Finance

Staff Timesheets

Timesheet help and support

eTime Help and Support

The University of Edinburgh has an online system for recording timesheets called eTime. You need to be logged in to Ease to access these links.

To request a change to your eAuthorisations record or to be added to eTime click below, and scroll down until you find your school listing

To view your eAuthorisations record click below and click on the dashboard link My Information > My User Record.

Access the eTime system

Please email finance.helpline@ed.ac.uk if you need further support.

Timesheet Responsibilities

The Principal Investigator of the research award is responsible for ensuring that timesheets are completed, approved and submitted. School Admin staff should collate and quality-check the documents on a monthly basis.

School Admin staff are responsible for:

  • Management and co-ordination of the timesheets process (including collation)

  • Monitoring completion and line management approval (e.g. if the PI or Co-I is a HoD, their Line Manager must approve their timesheet)

  • Quality checking

Completed timesheets should be forwarded to the Post Award Team in Finance, via etime.research@ed.ac.uk

UK Research Councils

Directly incurred staff (e.g. research assistants; research fellows; technicians; administrative staff) working less than 100% of their time on one Research Council project must complete a timesheet.

Timesheets are NOT required for:

  • Staff working 100%, but charged for only part of the project duration, e.g. someone works for 6 months at 100% during a three year project.

  • Staff on part-time contracts whose salary costs are charged fully to a single RCUK project.

  • Postgraduate Research Students who are charged either full or part-time to RCUK projects.

  • Staff funded by the RCUK Academic Fellowship scheme if they can demonstrate 100% time commitment, even if not fully funded by the fellowship.

Departments are required to collate the timesheets during the course of a research grant and make these available to Research Grants on a quarterly basis.

Notes for the completion of Time Sheets

  • For the purposes of FEC, normal hours are taken as 37.5 hours per week, or 44 weeks per year or 1,650 hours annually.

  • Time sheets must be completed at project level, i.e. one Time Sheet per project, per person, per month.

  • Each Time Sheet should cover a calendar month.

  • The completed Time Sheet must be signed by the person performing the work, and passed to the Principal Investigator for certification.

National Institutes of Health

The PI is required to complete an Assessment of time spent on project for all NIH projects as part of UOE’s A-133 audit which is undertaken each financial year for US funding. The below form should be completed annually each August for the period August-July in line with UOE’s financial years.

European Commission

EC funded projects have comprehensive timesheet rules and a specific template, please use the eTime user guide for Research.