Timekeeping Guide

Timekeeping GuideDeltek Time & ExpenseTM

Timekeeping Guide: Deltek Time & Expense i

© 2012 Grant Thornton LLP. All rights reserved.

Timekeeping Guide: Deltek Time & Expense

Version 1.0 July 2012

Copyright © 2012 by Grant Thornton LLP

TrademarksDeltek Time & Expense is a registered trademark of Deltek, Inc.

Other products and company names mentioned herein may be trademarks of their respectiveowners. Use of trademarks or product names is not intended to convey endorsement or affiliationin this guide.

Warning and disclaimerThis guide is intended for internal use only for parties who work in the Grant Thornton LLPGlobal Public Sector practice and who have authorized access to Deltek Time & Expense.

Timekeeping Guide: Deltek Time & Expense ii


Contents

Page

Introduction 1Overview of Deltek Time & ExpenseTM 1

G-PAS (GPS) 1

Required users for Deltek Time & Expense 2

DCAA floor checks and interviews 2

Timekeeping policies 3Important policies regarding timekeeping 3

Enter time daily 3

Minimum number of hours per pay period 3

Sign timesheets at the end of a pay period 4

Approving timesheets 4

Monitoring timesheets 4

Recording time in advance 5

Correcting timesheets 5

System-generated notifications 5

Project codes and location codes 7Types of projects codes 7

Types of direct project codes 7

Selecting location codes 8

Accessing Deltek Time & Expense 9Compatible browsers 9

Logging in for the first time or after password is reset to default 9

Logging in after the first time or password is reset 10

Navigating MyDesktop 10

Types of timesheet statuses 11

Creating timesheets 12Navigating the Timesheet screen 12

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Timekeeping Guide: Deltek Time & Expense iii


Creating new timesheets and entering time 13

Advanced topic: Adding project labor category 14

Additional options within rows 14

Creating and managing Favorites 15Adding Favorites to Charge Tree 15

Deleting Favorites from Charge Tree 15

Advanced topic: Adding Favorites automatically to future timesheets 16

Advanced topic: Deleting Favorites automatically from future timesheets 16

Signing and approving timesheets 18Signing your own timesheets 18

Approver responsibilities 18

Approving timesheets 20

Rejecting timesheets 20

Correcting timesheets 22Correcting timesheets with status of Open, Signed, Rejected or Approved 22

Correcting timesheets with Reverse Line 22

Correcting timesheets by clicking the next available line 23

Correcting Timesheets with status of Processed 24

Searching timesheets (for approvers only) 25Navigating Timesheet Search Dialog 25

Searching for employees’ timesheets 26

Appendix 27Direct project code structure 27

Indirect project code structure 28

Notes 29

Timekeeping Guide: Deltek Time & Expense 1


Introduction

Overview of Deltek Time & ExpenseTM

On August 1, 2012, Global Public Sector (GPS) launched the GPS Project Accounting Solutioncalled G-PAS. This solution integrates Deltek Time & Expense for time and expense entry, DeltekCostpoint as GPS’s core financial system, and Cognos for reporting from both Costpoint andTime & Expense. Below is a high-level diagram of this solution.

This user guide describes system processes and procedures for timekeeping with Deltek Time &Expense. A companion user guide, Expense Report Guide: Deltek Time & Expense, describesprocesses and procedures for expense reporting into Deltek Time & Expense.

CMS (Firm)

Core Financials andTime & Expense

Lawson (Firm)

HR and Payroll

ProStaff (GPS)

Forecasting

Deltek Costpoint(Core Financials)

Deltek Time &Expense

Cognos Reporting

G-PAS (GPS)

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Project managers should validate time activity for their projects with a Cognos report called Time& Expense Activity report. (Refer to Monitoring timesheets for more information.)

Required users for Deltek Time & ExpenseYou are required to enter time entries with Deltek Time & Expense as of August 1, 2012, if youare an employee assigned to GPS line of business 955.

In certain situations, other Grant Thornton employees — called borrowed resources — may berequired to use Deltek Time & Expense. Grant Thornton employees from other service lines, suchas BAS and Audit, who are assigned to GPS projects must use Deltek Time & Expense forrecording time and expenses for GPS projects. Separately, borrowed resources must enter non-GPS engagement time and expense — such as for non-GPS projects, leave and training — in thefirm’s time and expense system called CMS@Web.

DCAA floor checks and interviewsThe Defense Contract Audit Agency (DCAA) may conduct unannounced audits — called floorchecks — for timesheets. In addition to viewing online timesheets, auditors may ask questions togauge employee’s general knowledge of GPS time-related procedures. Floor checks allow DCAAauditors to observe and determine your compliance with our timekeeping policies and procedures.Floor checks can occur at Grant Thornton offices and at client sites. Refer to the KSource© formore information about what to expect during DCAA floor checks.

FYI. For simplicity,“employees” infersemployees, managingdirectors and partners.

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Timekeeping policies

This section highlights significant requirements regarding timekeeping, as well as changes due tothe implementation of Deltek Time & Expense.

Important policies regarding timekeepingWhen working for the firm on government contracts, you must comply with various timekeepingpolicies established by the firm and GPS. These policies are the firm’s Time, Expense and TravelPolicy (TEXT) — including Appendix 5: Supplemental Requirements for Global Public Sector (GPS)Practice and Engagements — and GPS’s Administrative Instruction (AI) 04-02 GPS Time Reporting. AIsare GPS-specific policies and procedures that you must follow in addition to firm policies in orderto comply with government regulations.

Enter time dailyEnter actual hours worked on a daily basis, including time worked on weekends and on holidays.You are responsible for entering your own time. Time must be entered by 10:00 a.m. ET thefollowing business day, regardless of whether you are on leave.

Enter time in hours and minutes as 1/10ths of an hour with decimals to two digits. For example,enter 8.25 if you worked 8 hours and 15 minutes.

Minimum number of hours per pay periodDeltek Time & Expense prevents you from signing a timesheet at end of a pay period if thetimesheet does not meet the minimum hours for that pay period. The minimum hours vary among80, 88 and 96 hours, depending on the number of business days within that pay period. (Thenumber of hours is computed by the number of business days and firm holidays multiplied byeight hours.) For all employees, you may enter more than the minimum number of hours per day;however, you cannot enter more than 24 hours in a day.

Entering the minimum number of hours applies to GPS full-time employees and part-timeemployees with benefits. If you are a part-time employee with benefits, the system calculates theminimum number of hours based on your prorated schedule at 0.6, 0.7 or 0.8. As an example, ifyour work schedule is set at 0.6, your minimum number of hours calculates as 8 hours x 0.6 x thenumber of business days and firm holidays.

Tip. Timekeeping policiesare updated regularly. Youwill receive updatesby email.

Tip. Enter time by10 a.m. ET thebusiness dayfollowing afirm holiday.

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Borrowed resources and part-time employees with no benefits are exempt from entering aminimum number of hours in a pay period.

Sign timesheets at the end of a pay periodYou must sign your timesheet no later than 10:00 a.m. ET the business day following theend of a pay period. For example, if a pay period ends on a weekend, timesheets must be signedby 10:00 a.m. ET the following Monday. Timesheets may be signed before the end of the payperiod if you are entering advance leave. (See Recording time in advance.) System-generated emailswill provide a reminder to sign the timesheet before 10:00 a.m. ET and repeated warnings forfailing to meet the deadline.

When you sign a timesheet, you are certifying that the time entered complies with applicableindependence rules and related firm independence policies with respect to each client to whichtime is charged. You are also certifying that your timesheet is accurate and complete.

Approving timesheetsApprovers must approve timesheets by 12:00 a.m. ET the business day following the end ofthe pay period to meet processing deadlines for the Finance department.

Approving a timesheet means that the approver confirms the employee has entered his or her timein accordance with firm policy. Approval does not certify the accuracy of the timesheet. System-generated emails remind approvers to review and reject or approve the timesheet.

You have a primary approver and a backup approver. The backup approver reviews and approvesor rejects your timesheet if your primary approver is not available due to PTO or other situations.Approvers vary depending on your employee type.

Employee type Primary approver Backup approverECS employees Coaches for full-time employees and

part-time employees with benefits

Project managers for part-timeemployees with no benefits

Coach’s coach

Project manager’s coach

Subcontractors Project managers Project manager’s coach

Borrowed resources Project managers Project manager’s coach

ICS employees Supervisor Supervisor’s supervisor

Monitoring timesheetsProject managers should review time entries on a regular basis during a current pay period to verifythat team members’ reported hours are correct. Project managers can access a Cognos reportcalled Time & Expense Activity report through the G-PAS portal. Refer to Reporting for ProjectManagers: Cognos v10 for more information.

Tip. Sign the timesheetimmediately afterentering time for the lastday in the pay period.

Tip. If a timesheet isrejected, it needs to becorrected, resubmittedand approved by themidnight deadline.

Tip. Project managersshould verify time entriesat least once every payperiod. Verificationreduces errors on clientinvoices.

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If there are potential errors or issues with a timesheet, project managers must investigate them.Project managers may ask you to correct your timesheet if the errors or issues are valid. Followingis guidance for project managers in the three potential investigation areas.

Area to investigate Questions to ponder What to doReasonableness andaccuracy

Does amount of time charged to project lookreasonable?Are charged hours accurate?Has employee used correct project code(s)to record time?Have hours been correctly categorized asbillable or nonbillable?

Talk with employee to understanddiscrepancy.

If there is issue or error, counsel employee.If there is error on timesheet, instructemployee on corrections.

Location codes Are location codes reasonable for project?Does employee work remotely from home orat client site?Was employee on business travel?Did employee use appropriate locationcode(s)?Is location code for leaves shown as homeoffice?

Talk with employee to provide guidance onwhich location codes to use.

If there is issue or error, counsel employee.If there is error on timesheet, instructemployee on corrections.

Validate project laborcategory (PLC)

Is PLC correct?Should employee use multiple PLCs?

If PLC is incorrect, discuss with projectsetup administrator.

On occasion, a project has multiple PLCsfor same employee. If employee selectsincorrect PLC, instruct employee oncorrections.

Recording time in advanceIf you are eligible for leave, you may enter approved leave in advance of the date. Examples ofapproved leave are PTO, firm holidays, jury duty and bereavement.

Correcting timesheetsOnly you can make corrections to your timesheet. If you make corrections after signing yourtimesheet or after your approver signed your timesheet, the system requires you and your approverto re-sign your timesheet by 11:59 p.m. the business day following the end of a pay period.

System-generated notificationsThe system automatically emails notifications for GPS full-time employees and part-timeemployees with benefits. Borrowed resources and GPS part-time employees without benefits donot receive notifications.

For your convenience, the system emails a notification to your approver after you sign yourtimesheet. The system emails a notification to you if your approver rejects your timesheet.

In addition, the system emails notifications for noncompliance issues, such as failing to enter timeor sign a timesheet by a deadline. If you fail to comply with these notifications, the system escalatesnotifications with emails to your approver. Moreover, the GPS employee relations managermonitors trends in noncompliance activity, such as recurring delinquent time, and may initiatedisciplinary action.



Let’s look at examples of notifications you may receive. Assume that you did not enter your timefor Thursday, June 28, 2012. By 8 a.m. ET on Friday, June 29, 2012, you will receive a notification.

If you take no action, the system emails your approver and you by 4:30 p.m. that same day.



Project codes and location codes

When entering time, the system requires project codes and location codes. Project codes trackwhat work you perform; location codes track physical sites — specifically, state and sometimescounty — where you perform the work.

Types of projects codesThe system separates project codes as direct or indirect.

Direct project codes are for use with client-facing projects, and Finance restricts direct projectcodes to client-facing employees assigned to those projects.

Time with direct project codes is chargeable to clients, regardless of whether the time isbillable or nonbillable. All time using direct project codes is chargeable hours included in yourutilization or charge hour calculation.

Indirect project codes are for use with non-client-facing projects such as bid and proposal,business development, training, bench and leave.

Time against indirect project codes is not chargeable or billable to clients; for that reason, thistime is not included in utilization calculations. Both client-facing and administrativeemployees may use indirect project codes. Finance may restrict indirect project codes tocertain employees for special projects or internal assignments such as bid and proposal, andbusiness development.

Finance also restricts indirect project codes for specific overhead functions to non-client-facing employees. For example, Finance employees will charge all time to finance-relatedcodes. On the other hand, all employees have access to generic indirect project codes such asleave.

Types of direct project codesWhen selecting codes, ask yourself whether the time relates to client work.

If the time does not relate to client work, you must use an indirect project code. If the time relates to client work, you must use a direct project code. In addition, you must

determine if the time is billable or nonbillable.

Caution. ICS employeescannot charge and donot have access to directproject codes.

Tip. Go to KSource for alist of indirect projectcodes with definitionsand restrictions.

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Billable time relates to a particular scope of work and is defined in a contract as being reimbursableby the client. Billable time has three criteria:

Occurrence within the contract’s period of performance Covered by the contract funding Compliance with contract terms and conditions, contract labor categories and federal

regulations

In contrast, nonbillable time is not specified as reimbursable in the contract. For example, timethat exceeds project funding cannot be billed to the client and must be charged to a correspondingnonbillable project code. There are separate project codes for billable and nonbillable time.Consult your project manager about use for your project.

Refer to the Appendix concerning coding structures for direct project codes and indirect projectcodes.

Selecting location codesRegardless of whether work performed is direct or indirect, project codes always require locationcodes before entering time. For any work performed, select location codes where work isphysically performed.

Let’s assume you are an ECS employee living in Rockville, Md., and your home office is inAlexandria. (Alexandria’s location code is 952.) Here is a hypothetical workweek to show you howto select appropriate locations:

On Monday, the firm had a holiday, and you travelled to New York City. Always select 952 forany leave, regardless of where you are physically during leave.

On Tuesday, you worked at a client site in Washington, D.C. Select location code DC01. On Tuesday, you worked in the Alexandria office on client work. Select location code 952. On Thursday, you worked from home on client work. Select location code MD22. On Friday, you worked from home on a client project in the morning and at the client site in

the afternoon. Select location codes MD22 and DC01. On Saturday, you worked on a proposal at the office. Select location code 952.

Tip. Nonbillable projectcodes replace GNONcode used inCMS@Web.

Caution. Location codestrigger state and localpayroll tax withholdingsfor both you and the firm.

Caution. Always useyour home office —which has a three-digitcode — as the locationfor all leave codes.



Accessing Deltek Time & Expense

Deltek Time & Expense is a Web-based application accessible over an Internet connection withoutVPN access. You can access the system using both PCs and Apple computers with compatiblebrowsers.

Compatible browsersDeltek Time & Expense is compatible with several browsers on PCs and Apple computers:

Internet Explorer 7 Internet Explorer 8 Mozilla Firefox (all versions) Safari 4.0

The system does not support Internet Explorer 9, Google Chrome and any Safari versions higherthan 4.0. At this point, the system does not support iPads, iPhones, BlackBerrys and otherAndroid devices. Plans are for them to be supported, along with an app.

Logging in for the first time or after password is reset to defaultTo log in for the first time or after password has been reset to the default password:

1 Type http://www.neosystems-usa.com/gtgps/clienttools.html in a browser or click theG-PAS icon on your desktop.

2 Click Time & Expense.

3 Type your employee ID of USXXXXX for the Login ID.

4 Type 999999999 (nine 9s) for the Password.

5 Type GTGPSPROD for the Domain.

6 Click Login.

Tip. Click from yourdesktop to access G-PAS.

http://www.neosystems-usa.com/gtgps/clienttools.html



7 In the Change Password field, type a new password that is at least eight characters long andcontains at least two of the following: one uppercase letter, one lowercase letter, and onenumber or symbol.

8 Retype the new password.

9 Click OK.

10 MyDesktop appears.

Deltek Time & Expense prompts you to change your password every 90 days. Use the passwordrequirements as described in step 7.

Logging in after the first time or password is resetTo log in:

1 Type http://www.neosystems-usa.com/gtgps/clienttools.html in a browser or click theG-PAS icon on your desktop.

2 Click Time & Expense.

3 Type your employee ID of USXXXXX for the Login ID.

4 Type the unique password that you created for Password. This may or may not be the samepassword for the network.

5 Click Login.

6 MyDesktop appears.

Deltek Time & Expense disables your password after five unsuccessful login attempts. ContactfindIT to request that your password be reset.

Navigating MyDesktopUse the MyDesktop screen to perform your tasks, see your alerts and quickly move to anywhere inthe system.

Caution: This is not asingle sign-on system.

Tip. GTGPSPRODshould display asdomain.

http://www.neosystems-usa.com/gtgps/clienttools.html

http://findit.us.gt.com/



MyTasks feature displays current tasks that you need to perform. The total number of tasks isdisplayed in parentheses. Select “+” to expand the list so the task details are displayed. (A)

MyTimesheets feature displays your latest timesheets and status in descending order by periodending date. (B)

MyAlerts feature displays current alerts in order of origination date. MyAlerts are informationaland do not require you to go anywhere in the system. (C)

MyMenu feature allows you to view menu items that you have selected for display. Click EditMyMenu to change the order of items. (D)

Home returns you to MyDesktop. (E) Help displays information concerning the active screen. (F) Logout exits you from the session. You may also close the browser to exit the session. (G)

Types of timesheet statusesThe Status field displays the status of timesheets in MyTimesheets (B). There are six possiblestatuses for timesheets:

Missing: The employee should have a timesheet, but no timesheet exists. Open: The employee has started the timesheet but has not signed the timesheet. Signed: The employee has signed the timesheet, but it has not been approved. Approved: The timesheet has been approved but has not been processed. Rejected: The timesheet has been rejected by an approver, but the employee has not corrected

it. Rejected cells are displayed with a red foreground. Processed: The approved timesheet has been successfully exported from Time & Expense to

Costpoint. All cells are marked as either Processed or Sent. (Processed cells have blue text, andsent cells have green text. These cells cannot be edited.)

A

B

C

D

E F G



Creating timesheets

Full-time employees or part-time employees with benefits are required to create timesheets on thefirst day of every pay period.

Navigating the Timesheet screenThe Timesheet screen is used for the employee to record time and sign timesheets. Approvers usethis scree to review time and either approve or reject timesheets.

Select Open to open a specific timesheet. (A) Select Save to save changes to your timesheet. (B) If you are an approver, select Search to display the Timesheet Search Dialog to find, select and

view information concerning employee timesheets. (C) Select Audit to view the revision history for a specific timesheet. (D)

Tip. Use scroll bars toview all cells within agrid.

A B C D E

G H

IJ

F



Select Leave to view detailed leave transactions. (Note: Leave Balance functionality was notimplemented.) (E)

Select Reverse Timesheet to correct your timesheet with a status of Processed. (F) Use the left side of the Data Entry Grid to enter project numbers and a location code. (G) Use the right side of the Data Entry Grid to enter the hours charged for each day and view

charge totals. (H) Logout exits you from the session. You may also close the browser to exit the session. (I) Status displays the status of the timesheet as described above. (J)

Creating new timesheets and entering timeNow that you know how to navigate the Timesheet screen, you can create a timesheet and enteryour time.

To create a new timesheet and enter time:

1 Click Timesheet in the left-hand navigation. The current timesheet appears.

2 Click the binoculars under the Project column to display the Charge Lookup Dialog. Projectsdisplay in three categories: Favorites, Direct Projects and Indirect Projects.

3 Select “+” to expand the list called Charge Trees. (You may need to select “+” several timesbefore you reach a project with a checkbox.)

4 Check the checkbox next to the project you want to charge time to.

5 Click Add to Timesheet. The charge description, project code and project labor category(PLC) appear.

6 Place your cursor in a cell within that row under Labor Loc to display the binoculars.

7 Click the binoculars to open the Labor Loc Lookup Dialog.

8 Use Filter Text to search for the location code.

9 Select a location by clicking the radio button.

10 Click OK. You return to the Timesheet screen.

11 Select the time entry cell for the date.

12 Type the number of hours and minutes in the cell.

13 Click the paper icon within the cell to open the Cell Comment Dialog, if necessary. Typecomments. Click OK.

Caution. myGT — notDeltek — displays yourofficial PTO balance.

Tip. Move the grey bardividing the left and rightsides to view more cellswithin a grid.

Tip. Use Filter Text fieldto search for a code.Leave the field blank todisplay all availablecodes.

Tip. You can enter alocation code directly inthe cell without thebinoculars.

https://gtlife.gtus.com/lawson/portal/



14 Place your cursor in the next cell.

15 After entering time for the day, click Save to save entries.

Advanced topic: Adding project labor categoryTypically, the system automatically populates the PLC after you select a direct project code.

In some cases, you may be assigned to multiple labor categories on the same direct project. In thatcase, you must select a PLC from the drop-down within the PLC cell. Confer with your projectmanager for the appropriate selection.

Additional options within rowsChecking the checkbox next to a row gives you additional Line Functions.

Select the Copy Line function to duplicate the selected line on the next available timesheet line.The charge information and line comments will be copied. The cell comment, if one exists, willnot be copied to the new line.

Click Delete Line to delete the selected line from the timesheet. If you have not yet saved the selected line, this completely removes the line, including any

entered hours and line and cell comments, and moves up any lines below it. If you have already saved the selected line, click Delete Line to zero out in the line any cell

hours that are not processed, sent or part of a reversal. Cell comments on the zeroed cells, ifany exist, will be made null. If there are no processed, sent or reversal cells on the line, theline comment will also be made null. When you next save the timesheet, you must provide arevision explanation.

Select the Reset Line function to reset the selected line to the previous values found in thedatabase. If you have not yet saved the selected line, this completely removes the line, including any

entered hours and line and cell comments, and moves up any lines below it. If you have already saved the selected line, use the Reset Line function to reset the line to the

previous values found in the database for charge information, line and cell comments, hours,and possible rates and amounts.

Select the Reverse Line function to copy the charge information and line comments of theselected line and add negative hours to offset the corresponding charges. When you next savethe timesheet, you must provide a revision explanation.

Select the Add Line to Favorites function to add the selected timesheet row(s), including yourline comments, to your Favorites list. You can then access these charges through ChargeLookup and select them from the Favorites drop-down.

Caution. PLC forindirect project codesare blank.

Tip. If you work on thesame project in multiplelocations, you can copythe row and just updatethe location.



Creating and managing Favorites

There are probably a handful of preferred projects that you use regularly, for example, a clientproject code, bid and proposal and PTO.

Adding Favorites to Charge TreeDeltek Time & Expense allows you to add Favorites to your Charge Tree within the ChargeLookup Dialog.

To add a Favorite to the Charge Tree:

1 Select a time entry line with a project code and location code.

2 Check the checkbox for the timesheet row to save as a Favorite.

3 Click the Add Line to Favorites function to add the selected timesheet row, including yourline comments, to your Favorites.

To add a Favorite to the timesheet:

1 Open a timesheet.

2 Click the binoculars from an available timesheet line.

3 Select “+” to expand the list called Favorites.

4 Check the far left-hand box next to the code.

5 Select Add to Timesheet.

Deleting Favorites from Charge TreeDeltek Time & Expense allows you to delete Favorites from your Charge Tree within the ChargeLookup Dialog.

To delete a Favorite from the Charge Tree:



1 Open a current timesheet.



4 Check the checkbox on the left to select the entire row.

5 Click Delete from Favorites.

6 Your Favorite is deleted from the Charge Tree and future timesheets (if Load was checkedpreviously).

Advanced topic: Adding Favorites automatically to future timesheetsDeltek Time & Expense allows to automatically default to Favorites from your personalized listwhen you first open a new timesheet.

To add a Favorite automatically to future timesheets:

1 Go to the Preferences screen on the left-hand navigation.

2 Check the Load Favorites checkbox.

3 Your Favorites load automatically on new timesheets.

To confirm a Favorite automatically appears on future timesheets:

1 Open a timesheet.

2 Click the right arrow next to Semi-monthly Period Ending to view the next pay period.

3 Your Favorite should appear.

Advanced topic: Deleting Favorites automatically from future timesheetsTo delete a Favorite automatically from future timesheets:

1 Open a current timesheet.



4 Uncheck the checkbox under the Load column on the left to select a project.

5 Click Update.



6 Click OK.

7 Your Favorite is deleted from future timesheets.

To confirm a Favorite does not appear on future timesheets:

1 Open the current timesheet.

2 Click the right arrow next to Semi-monthly Period Ending to view the next pay period.

3 Your Favorite should not appear.



Signing and approving timesheets

At the end of every pay period, you must sign your timesheet. After signing your timesheet, yourapprover has the authority to approve or reject your timesheet.

Signing your own timesheetsAt the end of a pay period, sign your timesheet for the approver to review and approve or reject it.As a reminder, Deltek Time & Expense prevents you from signing a timesheet if the total hoursare less than the required minimum number of hours for that pay period.

To sign your timesheet:

1 Open a timesheet.

2 Click the button to the right of Signature.

3 Enter your Password in the Sign Timesheet Dialog.

4 Click OK.

5 On the timesheet, your name and employee ID appear as the signature text in Signature. In theupper right-hand corner, the Status Box displays Signed.

Approver responsibilitiesOnce you sign your timesheet, the system emails a notification to your approver stating that yourtimesheet is ready for approval. As part of approving the timesheet, the approver is responsible toreview your timesheet in eight areas:

Trends in time Unexpected bench time or lack of direct project codes Excessive time to nonbillable direct project codes Location codes PLC PTO



Negative hours Bid and proposal (B&P) codes

If there are potential errors or issues with a timesheet, approvers must investigate the potentialerrors or issues. Approvers reject your timesheet if the errors or issues are valid. Here is guidancefor approvers in the eight areas.

Area to investigate Questions to ponder What to doTrends in time Is employee charging excessive hours to

proposals?Is employee charging excessive hours onworkdays and on weekends?Is employee charging hours after normalworking hours (if nonexempt only)?Is employee frequently working on firmholidays?

Talk with employee to understand whichprojects he or she is assigned to.

If there is issue or error, counsel employee.If there is error on timesheet, rejecttimesheet and instruct employee oncorrections.

Unexpected benchtime or lack of directproject codes

Is employee unexpectedly on the bench?Is employee not charging direct projectcodes (if client-facing only)?

Talk with project manager or employee tounderstand which direct projects he or sheis assigned to.


Excessive time to non-billable direct projectcodes

Is employee charging excessive hours tononbillable work?

Talk with project manager or employee tounderstand which direct projects he or sheis assigned to.


Location codes Are location codes reasonable for project?Does the employee work remotely fromhome or at the client site?Was employee on business travel? Didemployee use appropriate location code?Is location code for leaves shown as homeoffice?

Talk with employee to understand whichlocations of direct projects he or she isassigned to.


PLC Is PLC included for indirect project code? Counsel employee that PLC should not bepresent for indirect project code. Rejecttimesheet and instruct employee oncorrections.

PTO Were you notified by HR that employee hasa negative PTO balance?Did employee charge time to PTO (if notapproved for a negative balance)?

If employee is not approved for negativePTO balance:Counsel employee on error.Direct employee to discuss requiredcorrections with HR.

Negative hours Does employee have negative hours?Do negative hours appear to correct an entryon that same day?

If entry for negative hours is the only entryfor a given day:Counsel employee on error.Reject timesheet and instruct employee toapply negative hours to appropriate day.

Proposal codes Does employee charge significant time orconsistently charge time to the strategicbusiness unit (SBU) B&P project code?Does employee consistency charge B&Ptime to the same proposal code?

Talk with employee to understand theproposals he or she is working on.

If there is issue or error, counsel employeeon error.Reject timesheet and instruct employee oncorrections.



Approving timesheetsIf you are an approver and find no errors in the eight areas listed above, you are responsible forapproving the employee’s timesheet.

To approve a timesheet:

1 Go to MyDesktop.

2 Under MyTasks, Timesheets Pending Approval appears.

3 Select “+” to expand the list.

4 Check the checkbox next an employee’s timesheet.

5 Click Launch. Timesheet-Read Only appears.

6 Click the Approval icon to the right of Approval. Approve Timesheet Dialog appears.

7 Enter your Password.

8 Click OK.

9 The timesheet is approved, and the Status displays as Approved.

Rejecting timesheetsIf you are an approver and find errors in any of the eight areas listed above, you are responsible forrejecting the employee’s timesheet.

To reject a timesheet:

1 Go to MyDesktop.

2 Under MyTasks, Timesheets Pending Approval appears.

3 Select “+” to expand the list.

4 Check the checkbox next an employee’s timesheet.

5 Click Launch. Timesheet-Read Only appears.

6 Click the Rejection icon right of Approval. Reject Timesheet Dialog appears.



7 Enter your reason for rejection.

8 Click OK.

9 The timesheet is rejected, and the Status displays as Rejected.



Correcting timesheets

It may be necessary for you to correct time on your timesheet. You have the ability to correcttimesheets regardless of their status. However, the steps to correct a timesheet vary based on itsstatus.

Correcting timesheets with status of Open, Signed, Rejected or ApprovedYou can correct a timesheet with status of Open, Signed, Rejected or Approved with ReverseLine and by clicking the Project cell in the next available line:

Select the Reverse Line function to copy the charge information and line comments of theselected line and add negative hours to offset the corresponding charges. When you next savethe timesheet, you must provide a revision explanation. This function is useful when you needto correct all entries within a line, for example, you selected an incorrect project code, locationcode and/or PLC.

Clicking the Project cell in the next available line allows you to correct specific entries withnegative or positive hours. This option is useful when you need to correct information and/orhours for a specific day within a line.

Correcting timesheets with Reverse LineTo correct a timesheet with Reverse Line:

1 Open the timesheet.

2 Check the checkbox next to the line to reverse.

3 Click Reverse Line. The system creates a new line and reverses hours with negative amounts.

4 Make the correction to the line, for example, location or hours on a date and project.

5 Click Save. The Revision Audit Dialog appears.

6 Type the reason for the correction in the Explanation field.

7 Click OK. Timesheet Saved appears.

Tip. You can correctany cell in a timesheetthat appears in black.

Caution. You musttype a reason.



8 Click OK.

9 Changes are saved in the timesheet. Status will be Open.

If the correction is made after the timesheet was signed or approved, or in response to rejection,you will need to re-sign the timesheet to initiate the approval process.

Correcting timesheets by clicking the next available lineAs an alternative to Reverse Line, and to correct some entries within a line, click the Project cellin the next available line in the Data Entry Grid to make select entries for a day.

To modify a timesheet with Add a New Line:

1 Open a timesheet to correct.

2 Click the binoculars under the Project column to display the Charge Lookup Dialog. Projectsdisplay in three categories: Favorites, Direct Projects and Indirect Projects.

3 Select “+” to expand the list called Charge Trees. You may need to select “+” several timesbefore you reach a project with a checkbox.

4 Check the checkbox next to the project you want to charge time to.

5 Click Add to Timesheet. The charge description, project code and PLC appear.

6 Place your cursor in the cell within that row under Labor Loc to display the binoculars.

7 Click the binoculars to open the Labor Loc Lookup Dialog.

8 Select a location by clicking the radio button.

9 Click OK.

10 Type the number of hours and minutes in the cell as a negative or positive value, forexample, -8.00 or 8.00.

11 Click the paper icon within the cell to open the Cell Comment Dialog, if necessary. Typecomments. Click OK.

12 Place your cursor in a blank cell.

13 Click Save.

14 The Revision Audit Dialog appears.




16 Click OK. Timesheet Saved appears.

17 Click OK.

18 Changes are saved to the timesheet. Status changes back to Open.

Correcting Timesheets with status of ProcessedUse Reverse Timesheet to correct a timesheet with a status of Processed.

1 Open a timesheet to correct.

2 Click Reverse Timesheet. The system makes the following entries, as shown in this example.

The original two entries appear in blue, and the cells are locked to prevent changes. (A) The projects and hours are duplicated below the original entries and are reversed, denoted by

“-”. The cells are locked to prevent changes. (B) The projects and time are duplicated in the last two lines below the reversals and are editable for

changes. (C)

3 Place your cursor in the cell for the day(s) in which you need to make the correction, and/oradd a new project with hours.

4 Click Save. The Revision Audit Dialog box appears.


6 Click OK. The Timesheet Saved dialog box appears.

7 Click OK.

8 Changes are saved to the timesheet. Status reverts to Open.

9 Sign your timesheet.

In addition, your approver is required to approve your timesheet once more.

Caution. You must typea reason.

Caution: You must typea reason.

AB

C



Searching timesheets (for approvers only)

If you are an approver, you can search only employees for whom you are the approver.

Navigating Timesheet Search DialogUse the Timesheet Search option, accessed by selecting Search on the Timesheet screen, to searchfor and select employee timesheets. This dialog also provides the number of Missing, Open,Signed, Approved, Rejected and Processed timesheets. Additional details are provided below.

Tip. Nonapprovers whoare also approved projectmanagers must use theCognos Time & Expensereport to view time foremployees.

A B

C

DE

G

F



The Year drop-down box allows you to select the calendar year for which you want to queryemployee timesheets. The default year is the current year. (A)

The Period drop-down box allows you to select the ending date representing the timesheetperiod you want to query. (B)

Select Function, as needed, based on the role of the approver (primary or backup approver).Under Group, select the group related to the timesheets to view. For example, to view theemployees of a coach, select the coach’s name in Group. A backup approver selects BackupApprover for Primary Function, then the primary approver’s name, for Group, to accesstimesheets for approval. The system displays a select group with a blue highlights. (C)

Under Last Name, type a full or partial employee name if you want to filter the results. Forexample, if you type “A,” the system filters results and brings up timesheets where theemployee’s last name starts with “A.” No wildcard “%” is necessary. (D)

The Sort By drop-down box allows you to order employee timesheet information in the Resultstable. The available options are “Employee,” “Status” and “Employee ID.” The default is“Employee.” (E)

The Status checkboxes work in conjunction with the Counts fields. After you select the Executepushbutton, the system supplies the number of timesheets for each checkbox that is checked.As the default, all checkboxes are selected. (F)

The Results table displays the selection criteria and sorts according to your Sort By option.Select the timesheet(s) by checking the box(es) and selecting OK. (G)

Searching for employees’ timesheetsTo search for an employee’s timesheet:

1 Open the current timesheet and click Search. The Timesheet Search Dialog appears.

2 Select a Group, Period and check one or more Status boxes.

3 Click Execute.

4 Results display in the Results table.

5 Check the checkbox next to the employee whose timesheet you want to review.

6 Click OK.

7 The employee’s timesheet appears.

Caution. You mustselect a Group.

Caution. You mustcheck at least one Statuscheckbox.



Appendix

Direct project code structureThe direct project code structure has four or more levels. Here is a typical direct project codestructure.

000173.03.004.001

000173: The first level has six numbers to represent an individual contract. 03: The next level of two numbers represents the period. 004: Next is the task or delivery order level with three numbers. 001: The last level has three numbers for the charge type.

In total, there are a minimum of 14 numbers to represent a direct project. Here is how one directproject code structure translates into an actual engagement:

000173: VA-VBA OFofEOp MSN SPRT 03: Contract Period Three, or Option Year 3 004: Task/Delivery Order 4 001: Billable time

Continuing with this example, the last level of the direct project code structure is the charge type.Charge types break down into four categories:

000: Nonbillable time and expense 001-899: Billable 998: Borrowed resources 999: Billable other direct costs (ODCs)

For this contract, the billable direct project code is 000173.03.004.001.The nonbillable directproject code is 000173.03.004.000.

Tip. A direct project codestructure may haveadditional levels for workbreakdown structure(WBS) and subline itemnumbers (SLINs).



As a GPS employee, always select 000 or an assigned number from 001 to 899 for time entries.(999 is specific to billable ODCs, not time.) Borrowed resources always select 998 for time and 999for expenses.

Indirect project code structureThe indirect project code structure is a little different. Indirect project codes have three levels with12 characters. Here is a typical direct project code structure:

LEAVES.91.1001

LEAVES: The first level has six characters to represent a type of indirect cost. 91: The next two characters indicate optional data such as SBU. 1001: The final four characters indicate the type of leave (in this case, for PTO).



Notes





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Documents

Timekeeping Guide