Food Service (Operational) Tasks (Column B) -

The

When to Prepare

employee enters the amount of time spent performing Food Service

tasks in column B. Time should be reported in 15 to 30 minute

intervals. This should reflect an after-the-fact determination of the

All full-time and part-time employees, who’s compensation

actual time spent in each activity. Then total the entire column and

in whole or in part is paid with Food Service funds, must

report these hours on the monthly expense worksheet.

complete this report. The information must account for the

total activity for which each employee is compensated. The

reports must reflect an after-the-fact determination of the

Total Hours Worked for the day (Column C) –

The employee

actual activity of each employee.

A separate report is

enters the total number of hours worked that day. At the end of the

required for each employee.

month, total the numbers in column C to calculate Total Monthly

Hours Worked. Use this figure to help determine the percentage of

benefits charged to CACFP.

Number of Copies

Alternate Certification Statement –

This certification statement

Complete one original for each employee for each month.

may be completed in lieu of the detailed daily time distribution entries

if the employee did not work outside of the fixed schedule and all

hours were spent performing Food Service duties.

Transmittal

Signature and Date – Employee –

The employee must sign and

Keep the completed and signed form in your files.

date the document to certify that all information is true and correct.

Form Retention

Signature and Date – Supervisor –

The employee’s supervisor

must sign and date the document to show approval of the form.

Keep the Time Distribution Report for five years and 90

days from the end of the contract period. Exception: If

audit findings, claims, or litigation have not been resolved

by the end of the retention period, all forms and records

must be retained until all issues are resolved.

DETAILED INSTRUCTIONS

Employee Name

– Enter the name of the employee whose

time distribution is being recorded.

Position –

Enter the title of the position for this employee.

Month/Year –

Enter the month and the year covered by

this time distribution report.

Day –

No entry is required. This column indicates that day

of the month.

Work Hours –

The employee enters that start and end

time for each day worked. More than one time may be

entered if the employee has a break in work hours other than

normal lunch and break times.

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Time Distribution Report - Arizona Department Of Education Page 2

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