T AGEISS Accounting Manager P. O. Box 6126 Longmont, CO 80501-6126 Phone: 720-864-8500 Fax: 866-480-2396 payroll@ageiss-inc.com imesheet raining “Time flies like an arrow. Fruit flies like a banana.” —Groucho Marx

What’s Ahead… Where is my Timesheet? Work Authorizations Importance of Complying with the Rules Employee Certification Violations of Time-Charging Rules Daily Completion of Timesheet DCAA Audits Report All Hours Worked Homework Recording Vacation and Sick Time Quiz Weekly Submission of Timesheet Timesheet Corrections

Where is my Timesheet? AGEISS utilizes ADP Workforce Now for electronic, online timesheet entry, completion, and submission Accounting will provide your login credentials. Access ADP via the Internet with this address: https://workforcenow.adp.com/public/index.htm The link is also available on the AGEISS Intranet (www.ageiss.com click on ‘Employee Login’) If you do not have access to ADP, you must use our Excel Template (electronically or paper copy). Excel templates are available on the AGEISS Intranet (pick the version applicable to you, Exempt or Non-Exempt) Plan ahead. If you will be out in the field without internet access, bring along your Excel Timesheet.

Importance of Complying with the Rules AGEISS is a Federal Government Contractor and must adhere to DCAA rules Failure of any employee to follow the rules can result in stiff penalties Non-compliance can result in AGEISS being suspended from all federal contracts If found to be out of compliance, AGEISS would not only lose future contracts, but would be unable to invoice current federal contracts It can take more than a year after corrective actions are implemented for DCAA to restore a non-compliant contractor

Daily Completion of Timesheet Must be completed DAILY, BEFORE you stop work for the day Work on multiple projects means more frequent timesheet updates Completion means Do not sign, but enter all hours worked for the day, then ONLINE: Save your timesheet in ADP Or OFFLINE: Email or fax your unsigned Excel timesheet to Accounting

Report All Hours Worked You MUST report ALL hours worked If your worked hours exceed your normal schedule (e.g., exceed 40 hours per week, or 80 hours per pay period), you still must report this time on your timesheet. Exempt Employees: See SOP HR-30 for AGEISS’ policy on hours worked in excess of your normal work week. Your hours worked MUST be reported on the day the hours were worked. All hours must be reported to the nearest tenth of an hour (6 minute increments). For example, enter 2.8 hours for 2 hours and 48 minutes.

Reporting Vacation and Sick Time Please schedule your vacation time in advance with your supervisor. You must have prior approval from your supervisor to use vacation time. Enter vacation or sick time only in amounts to fulfill your normal pay period

Reporting Vacation and Sick Time Exempt (salaried) employees must balance out the two week pay period (80 hour Exempt examples below) You’ve worked 74 hours in a pay period, record 6 hours vacation or sick, as approved by your supervisor. You were sick and didn’t report to work on Wednesday in the first week of the pay period. Record 8 hours of sick time on your daily timesheet upon return. By the end of the pay period you’ve worked and recorded 75 hours. Correct your previous week’s timesheet to reduce sick time to 5 hours. Non-Exempt (hourly) employees must balance out each week (40 hour Non-Exempt example below) You’ve worked 34 hours in a pay period, record 6 hours vacation or sick, as approved by your supervisor. You were sick and didn’t report to work on Wednesday. Record 8 hours of sick time on your daily timesheet upon return. By the end of the week you’ve worked and recorded 35 hours. Correct your timesheet to reduce sick time to 5 hours.

Reporting Vacation and Sick Time Vacation hours may be recorded on any day of the pay period in your timesheet. Vacation hours may be entered in advance of the day taken. For example, it’s Monday and you’re taking the rest of the week off. Record your vacation hours for the week and submit your timesheet at the end of your work day. AGEISS does not authorize advance leave. You can only use vacation or sick time that has been earned and available in your leave balance. Exempt Employees: Leave without pay, when specifically authorized by your supervisor, must be taken in full day increments. For an 80-hour employee, this means your timesheet total for the pay period must be an increment of 8 hours (i.e., 72, 64, 56, 48 etc.)

Weekly Submission of Timesheet Timesheet week runs Sunday to Saturday. Submit timesheet when you are done working for the week Timesheet MUST be submitted no later than 9AM (Your local time) on Monday Submission means Complete all hours worked for the week, then ONLINE: Digitally sign and submit by clicking APPROVE button Or OFFLINE: Sign your Excel Timesheet and email or fax signed timesheet to Supervisor and Accounting.

Timesheet Corrections Timesheets may be returned by your supervisor or Accounting to you for corrections You need to make the corrections and resubmit You need to document a reason for the correction ONLINE: Make corrections, add note to enter the reason for the change and submit OFFLINE: Draw a single line through the error, make the correction, add your initials to each correction and submit via email or fax to your Supervisor and Accounting

Work Authorizations You MUST have written work authorization for each charge code on your timesheet Work Authorization examples on next slide If you are assigned work without a work authorization you must request one from the project manager Make sure your supervisor has a copy of each of your work authorizations Your supervisor is responsible for adding charge codes to your ADP project code list If you need it in ADP, ask your supervisor

Work Authorization Examples

Employee Certification You must enter and edit your own timesheets DO NOT allow anyone else to edit or enter your timesheet When you submit your timesheet you are ‘signing’ and certifying the timesheet is correct and complete You must provide a reason for any changes made to your timesheet

Violations of Time Charging Rules AGEISS supports the employee in reporting any violations of time charging. Report suspected fraud to your Supervisor If uncomfortable going to Supervisor go to Human Resources, Accounting, or any Manager If uncomfortable with the above avenues, use the DOD or DOE hotline Hotlines (available on Intranet, SOP HR-5): DOD: 800-424-9098 DOE: 800-541-1625 Accounting Dept Phone: 720-864-8500

DCAA Audits DCAA may conduct a floor check audit at any time Contact Accounting if you are Audited. DCAA will permit Accounting to be present. You must understand and be able to explain how you know what charge number to use. If you charge any indirect hours other than vacation, sick or holidays, you must be able to explain the indirect job numbers on the charge list.

Your Homework You should access, read, and understand these other resources related to timesheets AGEISS Intranet ADP Info Page First Time User Instructions E-Timecard User Training Direct and Indirect Charge Code lists Timesheet Training Guidelines Standard Operating Procedure (SOP) AC-5, Time Charging & Timesheet Reporting AGEISS Intranet Training Links Page EMPLOYEE’S DCAA COMPLIANCE - Building Confidence

Quiz Following the Quiz, Fill out the Form Certifying you’ve completed this training and send to Accounting, Human Resources, and your supervisor

When should your timesheet be submitted? By 10 AM on Monday When you finish work for the week Every Friday By Close of Business on Monday Next

Correct Answer -When should your timesheet be submitted? By 10 AM on Monday When you finish work for the week Correct! The timesheet period runs Sunday to Saturday. Your timesheet should be submitted when you finish working for the week, but no later than 9 AM on the following Monday. Every Friday By Close of Business on Monday Next

Wrong Answer -When should your timesheet be submitted? By 10 AM on Monday When you finish work for the week Incorrect. The timesheet period runs Sunday to Saturday. Your timesheet should be submitted when you finish working for the week, but no later than 9 AM on the following Monday. Every Friday By Close of Business on Monday Next

You’ve been assigned work, but don’t have the charge code on your timesheet, what do you do? Use the previous charge code until the new one is assigned Use any existing charge code and correct my timesheet later Provide a copy of the work authorization to my supervisor and ask for the charge code to be loaded Use an overhead charge code until Accounting adds the charge code Next

Correct Answer - You’ve been assigned work, but don’t have the charge code on your timesheet, what do you do? Use the previous charge code until the new one is assigned Use any existing charge code and correct my timesheet later Correct! You must have written work authorization before commencing work. Your supervisor also needs a copy of the work authorization. Your supervisor adds charge codes to your timesheet that have been authorized. Provide a copy of the work authorization to my supervisor and ask for the charge code to be loaded Use an overhead charge code until Accounting adds the charge code Next

Wrong Answer - You’ve been assigned work, but don’t have the charge code on your timesheet, what do you do? Use the previous charge code until the new one is assigned Use any existing charge code and correct my timesheet later Incorrect. You must have written work authorization before commencing work. Your supervisor also needs a copy of the work authorization. Your supervisor adds charge codes to your timesheet that have been authorized. Provide a copy of the work authorization to my supervisor and ask for the charge code to be loaded Use an overhead charge code until Accounting adds the charge code Next

Who Can Make Corrections to Your Timesheet? Only You You or Your Supervisor You or Your Supervisor or Accounting No Corrections are allowed to your timesheet Next

CorrectAnswer - Who Can Make Corrections to Your Timesheet? Only You You or Your Supervisor Correct! You are the only one authorized to make entries or corrections on your timesheet. You or Your Supervisor or Accounting No Corrections are allowed to your timesheet Next

Wrong Answer - Who Can Make Corrections to Your Timesheet? Only You You or Your Supervisor Incorrect. You are the only one authorized to make entries or corrections on your timesheet. You or Your Supervisor or Accounting No Corrections are allowed to your timesheet Next

When You Submit Your Timesheet, You are Certifying… You are done working for the week This is your timesheet and not someone else’s Your timesheet is complete and correct You completed your work assignments this week Next

Correct Answer- When You Submit Your Timesheet, You are Certifying… You are done working for the week This is your timesheet and not someone else’s Correct! By submitting your timesheet, you are “signing” and certifying that your timesheet is correct and complete. Your timesheet is complete and accurate You completed your work assignments this week Next

Wrong Answer - When You Submit Your Timesheet, You are Certifying… You are done working for the week This is your timesheet and not someone else’s Incorrect. By submitting your timesheet, you are “signing” and certifying that your timesheet is correct and complete. Your timesheet is complete and accurate You completed your work assignments this week Next

Pick the Correct Set of Timesheets for a Two Week Pay Period (Assume 40-hour full-time Employee) B D C Next

Correct Answer - Pick the Correct Set of Timesheets for a Two Week Pay Period (Assume 40-hour full-time Employee) Correct! Answer C correctly reports vacation hours to fill the 80 hour pay period. Answer D is incorrect as the pay period must total at least 80 hours or a multiple of 8 if less than 80 hours. The number of vacation hours in answers A & B are wrong. A B D C Next

Wrong Answer - Pick the Correct Set of Timesheets for a Two Week Pay Period (Assume 40-hour full-time Employee) Incorrect. Answer C correctly reports vacation hours to fill the 80 hour pay period. Answer D is incorrect as the pay period must total at least 80 hours or a multiple of 8 if less than 80 hours. The number of vacation hours in answers A & B are wrong. A B D C Next

Thank You for Completing AGEISS’ Timesheet Training Please complete the form certifying you have completed this training and submit to Accounting, Human Resources, and your supervisor.