OFFICE F PRIME RESPONSIBILITY - Advanced Sciences and ...



OFFICE OF PRIME RESPONSIBILITY

Questions or suggestions regarding this policy should be directed to the Accounting Department.

1. PURPOSE

The purpose of this policy is to assure accurate payment of employees and accurate charging to customers for hours worked.

2. POLICY

It is the policy of Advanced Sciences and Technologies, LLC (AS&T) to:

2.1 Assure that employees receive correct payment for time worked according to Employment Category (Policy 2002) and Overtime Compensation (Policies 2004 and 2005).

2.2 Assure that customers and the Company do not pay for incorrect hours.

2.3 Assure that eligible employees receive payment for benefits such as Holiday Pay (Policy 3001), Vacation Pay (Policy 3002) and Sick Leave Pay (Policy 3003).

2.4 Assure that all employees will receive instructions on the electronic timekeeping system.

2.5 Assure that all employees comply with DCAA timekeeping requirements, including the Total Hour (timekeeping) Accounting System which requires exempt employees to record both approved compensated and uncompensated hours worked.

2.6 Require employees to obtain advanced approval for both compensated and uncompensated extended hours utilizing the authorization forms contained in Policy 2005 for non-exempt employees and Policy 2006 for exempt employees.

2.7 Perform unannounced internal "Timesheet Floorcheck Audits".

3. GENERAL

3.1 All employees should make sure their hours for the week are entered in the electronic timekeeping system before they leave work on Friday.

3.2 All managers will be notified in writing by the Accounting Department of the Project & PLC Numbers that will be used for each contract/proposal effort. It is the Manager's responsibility to ensure that each employee knows the correct Project & PLC Numbers to be used, and to verify the accuracy of each employee's electronic timesheet verses the work actually performed and the numbers charged.

3.3 The PLC Numbers (and hours) for the following are to be changed in the electronic timekeeping system when entering: Vacation, Sick, Holiday, Bereavement, Jury Duty.

4. PROCEDURE

4.1 On a daily basis, employees are to enter their hours in the electronic timekeeping system before they leave work. All hours for the week need to be entered by Friday. When the weekly electronic time sheet is completed, the employee must approve the hours entered. Then the Manager is to review, and approve the employee’s hours.

4.2 The hours worked on each Project & PLC are to be recorded to the nearest

1/10 of an hour (six minutes) (i.e., 2 hrs. 30 min. = 2.5, 3 hrs. 12 min. = 3.2).

4.3 Non-Exempt overtime is entered only for approved overtime (See Policy 2005) and the Accounting Department must be notified.

4.4 Exempt employees do not receive "overtime" but may receive compensated extended hours on a straight time basis or uncompensated extended hours (see Policy 2006).

4.5 All overtime hours, compensated and uncompensated must be completely approved before any charges are incurred and before the electronic time sheet will be processed (use approval forms in Policy 2005 for non-exempt employees and in Policy 2006 for exempt employees).

4.6 ENTERING EXTENDED HOURS ON TIME SHEET

Utilization of the Total Hour Accounting System involves the recording of all approved compensated hours and requires the approval submitted to the Accounting Department before being paid.

• Compensated Hours (Non-Exempt)

- O/T needs to be entered by the Payroll Administrator

4.7 Employees charging other hours (vacation, sick, holiday, bereavement, jury duty and military leave) must comply with the appropriate AS&T Policy before the electronic timesheet will be processed.

4.8 Changes on the electronic timesheet can be done by the employee before the Manager approves the electronic time sheet. If the Manager approves the electronic timesheet, then the Manager or Payroll Administrator can make the change.

NOTE: ELECTRONIC TIMESHEETS ARE NOT TO BE APPROVED BY THE EMPLOYEE OR APPROVED BY THE MANAGER BEFORE THE WEEKLY PERIOD IS COMPLETED. THE ONLY EXCEPTION WOULD BE WHEN A PERSON IS ON VACATION AND MAY RECORD AND APPROVE TIMESHEET BEFORE LEAVING FOR VACATION.

5. APPROVALS

5.1 Employees who normally perform indirect labor ( charge either Overhead or G&A) may not charge direct labor without prior approval from the applicable Program Manager and President/CEO. Employees who normally perform direct labor may not charge O/H or G&A without prior approval from your Program Manager and President/CEO.

5.2 A “Charge Authorization Form” must be completed and approved before an employee can charge a number on their electronic timesheet. (i.e. new employees, existing employees changing their charge number because of change in duties).

5.3 If work is performed on and charged to another contract or project, the hours must be approved by the Program Manager for that project, in addition to that of the employee's immediate manager.

6. CHANGES TO TIME SHEETS

6.1 If an error is made on an approved electronic timesheet or if the actual charges for Friday differ from those anticipated and submitted on Friday, the employee must report the discrepancy to the Accounting Department before 9:00 A.M. Monday. If the employee is unavailable, it is the manager’s responsibility to report the discrepancy.

6.2 Corrections made after the payroll has been processed, must be corrected by the completion of a Payroll Correction Form. After the Accounting Department is notified of the need for a payroll correction, the payroll administrator will complete their portion of the Payroll Correction Form and forward it to the employee, along with the electronic timesheet being corrected. The employee must note reason for change, sign the form and forward it to their manager. After reviewing and approving the form, the manager will forward the completed form to the Accounting Department for processing. A Payroll Correction Form can only be initiated by the Accounting Department.

7. PAY DAY

Pay day is every other Friday unless a holiday falls on that Friday. Then the payday will be the Thursday before the holiday. Direct deposit "pay" will be forwarded to financial institutions in time to assure its availability by 9:00 A.M. on pay day.

8. EXCEPTIONS

Exceptions to this policy must be approved by the President/CEO.

9. Time and Expense (T&E)

Time collection instructions for employees and managers are located on the AS&T website or a copy may be obtained by calling the Accounting Department.

10. REFERENCES

2002 Employment Categories

2005 OT Compensation for Non-Exempt Employees

2006 Extended Work Week Schedule for Exempt Employees

3001 Holidays

3002 Paid Vacation

3003 Sick Leave

3004 Leave of Absence

9023 Code of Business Ethics & Standards of Employee Conduct

The following forms are incorporated into this policy by reference and can be found in the forms section:

• Payroll Correction Form (Accounting issues this form, not available on website)

• Contract Charge Number

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POLICY 7004

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