VSE CORPORATION Corporate Training Lesson TS100. This training aid gives you an overview of the VSE policy and procedures for proper time sheet management. To advance each slide, wait until the advance button appears in the lower right hand corner, and then left mouse click once on the button.
VSE CORPORATIONCorporate Training Lesson TS100
We are what we repeatedly do. Therefore, excellence is not an act
… but a Habit.
Let’s Start a Habit Today …
Are Time Sheets Really That Important?
VSE currently maintains a DCAA approved Accounting/Billing system which enables VSE to direct bill customers without prior DCAA approval of each bill. Major time sheet issues could result in a loss of the approval status and require time consuming and costly pre-approval of EVERY customer bill.
It is our experience that VSE is considered a low risk contractor from an auditing perspective. If time sheet issues alter our low audit risk category we will be subject to more audits and oversight. This can result in disallowance of cost and increased G&A costs to administer the increased audit process.
We need to pay strict attention to the importance of proper time keeping or face the consequences.
Know the Job Number:
Know and use the correct charge number(s) for the task(s) he/she is working on during the day. Employees are responsible for requesting written authorization for time charge numbers from their Managers or Supervisors. [PIM-27A, page 1]
An E-mail message is a perfectly acceptable method to authorize charging to a job. Employees should save charge authorizations in case of audit.
Purposely Cross Charging your work to the wrong job number is Illegal
Overtime Hours MUST be Approved:
Overtime must be approved by the employee's Manager in advance. [PIM-27A, page 1]
… overtime approvals are to be in writing BEFORE you begin the work.
Do NOT Record Hours in Advance
Charge numbers should not be recorded on the time sheet before hours have been charged to that charge number. [PIM-27A, page 1, para. 2]
Only exception is for approved leave: Employees who expect to be absent due to prior approved leave (i.e. paid leave, holiday, etc.) on the last day of the pay period are to complete and sign their time sheets by close of business on the last day worked prior to the leave. [PIM-27A, page 2, para 7]
Special Alert: PIM-27A is currently under revision to instruct that ALL approved leave be input in advance regardless of the time period.
Record Time the Day it is Worked
Complete the time sheet daily and record the charge number and all hours worked the same day the task is worked. Employees on approved business travel are still required to record the charge number and all hours worked the same day the task is worked. If an employee on business travel is not able to access the ET program while traveling, arrangements should be made with the ET Group Administrator for recording his or her time. [PIM-27A, page 1, para. 3]
Myth Buster No. 1 - There is no 9 am next day “grace period”. This issue has never been part of the written policy. Non pre-approved hours (i.e. sick) are recorded when the employee returns to work.
Need Help? Consider placing a daily pop-up reminder on your Outlook calendar to help remind you to post your hours before you go home at the end of each day. Look in the HOQ Class Room for the “How to” video “Outlook E100” .
Use Appropriate Increments
Record time worked to the nearest 1/10th of an hour increment. [PIM-27A, page 2, para. 4]
.1 = 6 min..5 = 30 min..8 = 48 min.
.2 = 12 min..6 = 36 min..9 = 54 min.
.3 = 18 min..7 = 42 min.1.0 = 60 min.
.4 = 24 min.
Rounding to the nearest hour or half hour may be the “easy thing to do”, but is NOT an acceptable practice.
Review Your Time Entries
Review the time sheet at the end of the time sheet period and verify that all entries are correct for the time worked. [PIM-27A, page 2, para. 5]
Reviewing your time during the pay period can be helpful, so at the end of the period it’s not so much information to review at one time.
Explain any Time Sheet Changes
Verify that all revisions are properly explained in the Revision Audit section of the time sheet.[PIM-27A, page 2, para. 6]
Myth Buster No. 2 – Detailed change explanations are NOT used to punish employees. This detailed information is needed to fully understand the reason why things happen and what we can do to improve our processes.
Do Not Prorate Your Time Charges
Prorating time charges is not authorized. [PIM-27A, page 2] "Work performed" is defined as the actual time expended for the project or function performed. It is not defined as a projected, prorated, or budgeted amount of time. [PIM-27A, pages 5/6]
Myth Buster No. 3 – Prorating your time is NOT an authorized or acceptable method to charge a contract for administrative related tasks. Charge only the actual time you worked on each individual job.
Sign Your Time Sheet at Pay Period End
Sign the completed time sheet at the close of business on the last day worked in the time sheet period. Employees who expect to be absent due to prior approved leave (i.e. paid leave, holiday, etc.) on the last day of the pay period are to complete and sign their time sheets by close of business on the last day worked prior to the leave. [PIM-27A, page 2, para. 7]
Unsigned time sheets can NOT be processed. A single unsigned time sheet will hold up the entire process and pay checks can not be completed.
Report All Time Sheet Irregularities
Any and all time sheet irregularities should be reported immediately to the employee's Manager, the Director of Human Resources, or the Comptroller immediately for resolution. [PIM-27A, page 5, para. F]
Comptroller – Jerry Alvey 703-329-4686
Dir. Of HR – Liz Price – 703-329-4233
VSE Hotline – 1-800-634-7092
DoD Hotline – 1-800-424-9098
.. But the on-line System is Down. What Do I Do?
If the Electronic Time Sheet system is down for any reason the employees should keep track of their time manually on paper or electronically. Once the Electronic Time Sheet system is operational you should record your time immediately on your Electronic Time Sheet. [PIM-27A, page 6]
Record your time the same day it is worked … by any means necessary.
How Often Should I Update/Change My ET Password?
Twice a year at a minimum, on March 31 and September 30, all employees will be prompted to change their password in the Electronic Time Sheet System. You also have the capability to change your password at any other time you feel there is a need to make a change. [PIM-27A, page 6]
Be sure to record your new password someplace private, yet don’t forget where you wrote it down.
You have successfully completed the on-line
mini-course for Time Sheet Management
.. Kick it Up a Notch, by Keeping your Time Sheet Up-to-Date.
All information on this presentation was derived from VSE policy document PIM-27A, Rev. 9.
This Lesson and others can be found on the VSE Intranet “House of Quality” web site in the Class Room: http://vse.vsecorp.com/QMS/qms_Orientation.htm
Any questions or comments about this presentation or suggestions for additional lessons, please direct them to the Director of Quality: