WELCOME TO GTRI TIME REPORTING

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WELCOME TO GTRI TIME REPORTING For Internal GTRI
Use Only!!!
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Introduction
Federal regulations mandate that employees
understand the following time reporting policies
and procedures. If you have any questions
regarding these policies, please direct them to
your immediate supervisor or to the Accounting
Department.
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Reportable Time

• What is Work?
• Productive time
• Normal hours plus authorized overtime
• Mandatory activities

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Reportable Time

• Work Normally Includes
• Reportable time activities performed on behalf
  of GTRI and accounted for separately (by project
  number).
• What activities are reportable
• Research
• Proposal preparation
• Committee activities
• Work at home with supervisor approval
• Business development
• Work on travel status (i.e., at destination)
• Travel during normal work hours

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Reportable Time

• Work Normally Does Not Include
• Ordinary lunch hour and breaks
• Commuting to or from work
• Professional meetings, lectures, or professional
  development not required by GTRI
• Informational sessions where attendance is
  optional, not required by the employee for work
  performance, and not the only method for the
  communication
• Travel outside the normal work hours for exempt
  personnel

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Work Authorization

• Prior to the start of an assignment, employee
  should obtain a project number for charging work
  effort.
• The project number is the advance approval to
  work on the task.
• Can be verbal, e-mail, memo, staffing plan, etc.

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Normal Work Hours

• GTRIs normal work week is Monday-Friday.
• GTRIs normal work day is from 8AM to 5 PM.
• Alternative work hours based upon a 40 hour work
  week (for full time employees) may be authorized
  by the supervisor (flextime).
• Part-time employees must report hours equal to
  their percent compensation times the hours
  available during the period.

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Report on Regular Time Sheet

• Productive hours
• Include authorized effort only.
• Should have a project number before work begins.
• Average of 8 hours per weekday across the period.
• Compensated absences.
• Biweekly Overtime

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• Overtime/Flextime
• Definitions
• Overtime authorized productive hours worked in
  excess of the total hours per reporting period
  where advanced approval is authorized.
• Flextime a work schedule in which the employee
  works more or less than 8 hours per day, but the
  total hours for the period do not exceed the
  standard work hours (this is not considered
  overtime).

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• Reporting Overtime
• Exempt (monthly-paid) employees record overtime
  on the paper GTRI Overtime Report.
• Effort should be reported consistently and
  fairly for all programs between the regular and
  overtime hours employees should not work a
  schedule or report time such that an unfair cost
  burden would result for one program over another.
• Non-exempt (biweekly-paid) employees should
  report overtime on the regular electronic time
  sheet.

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• Reporting Overtime
• Exempt Employees
• Purpose
• To track amount of overtime to determine whether
  or not inclusion in costing would have a material
  effect on cost to the Government.
• DCAA reviews materiality to determine if all
  hours should be incorporated into the accounting
  system.
• Exempt employees are not paid for overtime hours
  Overtime is referred to as Uncompensated
  overtime.

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• Reporting Overtime
• Non-Exempt Employees
• Non-Exempt Employees must be compensated for
  overtime hours by federal labor regulations.
• Overtime Hours are recorded on regular
  (electronic) timesheet as separate time sheet
  line
• Change Paytype code on overtime hours to O
  (Overtime) from than the defaulted R (Regular)
  Paytype code.

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• Reporting Compensated Absences
• Total hours on the timesheet include paid
  absences
• Vacation is charged to V0100.x.x.x.x
• Misc Leave charged to V0200.x.x.x.x
• Campus Closed (Admin)
• Jury Duty submit court summons to Accounting
• Military Leave submit orders to Accounting
• Holidays charged to V0400.x.x.x.x
• May choose to work actual holiday and take
  leave on a later date.
• Sick leave is charged to V0500.x.x.x.x
• When charging more than 40 contiguous hours,
  submit copy of
• doctors statement to Accounting

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Policies and Procedures

• Must have a charge number before starting work
  (Work Authorization).
• Time sheets should be completed by noon daily for
  the previous days effort.
• Time should not be recorded in advance unless the
  employee is on business travel or on leave.
• Record the project number and the number of hours
  worked for each project. Line or Cell Comments
  are optional.
• Time should be reported in tenth increments with
  a minimum .5 of an hour for monthly-paid
  employees and .1 (6 minutes) for biweekly-paid
  staff.
• Employees should not sign the time sheet prior to
  the submission date last day of timesheet
  period unless on travel or leave on the
  submission date.

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• Time Sheet Corrections
• Corrections Prior to Signature/Approval/Processing
  
• Go the Timesheet line cell and correct the hours
  originally recorded. Do not enter negative hours
  on a separate line or cell.
• The timesheet will require a correction
  explanation prior to saving of the time sheet.

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• Time Sheet Corrections
• Corrections After Processing of Time Sheet
• Changes after certification and processing are
  changes to to certified time
• Errors must be corrected via a Correcting Time
  Sheet this creates a cost transfer in the
  accounting system.
• Requires a revision justification and specific
  description of charging error.
• Refer to GTRI Procedure 2.3, Retroactive Cost
  Transfer.

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• Time Sheet Corrections
• Procedures
• Open Timesheet for the period to be corrected.
• Enter reversing line (credit hours) for the cells
  reported in error.
• Enter offsetting correcting line (positive hours)
  to correctly record hours against the correct
  project number.
• Timesheet will prompt for revision explanation
  when saved this explanation must adequately
  document the charging error.
• Timesheet must be re-signed by the employee
  Upon signature, the corrected timesheet will go
  back to the approver for re-approval or
  rejection. Upon approval, the correcting
  timesheet will go to the TC Admin for
  justification review and processing (or
  rejection).

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• Certifications
• Employees and supervisors are required to certify
  time reported as accurate by signing the
  electronic time report.

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• Certifications
• Employees, supervisors, project directors, and
  management are liable for known falsified time
  reporting.
• Penalties are spelled out in federal regulations
  and are serious.
• Compliance Assurance Program Hotline available
• 1-866-294-5565 or http//www.gtri.gatech.edu/cap/c
  ode/index.html
• Concerns about fraud, error, or misrepresentation
  of costs to the government.

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Certifications NEVER Sign a time report
prior to submission date (except when on travel
or leave). Give someone your login id and
password to complete or sign your timesheet for
you. Falsely report time worked on one
project / program to another project/program.
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• PENALTIES
• whoever.. knowingly and willfully falsifies,
  conceals or covers up. a material fact makes
  any materially false, fictitious, or fraudulent
  statement or representation or makes or uses any
  false writing or document knowing the same to
  contain any false, fictitious, or fraudulent
  statement or entry shall be fined under this
  title or imprisoned not more than five years, or
  both. (emphasis added) 18 US Code 1001

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Time Sheet Submission Regular Timesheet
(E-time) Employee Signature last work day of
time reporting period Supervisor Approval By
Noon on the first work day following end of
reporting period Exempt Overtime Report
(Paper) Employee Signature last work day of
time reporting period Supervisor
Approval first work day following end of
reporting period Due to Accounting 3rd
Working day following reporting period LATE
BI-WEEKLY PAID EMPLOYEE SUBMISSIONS MEAN LATE
PAYCHECKS!
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• EXAMPLES

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Example One Day 2

• After working a normal 8-hour day on his project
  on the first, John arrived at work on the second
  at 9 am because of a medical appointment. He
  worked on A1234 until lunchtime at 1130 am. He
  went to lunch and returned at 1 pm. Then John
  sent to an administrative meeting until 3 pm,
  returned to his office and started working on his
  project. When he looked at the clock, it was
  630 pm.
• Does John need to report an hour of sick leave?
• Hint John is a exempt flextime employee

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Example One Day 2

• NO he worked from 9 am to 630 pm with an
  hour-and-half lunch. Thats 8 hours.
• YES he came in an hour late because of the
  medical appointment. So, he should report an
  hour of sick leave and 8 hours of work. He can
  take an hour of flextime later in the month.
• YES he should report an hour of sick leave and
  7 hours of work for an 8-hour day. The rest of
  the time would be uncompensated overtime, if
  authorized.

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Example One Day 2

• The answer is A or B. Either
• NO he worked from 9 am to 630 pm with an
  hour-and-half for lunch, or
• YES he came in an hour late because of the
  medical appointment. So, he should report an
  hour of sick leave and 8 hours of work and take
  an hour of flextime later in the month.
• John can report the hour of sick leave and take
  an hour of flextime later in the month, or report
  his 8 hours of work only
• BUT if John were NOT a flextime employee, the
  answer would be C, and only C
• Report an hour of sick leave and 7 hours of work.
  The rest of the time would be uncompensated
  overtime, if authorized
• AND, if John were a non-exempt employee
  (bi-weekly), he would report all hours on the
  regular timesheet as the advanced approved
  overtime would require compensation.

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Example One
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Example Two Day 3

• John wants to fill out day 3 in advance on day 2.
• Is that appropriate?

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Example Two Day 3

• NO you cant fill out the time sheet in advance
• YES its okay if he knows what he will be doing
• YES day 3 is GTRIs Fourth of July holiday

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Example Two Day 3

• The answer could be either A or C if Day 3 is
  the 4th of July Holiday the answer C would be
  correct however, if not, only answer A is valid.
• Although GTRI employees do not normally fill out
  time for a day in advance, there can be
  exceptions for vacation, other leave planned in
  advance, and holidays.

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Example Two
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Example Three Day 6

• On day 6, John was asked to attend an all-day
  IRAD project briefing. Then he left an hour
  early to get home to meet the exterminator. What
  should he put on his time sheet for day 6?

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Example Three Day 6

• He should put 7 hours of work and one hour of
  vacation
• He can just put down the 7 hours he worked, and
  add an hour of flextime later

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Example Three Day 6

• The answer can be A or B 7 hours of work and
  one hour of vacation, or seven hours of work,
  adding an hour of flextime later.
• A person in a lab who is approved for flextime
  could report 7 hours for day 6, planning to make
  up the hour another day. Or, that person could
  report an hour of vacation.
• An individual who was NOT approved for flextime
  would need to report 7 hours of work on day 6 and
  an hour of vacation.

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Example Three
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Example Four Days 7 8

• Johns draft final report on A1234 is past due.
  His division chief and lab director have asked
  him to get it in before close of business Day 8
  but he has meetings all day on a proposal that
  also is due soon. John feels that it will take
  him all day today plus into the night or weekend
  to complete the report. He tells his lab
  director this, and estimates it will take about 6
  hours of overtime to complete the final draft.
  The lab director asks if John can take the 6
  hours off later in the month. John says he has
  too many commitments, and will need to put in
  extra hours to meet them all. The lab director
  authorizes up to 6 hours of uncompensated
  overtime.
• Would John put 6 hours on his overtime report?

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Example Four Days 7 8

• Overtime is ridiculous. He should have had that
  report done on time. He should have to write the
  report on his own time.
• YES the lab director approved 6 hours
• YES unless he needs to make up some time from
  earlier in the month

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Example Four Days 7 8

• The answer is C
• Yes, Unless he needs to make up some time from
  earlier in the month.
• This is an example of authorized, uncompensated
  overtime. Since, in our example, we chose to
  have John report 7 hours on day 6, he still needs
  to make up one hour from that day. So he reports
  9 hours on his regular time sheet, to bring his
  total up to normal hours for the month, and 5
  hours on his paper uncompensated overtime time
  sheet.
• If he had reported 8 hours on day 6, then the
  answer would be B 6 hours.

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Example Four
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Example Five Correcting Time Sheet

• John signed and completed his timesheet at three
  pm on the final work day he was working on a
  technical report and expected to complete it by
  five pm. However, another sponsor called and
  requested information on regarding their project.
  John spent the next two hours working on this
  program rather than as signed. John went into
  the timesheet to correct, but his supervisor had
  already approved the timesheet and it had been
  processed by Accounting.
• How would John correct the 2 hours mis-reported?

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Example Five Correcting Time Sheet

• John would enter a two new lines to the original
  timesheet
• On the first new line he would enter a credit of
  2 hours to the original project for 7/30.
• On the second line he would enter a debit of 2
  hours to the corrected project.

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Example Five
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Example Five Correcting Time Sheet

• John would then resign the timesheet.
• He would be prompted to save and enter an
  explanation for the revision.
• The timesheet would again appear in the
  supervisors task area for signature and
  approval.
• The two new lines would then feed to the
  Accounting system for adjusting entries.

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Example Five
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Quick Start to Electronic Time Collection (TC)
Entry Enter WebWise Login ID and Password (case
sensitive) Select Login
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Time Entry Quick Start Time Collection (TC)
Desktop
Icon for Home (TC Desktop)
Logout
Select either to enter Timesheet
Messages
Tasks required by user
Menu customization
Email to TC_Admin
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TC Quick Start -- Time Sheet

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TC Quick Start -- Time Sheet Menu and
Attributes
Timesheet Menu Commands Open Open Timesheet by
Period Save Save Current Timesheet
changes Search Search for Employee
Timesheets Print Print Current Timesheet Audit
- Review Audit entries for timesheet
changes Leave Review Leave (Vac/ Sick) Balances
Status Codes Missing-- New timesheet/ no data
entered Open Timesheet has had entries (but is
not necessarily current) Signed Employee has
completed and signed timesheet Approved
Approver has signed timesheet Rejected Approver
has reviewed and rejected employee
timesheet Processed Timesheet has been posted
to Accounting system
Header Arrows scroll between selected employee
timesheets
Revision Counter for Revisions to the time sheet
Arrows scroll between timesheet periods for
employee
Line Menu Functions Copy Line Select an
existing line and hit Copy Line to copy to
another timesheet line. Delete Line Select an
existing line to delete if line was not
previously saved it be removed from timesheet if
line was previously saved it will set all hours
to zero but not remove from timesheet. Reset Line
- Use this command, to reverse unsaved entries
in the current session to the previous saved
values from the database if the line has not
been saved, the reset line command will remove
the line. Reverse Line Use this command to add
a new reversing line to the timesheet this
command is particularly helpful if correcting a
previously signed/approved/processed
timesheet. Add Line to Favorites - Use this
command to add lines (projects) to your
Favorites project tree.

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TC Quick Start -- Time Sheet Project Entry
Enter the Project Number on the Timesheet the
project description will default into the
timesheet description field. The Project Number
may be searched for by selecting the binoculars
in the project field and searching the charge
tree. Tab to the Day Cell to enter Hours worked.
Note icons appear in the cell and on the
line by clicking on the note icon, the employee
may enter line or cell comments. These may be
used for additional information regarding the
work effort. When entry is completed, select
the save button and logout of system.

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TC Quick Start -- Revision Explanations
When changing time reported for lines/cells
previously saved, the system will require a
Revision Explanation when the time sheet is
saved. The explanation provides an audit trail
required by the federal government for changes
related to time report changes.

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TC Quick Start -- Time Sheet Signature
On the last day of the time sheet period, the
employee should complete and sign the timesheet.
To sign the timesheet click on the pencil icon by
the signature line . The system will
display a certification box for the employee to
enter their TC password into to certify the
timesheet. After the employee enters the
password, the timesheet will display the
signature in the employee signature box.
Select pencil icon to sign timesheet
Enter TC Password to certify timesheet
After certification, the timesheet is now
available for the supervisor to approve
If the timesheet is signed by an individual other
than the employee, their signature will appear on
the timesheet, and the timesheet will remain in
the employees Desktop Tasks area until resigned
and certified by the employee.
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TC Quick Start -- Employee Completed Timesheet

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TC USER TIPS ?To select a line anywhere on the
timesheet, menus, reports, or charge trees in the
system, the uesr must click in the left blue box
of the line. Unlike many other applications,
clicking anywhere on the line will not work with
the TC application.
Upon selection, the line will be highlighted in
blue. ?To activate the Save Button, the user must
tab out of at least one days cell. ?To activate
the Line Function menu, a line must be
selected. ?To advance charge for travel time,
enter a new line with the travel project and
change the account to ??-ADVTRV. ?To have
projects automatically load to each new
timesheet, they must be added to the favorites
charge tree and be checked for Auto Load.
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TC User Guide Complete Time Collection User
Guide is available at https//webwise.gtri.gate
ch.edu/ResearchAdmin/etimesheets/
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Where to Go for additional guidance? GTRI
Procedure on Time Reporting https//webwise.gtri.
gatech.edu/Corporate/Policies/PPM/Fiscal/fis29.htm
GTRI Procedure on Reporting of Paid Absences
https//webwise.gtri.gatech.edu/Corporate/Policies
/PPM/Fiscal/fis218.htm GTRI Procedure on Time
Sheet Training for New Employees http//www.gtri.
gatech.edu/cap/timesheet.html Time Collection
(TC) User Guide (Employee Guide and Mgmt/Admin
Guide) https//webwise.gtri.gatech.edu/Research
Admin/etimesheets/index.html Who to Call for
Accounting for Assistance? WebWise
https//webwise.gtri.gatech.edu/ResearchAdmin/cont
acts.html Select Accounting Personnel Email
tc_admin_at_gtri.gatech.edu