Advanced Sciences and Technologies, LLC
/ SUBJECTPreparation of Time Sheets / NUMBER
7004 / REV
2 / PAGE
1 of 5
POLICIES AND STANDARD PRACTICES / APPROVAL
FRANK A. VALENTI,
PRESIDENT/CEO / EFFECTIVE
12/31/2015
SUPERCEDES DATED 03/01/2006
OFFICE OF PRIME RESPONSIBILITY
Questions or suggestions regarding this policy should be directed to the Accounting Department.
1.PURPOSE
The purpose of this policy is to assure accurate payment of employees and accurate charging to customers for hours worked.
2.POLICY
It is the policy of Advanced Sciences and Technologies, LLC (AS&T) to:
2.1Assure that employees receive correct payment for time worked according to Employment Category (Policy 2002) and Overtime Compensation (Policies 2004 and 2005).
2.2Assure that customers and the Company do not pay for incorrect hours.
2.3 Assure that eligible employees receive payment for benefits such as Holiday Pay (Policy 3001), Vacation Pay (Policy 3002) and Sick Leave Pay (Policy 3003).
2.4Assure that all employees will receive instructions on the electronic timekeeping system.
2.5Assure that all employees comply with DCAA timekeeping requirements, including the Total Hour (timekeeping) Accounting System which requires exempt employees to recordboth approved compensated and uncompensated hours worked.
2.6Require employees to obtain advanced approval for both compensated and uncompensated extended hours utilizing the authorization forms contained in Policy 2005 for non-exempt employees and Policy 2006 for exempt employees.
2.7Perform unannounced internal "Timesheet Floorcheck Audits".
3.GENERAL
3.1All employees should make suretheir hours for the week are entered in the electronic timekeeping system before they leave work on Friday.
3.2All managers will be notified in writing by the Accounting Department of the Project & PLC Numbers that will be used for each contract/proposal effort. It is the Manager's responsibility to ensure that each employee knows the correct Project & PLC Numbers to be used, and to verify the accuracy of each employee's electronic timesheet verses the work actually performed and the numbers charged.
3.3The PLC Numbers (and hours) for the following are to be changed in the electronic timekeeping system when entering: Vacation, Sick, Holiday, Bereavement, Jury Duty.
4.PROCEDURE
4.1On a daily basis, employees are to enter their hours in the electronic timekeeping system before they leave work. All hours for the week need to be entered by Friday. When the weekly electronic time sheet is completed, the employee must approve the hours entered. Then the Manager is to review, and approve the employee’s hours.
4.2The hours worked on each Project & PLC are to be recorded to the nearest
1/10 ofan hour (six minutes) (i.e., 2 hrs. 30 min. = 2.5, 3 hrs. 12 min. = 3.2).
4.3Non-Exempt overtime is entered only for approved overtime (See Policy 2005) and the Accounting Department must be notified.
4.4Exempt employees do not receive "overtime" but may receive compensated extended hours on a straight time basis or uncompensated extended hours (see Policy 2006).
4.5All overtime hours, compensated and uncompensated must be completely approved before any charges are incurred and before the electronic time sheet will be processed (use approval forms in Policy 2005 for non-exempt employees and in Policy 2006 for exempt employees).
4.6ENTERING EXTENDED HOURS ON TIME SHEET
Utilization of the Total Hour Accounting System involves the recording of all approved compensatedhours and requires the approval submitted to the Accounting Department before being paid.
- Compensated Hours (Non-Exempt)
- O/T needs to be entered by the Payroll Administrator
4.7Employees charging other hours (vacation, sick, holiday, bereavement, jury duty and military leave) must comply with the appropriate AS&T Policy before the electronic timesheet will be processed.
4.8Changes on the electronic timesheet can be done by the employee before the Manager approves the electronic time sheet. If the Manager approves the electronic timesheet, then the Manager or Payroll Administrator can make the change.
NOTE: ELECTRONIC TIMESHEETS ARE NOT TO BE APPROVED BY THE EMPLOYEE OR APPROVED BY THE MANAGER BEFORE THE WEEKLY PERIOD IS COMPLETED. THE ONLY EXCEPTION WOULD BE WHEN A PERSON IS ON VACATION AND MAY RECORD AND APPROVE TIMESHEET BEFORE LEAVING FOR VACATION.
5.APPROVALS
5.1Employees who normally perform indirect labor ( charge either Overhead or G&A) may not charge direct labor without prior approval from the applicable Program Manager andPresident/CEO. Employees who normally perform direct labor may not charge O/H or G&A without prior approval from your Program Manager and President/CEO.
5.2A “Charge Authorization Form” must be completed and approved before an employee can charge a number on their electronic timesheet. (i.e. new employees, existing employees changing their charge number because of change in duties).
5.3If work is performed on and charged to another contract or project, the hours must be approved by the Program Manager for that project, in addition to that of the employee's immediate manager.
6.CHANGES TO TIME SHEETS
6.1If an error is made on an approved electronic timesheet or if the actual charges for Friday differ from those anticipated and submitted on Friday, the employee must report the discrepancy to the Accounting Department before 9:00 A.M. Monday. If the employee is unavailable, it is the manager’s responsibility to report the discrepancy.
6.2Corrections made after the payroll has been processed, must be corrected by the completion of a Payroll Correction Form. After the Accounting Department is notified of the need for a payroll correction, the payroll administrator will complete their portion of the Payroll Correction Form and forward it to the employee, along with the electronic timesheet being corrected. The employee must note reason for change, sign the form and forward it to their manager. After reviewing and approving the form, the manager will forward the completed form to the Accounting Department for processing. A Payroll Correction Form can only be initiated by the Accounting Department.
7.PAY DAY
Pay day is every other Friday unless a holiday falls on that Friday. Then the payday will be the Thursday before the holiday. Direct deposit "pay" will be forwarded to financial institutions in time to assure its availability by 9:00 A.M. on pay day.
8.EXCEPTIONS
Exceptions to this policy must be approved by the President/CEO.
9. Time and Expense (T&E)
Time collection instructions for employees and managers are located on the AS&T website or a copy may be obtained by calling the Accounting Department.
10.REFERENCES
2002Employment Categories
2005OT Compensation for Non-Exempt Employees
2006Extended Work Week Schedule for Exempt Employees
3001Holidays
3002Paid Vacation
3003Sick Leave
3004Leave of Absence
9023Code of Business Ethics & Standards of Employee Conduct
The following forms are incorporated into this policy by reference and can be found in the forms section:
- Payroll Correction Form (Accounting issues this form, not available on website)
- Contract Charge Number
7004 Preparation of Time SheetsRevised 05/01/12