Pat Marmo & John Robinson

In 2004, Hanford saw a great deal of budget apprehension and uncertainty Increase use of staff augmentation contracting Need for subcontractor personnel to charge time to various projects Issue and administer several tasks for each project Invoicing and payment by task Approval of subcontractor timecards by field Submittal of monthly accrual information by task Hanford initiative to collect subcontractor hours for reporting purposes

In August 2004, Contracted Labor Time Recording System was developed to: Automate daily/weekly tracking of hours worked by subcontracted labor resources; Provide a mechanism for field concurrence with the hours worked; Collect, utilize, and feed data from the procurement system and recorded work hours to generate labor reporting data. Automate the use of this data in financial, cost accrual and payables processes and systems.

The CLTR system is time log system Contract Labor Resources (contractor personnel) use the CLTR system to record billable work hours. Work time is recorded for the specific subcontract and account codes authorized by the Supervising Manager/Company Representative Supervising Managers/Company Representatives use CLTR to review and approve the recorded work hours

CLTR creates an Auditable time record of contract- billable hours worked and approved by the Contract Labor Resource CLTR records the Contract Labor Resources certified billable hours as a request for contract payment and the Supervising Managers approval that the recorded time is in accordance with the subcontract. CLTR reports the approved work hours in the project reporting system CLTR accumulates the approved time records and creates a monthly invoice of billable time which is automatically processed and paid to the subcontractor.

Sample Time Log

Sample CLTR Approval

Payment Statement

Pros Eliminates need for contractor to submit an invoice and need to review and approve invoice Faster Payment to contractor Review by reviewer is real time Ability to create reports by charge no. (ARRA), staff aug, contract no. Ability to review information on line easily (helpful for Audits, etc)

Cons When errors made, difficult to correct from an IT perspective Difficult to enforce completion by staff aug and approvers Pay periods of CLTR may be different than staff aug Company time card system