1. T
AGEISS
Accounting Manager
P. O. Box 6126
Longmont, CO
Phone:
Fax:
imesheet
raining
“Time flies like an arrow. Fruit flies like a banana.”
—Groucho Marx

2. 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

3. 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:
The link is also available on the AGEISS Intranet ( 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.

4. 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

5. 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: or fax your unsigned Excel timesheet to Accounting

6. 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.

7. 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

8. 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.

9. 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.)

10. 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 or fax signed timesheet to Supervisor and Accounting.

11. 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 or fax to your Supervisor and Accounting

12. 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

13. Work Authorization Examples

14. 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

15. 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:
DOE:
Accounting Dept
Phone:

16. 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.

17. 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

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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

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

32. 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

33. 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

34. 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.