Galorath Professional Services Timekeeping Procedures

Transcription

1 Galorath Professional Services Timekeeping Procedures Timekeeping Policy: The following policy supplements Policy 401 as set forth in the Galorath Incorporated Personnel Manual. Galorath Incorporated provides products and services to both commercial and government customers, and is therefore required to maintain timekeeping records which meet the Federal standards defined by the Defense Contract Audit Agency (DCAA). Timekeeping records support multiple functions, including: Payroll accounting Billing for service and training work Overhead and G&A cost calculations, which have significant implications for government cost-plus contracts Consulting utilization analysis Consulting job profitability analysis In order to properly support these functions, accurate and timely records of all labor charges for all employees are essential. Galorath Incorporated uses an electronic timekeeping system, employing a web based interface with a differentiating ID and password for every employee. Official timekeeping records are stored on-line. REQUIREMENTS The following is required to access the electronic timesheet system: Internet Access Internet Explorer 5.5 or greater A Valid User ID and Password In this system, each employee is responsible for: a. Recording his/her time on a daily basis. b. Recording time using the specified spreadsheet format. c. The correct distribution of time by engagement number (for billable work) and job code. Job codes are incorporated in the spreadsheet template, and instructions for obtaining engagement numbers appear below. d. Changes to the timecard. All changes made after submitting the timecard can only be done so with the approval of a supervisor. The supervisor can reject a timesheet

2 if any discrepancies are noted. The supervisor will notify the individual and the individual will need to correct and resubmit the timesheet. The timesheet will then need to be approved by the supervisor. e. Recording all hours worked whether they are paid or not. This is necessary because labor costs and associated overheads are affected by total hours worked, not just paid hours worked. Therefore, labor rate computations and labor overhead costs should reflect all hours worked. Unpaid hours worked are termed "uncompensated overtime." Solicitations over the simplified acquisition threshold contain the provision at FAR , Identification of Uncompensated Overtime, which details disclosure requirements for uncompensated overtime. f. Submitting the timecard at the end of each work period to their supervisor. In addition, the following policies will be observed: a. The supervisor will approve all timecards. b. The supervisor is prohibited from completing an employee s timecard unless the employee is absent for a prolonged period of time on some form of authorized leave. If this is not feasible, the supervisor for the employee may prepare a time sheet. Upon his or her return, the employee should review his/her time sheet and notify the supervisor of any discrepancies. c. The nature of the work determines the proper distribution of time, not availability of funding, type of contract, or other factors. d. Accurate and complete preparation of timecards is a part of the employee s job. Careless or improper preparation may lead to disciplinary actions under company policies as well as applicable Federal statutes. Timesheet Location: a. The Electronic Timesheet is located at the following web site. a. Recording Time on your Timesheet: Note that there is a separate timesheet for each pay period. Ensure that you re accessing the timesheet for the proper pay period. For billable engagements and training, the Engagement Name & Number can be found in the Engagement Log which is discussed in detail in the next section. Note that paid holiday, vacation and sick time should be recorded on the timesheet. Unpaid time off should not be recorded on the timesheet.

3 The Engagement Log The log can be found in All Public Folders / GALORATH / Consulting / Timesheets All billable engagements are assigned an Engagement Number, a unique identifier for accounting and billing purposes. All billable service work and training must be associated with the appropriate engagement number. Figure 1. Engagement Log Engagement Numbers are assigned and maintained in the Engagement Log. It contains the following data which is used to properly identify the engagement: A. Charging Status B. Engagement Number C & E. Customer/Engagement Name Figure 2. Engagement Log format

4 Column A: Charging Status. Before using an engagement number, you should check to ensure it s considered open (denoted by an x ) and available to be charged to. You may be able to charge to a number which is not yet open (blank) or considered at risk with the approval of your supervisor. Do not charge to a number which is Closed unless specifically instructed to do so. Column B: Engagement Number. A unique identifying number which is assigned sequentially by year. Note that not all engagement numbers become active engagements, as they are sometimes assigned at the proposal phase for tracking purposes and subsequently not awarded. Column C: Customer Name. Identifies the customer for whom the work is being performed. Column E: Engagement Name. Plain language identification of the work being done. Setting up Engagement Number in Timesheet Engagements numbers are added to the individual s timesheet by accounting after appropriate approval from the Director of Product Services. He will review and authorize accounting to set-up the charge number. You will receive notification of the number once set-up is complete. Submitting your Timesheet Pay periods end on the fifteenth and last day of each month. Timesheets must be submitted on the first business day following the end of the pay period. Remember that it is each employee s responsibility to update his/her timesheet on a daily basis. Timesheets shall be submitted electronically. By clicking on submit, the employee is certifying that the time recorded on the timesheet is a true and correct representation of the labor performed during the pay period. Corrections to Timesheets. a. Under no circumstances will a supervisor or accounting personnel change data which has been entered in the timecard by the employee. b. Changes to the electronic timesheet should be made by the employee. * Once a timesheet has been approved by the supervisor, the only way for a change to be made to the hours charged is by creating a correction timesheet. If a discrepancy is detected prior to the supervisor approval, the supervisor would reject the timesheet and the employee would need to correct and resubmit the timesheet.

5 1. Once a timesheet has been signed by the supervisor, a link Correction is displayed in the upper left corner next to the Main link. This link does not display until the supervisor has signed the timesheet. 2. If the user clicks on the Correction link, this warning is displayed. The user simply clicks OK to create the correction timesheet.

6 3. The correction timesheet allows the user to edit the timesheet data and submit. Notice below Sign Off where it reads Revision << 1. This lets the user know that this is the first revision of the original timesheet. If the user clicks on the <<, it will take them to the original timesheet. The original timesheet is never changed and can always be viewed if needed. Summary. In conclusion, is must again be emphasized that it is each individual employee s responsibility to maintain accurate records of their time and to submit their timesheets promptly to their supervisor. If you have any questions or experience any difficulties, contact your supervisor or accounting.