A copy of the Printed Form 500 and the appropriate payroll voucher detail should also accompany the memo. The request for transfer of expenditures should be approved by the Dean or Department Head and include a brief explanation for the correction or transfer. All payroll changes requested will be carefully reviewed by Contract Administration for allowability and appropriateness, particularly those changes more than 90 days from the date of the original transaction. The Principal Investigator or Project Director should sign the report. In any case, an individual associated with the sponsored project must sign the report that has knowledge of the work performed on the sponsored project and is acquainted with the employees listed on the report.
Time sheets serve as sufficient documentation for employees paid on a biweekly or hourly basis .
Timesheets should be retained in departmental files for the duration of the sponsored project plus three years beyond the end date of the project. See Appendix F for an example of the Monthly Payroll Confirmation Report FPR071.