supplemental timekeeping tips_2013!12!18
TRANSCRIPT
PowerPoint PresentationSupplemental Timekeeping Tips
Employee Identification
What is your Job Title? Employee ID?
All CACI employees should be able to clarify their job title. In answering this question, it is important for an employee to specify if the job title given is a CACI job title, Government job title, or General Job function.
The Employee ID is reflected on the employee’s timesheet.
Are you an exempt or non-exempt employee?
-Exempt Employees are normally paid a fixed monthly salary independent of the number of hours they work.
.
*
Employee Identification
What is your CACI segment number?
Clarification: The auditor may want to know what CACI Segment you work for. For example, Segment 02 CACI, INC-Federal or Segment 71 CACI-NSR, Inc. This also is the company name shown on your pay stub and on your personal information page in BIG. If you are unsure about which CACI segment you work for, ask your supervisor.
May I see your CACI badge?
Clarification: All CACI employees who work in CACI facilities are required to have a CACI badge.
Employees in CACI facilities who do not visibly display appropriate identification should be challenged. CACI Procedure 09.07.01.01 – Badges
*
WebET
There are several ways to obtain access to your timecard:
In order to print your timecard follow the below steps:
(see next slide for graphic)
Open your timecard to its main view
Click the print button found on the Timesheet toolbar. A print window will pop up.
Click the Submit button
WebET
WebET
Passwords for WebET are changed no less often than every 60 days.
Access to the CACI Applications’ Portal and the Deltek website can be obtained offsite through http://apps.caci.com/ and https://te.caci.com/DeltekTC/welcome.msv
Did you receive training for Web ET?
*
Work Plan Reporting System (WPRS)
Can you demonstrate how to gain access to WPRS?
Your Work Plan appears at the beginning of every new timecard period to display project strings and leave codes you are authorized to charge. Employees can view their WPRS at anytime in several ways. All below answers are correct.
You can view your work plan using:
The Web ET login screen: (see next slide for graphic)
*
Work Plan Reporting System (WPRS)
Deltek Website
Work Description
All employees should understand their job function and labor qualifications. For example, every employee should be able to describe a combination of the following items: Daily tasks, general description of your current project, work schedule, your CACI job title description from BIG, the contract PLC qualification requirements for the contract PLC you are charging to etc. If you are unsure about any of this, ask your manager.
Your resume is the documented representation of your job qualifications for your position.
*
Timekeeping Policies and Procedures
Employees have online access to CACI’s Timekeeping Policies and Procedures through CACI’s Policies and Resources Website: https://coreapps.caci.com/sites/policy/default.aspx .
Your manager is available to answer any timekeeping questions. Additionally, My CACI has reference resources for timekeeping information: My CACI: Timekeeping .
In addition, you can always ask someone in the Compliance Dept. Compliance Contact information is provided at My CACI: Timekeeping .
*
Timekeeping Policies and Procedures
When can you sign and submit your timecard?
Employees sign after 2pm the day before the last day of the period
Managers approve by 10 am on the last day
CACI uses the Total Accounting Method to record hours worked. Employees should record all hours worked daily during a given pay period.
*
Timekeeping Policies and Procedures
Do you receive overtime pay? How do you record these hours on your timecard?
Exempt employees normally do not get overtime pay.
“Overtime: (Exempt, if Eligible) Hours in excess of the standard hours in the pay period (including vacation, holiday, floating holiday, etc.); must be authorized by the supervisor, in which case straight time is paid.”
“Non-Exempt Employees - Overtime must be approved in advance by a supervisor or above to be authorized. Without exception Non-Exempt Employees may not work in excess of 40 hours in a work week, or as required by state law for overtime compensation, without advance approval by their manager. Overtime is not paid for work over 8 hours a day unless the total for a week exceeds 40 hours or is required by state law”
*
Timekeeping Policies and Procedures
Are you always clear on the charge codes you use for your timesheet?
You have access to your work plan to verify all charge code information and you can go to your manager to verify any questions.
Do you charge indirect time?
Clarification: Definitions:
-Direct Labor: Hours worked directly on a project for a client
-Indirect Labor: Hours worked on company business functions
If you normally work directly for a project you almost always charge Direct. However, in instances where you take CACI training or perform administrative functions not directly associated with a contract you charge Indirect.
*
Timekeeping Policies and Procedures
Your work plan displays all charge codes that you are authorized to use. Your manager can also provide you charge codes that may not be reflected in your work plan. Your manager reviews your timecard at the end of every pay period to ensure accuracy.
*
Timekeeping Policies and Procedures
Can anyone record time in your absence? Who else has access to your timecard?
Managers have access to employees’ timecards, but should only fill out an employee’s timecard, if necessary, at the end of a pay period, as a temporary timecard, and not on a daily basis during the pay period. Only those in an employee’s management chain have access to that employee’s timecard.
*
Recording Time Outside Office Facilities
How do I record my time if I do not have access to a computer and cannot provide a written record of my hours worked?
Employees who, under extenuating circumstances, do not have daily access to a computer and are unable to use a written format, need to understand the correct mechanisms to record their time within CACI’s Timekeeping Policies and Procedures.
Under specific circumstances, CACI managers can create a temporary timecard for their employees. Managers should only fill out an employee’s timecard at the end of a pay period, as a temporary timecard, if necessary. Managers may not enter time for an employee on a daily basis during the pay period. Timekeeping Procedure 04.01.01.27 - Temporary Timecards
*
Timecard Corrections
“Any correction to an employee’s timecard must only be made by the employee. If an error is discovered before submission, the employee must adhere to the following procedure:”
“For WebET, the employee would make the correction and enter only his initials in the comment field. ”
“For paper timecards, the employee would draw a single line through the wrong entry, enter the correct entry, and initial the change - without effacing the original entry or destroying the original timecard” Timekeeping Procedure 04.01.01.03 - Timecard Preparation
“If a correction to a timecard is needed after the employee signs and submits his timecard an employee needs to submit a revised timecard.”
“In WebET, only reverse the line(s) that needs to be corrected then re-enter it (them) correctly. The summary totals at the bottom of the timecard should be the corrected total hours for the pay period.”
*
Invalid or Unknown Charge Codes
If the charge number related to your current direct work effort is not valid in the WebET system or not available from your manager, the hours should be recorded to the “Suspense Project Charge Code” Employees should always ask their manager if they have any questions about their charge codes.
You must enter a line comment when using the “Suspense Project”. In the Comment box, briefly describe the task in which a charge number is needed. Record all hours related to this task.
*
Recording Time for Sick Leave
How do you record sick leave when you cannot come into the office due to illness?
Employees can open their timecard at home through CACI’s Applications Portal and through the Deltek Website. All of the following are correct.
Employees can enter sick leave on the first day they return to work for days on sick leave. Timekeeping Procedure 04.01.01.14 - Sick Leave
“ If the employee is on unplanned sick leave and not available to complete the timecard when due, the manager will complete a temporary timecard.” Timekeeping Procedure 04.01.01.27-Temporary Timecards
*
Recording Bereavement Leave
“Eligible CACI employees are allowed up to three (3) days of paid leave for a death in the immediate family.”
*
A National Asset for National Missions
Recording Leave Time for Jury Duty
“CACI encourages employees to participate in their civic service including when called for jury duty or to be a witness”.
After the employee completes the service, a request for jury duty leave must be approved by the employee's manager.
“Exempt and nonexempt benefit-eligible employees will receive their base salary for up to (5) business days each fiscal year while on jury duty or if subpoenaed to appear as a witness without reduction to pay for nominal court-issued payments.”
*
A National Asset for National Missions
Recording Time during Inclement Weather Conditions
In the event of a period of inclement weather, such as a large snowstorm, and employees are unable to come into work, how is time allocated and recorded?
Regardless of unusual conditions in the work day or work week caused by weather or other phenomena, CACI's offices are considered open during normal work hours.
*
DCAA Floorcheck Audits
The Defense Contract Audit Agency (DCAA) may conduct unannounced Timekeeping Floorcheck Audits. In the event you are chosen to be part of a DCAA Floorcheck please record your time spent during the audit as follows:
*
CACI and DOD Hotlines
Employees have access to the CACI Hotline through several mediums: CACInet, CACI Hotline Posters, Annual Timekeeping Training, and through each employee’s management reporting chain.
CACI hotline posters are posted in common areas at CACI locations.
The DOD Hotline Posters also are posted in common areas at CACI locations.
Importance of CACI Timekeeping:
*
Employee Identification
What is your Job Title? Employee ID?
All CACI employees should be able to clarify their job title. In answering this question, it is important for an employee to specify if the job title given is a CACI job title, Government job title, or General Job function.
The Employee ID is reflected on the employee’s timesheet.
Are you an exempt or non-exempt employee?
-Exempt Employees are normally paid a fixed monthly salary independent of the number of hours they work.
.
*
Employee Identification
What is your CACI segment number?
Clarification: The auditor may want to know what CACI Segment you work for. For example, Segment 02 CACI, INC-Federal or Segment 71 CACI-NSR, Inc. This also is the company name shown on your pay stub and on your personal information page in BIG. If you are unsure about which CACI segment you work for, ask your supervisor.
May I see your CACI badge?
Clarification: All CACI employees who work in CACI facilities are required to have a CACI badge.
Employees in CACI facilities who do not visibly display appropriate identification should be challenged. CACI Procedure 09.07.01.01 – Badges
*
WebET
There are several ways to obtain access to your timecard:
In order to print your timecard follow the below steps:
(see next slide for graphic)
Open your timecard to its main view
Click the print button found on the Timesheet toolbar. A print window will pop up.
Click the Submit button
WebET
WebET
Passwords for WebET are changed no less often than every 60 days.
Access to the CACI Applications’ Portal and the Deltek website can be obtained offsite through http://apps.caci.com/ and https://te.caci.com/DeltekTC/welcome.msv
Did you receive training for Web ET?
*
Work Plan Reporting System (WPRS)
Can you demonstrate how to gain access to WPRS?
Your Work Plan appears at the beginning of every new timecard period to display project strings and leave codes you are authorized to charge. Employees can view their WPRS at anytime in several ways. All below answers are correct.
You can view your work plan using:
The Web ET login screen: (see next slide for graphic)
*
Work Plan Reporting System (WPRS)
Deltek Website
Work Description
All employees should understand their job function and labor qualifications. For example, every employee should be able to describe a combination of the following items: Daily tasks, general description of your current project, work schedule, your CACI job title description from BIG, the contract PLC qualification requirements for the contract PLC you are charging to etc. If you are unsure about any of this, ask your manager.
Your resume is the documented representation of your job qualifications for your position.
*
Timekeeping Policies and Procedures
Employees have online access to CACI’s Timekeeping Policies and Procedures through CACI’s Policies and Resources Website: https://coreapps.caci.com/sites/policy/default.aspx .
Your manager is available to answer any timekeeping questions. Additionally, My CACI has reference resources for timekeeping information: My CACI: Timekeeping .
In addition, you can always ask someone in the Compliance Dept. Compliance Contact information is provided at My CACI: Timekeeping .
*
Timekeeping Policies and Procedures
When can you sign and submit your timecard?
Employees sign after 2pm the day before the last day of the period
Managers approve by 10 am on the last day
CACI uses the Total Accounting Method to record hours worked. Employees should record all hours worked daily during a given pay period.
*
Timekeeping Policies and Procedures
Do you receive overtime pay? How do you record these hours on your timecard?
Exempt employees normally do not get overtime pay.
“Overtime: (Exempt, if Eligible) Hours in excess of the standard hours in the pay period (including vacation, holiday, floating holiday, etc.); must be authorized by the supervisor, in which case straight time is paid.”
“Non-Exempt Employees - Overtime must be approved in advance by a supervisor or above to be authorized. Without exception Non-Exempt Employees may not work in excess of 40 hours in a work week, or as required by state law for overtime compensation, without advance approval by their manager. Overtime is not paid for work over 8 hours a day unless the total for a week exceeds 40 hours or is required by state law”
*
Timekeeping Policies and Procedures
Are you always clear on the charge codes you use for your timesheet?
You have access to your work plan to verify all charge code information and you can go to your manager to verify any questions.
Do you charge indirect time?
Clarification: Definitions:
-Direct Labor: Hours worked directly on a project for a client
-Indirect Labor: Hours worked on company business functions
If you normally work directly for a project you almost always charge Direct. However, in instances where you take CACI training or perform administrative functions not directly associated with a contract you charge Indirect.
*
Timekeeping Policies and Procedures
Your work plan displays all charge codes that you are authorized to use. Your manager can also provide you charge codes that may not be reflected in your work plan. Your manager reviews your timecard at the end of every pay period to ensure accuracy.
*
Timekeeping Policies and Procedures
Can anyone record time in your absence? Who else has access to your timecard?
Managers have access to employees’ timecards, but should only fill out an employee’s timecard, if necessary, at the end of a pay period, as a temporary timecard, and not on a daily basis during the pay period. Only those in an employee’s management chain have access to that employee’s timecard.
*
Recording Time Outside Office Facilities
How do I record my time if I do not have access to a computer and cannot provide a written record of my hours worked?
Employees who, under extenuating circumstances, do not have daily access to a computer and are unable to use a written format, need to understand the correct mechanisms to record their time within CACI’s Timekeeping Policies and Procedures.
Under specific circumstances, CACI managers can create a temporary timecard for their employees. Managers should only fill out an employee’s timecard at the end of a pay period, as a temporary timecard, if necessary. Managers may not enter time for an employee on a daily basis during the pay period. Timekeeping Procedure 04.01.01.27 - Temporary Timecards
*
Timecard Corrections
“Any correction to an employee’s timecard must only be made by the employee. If an error is discovered before submission, the employee must adhere to the following procedure:”
“For WebET, the employee would make the correction and enter only his initials in the comment field. ”
“For paper timecards, the employee would draw a single line through the wrong entry, enter the correct entry, and initial the change - without effacing the original entry or destroying the original timecard” Timekeeping Procedure 04.01.01.03 - Timecard Preparation
“If a correction to a timecard is needed after the employee signs and submits his timecard an employee needs to submit a revised timecard.”
“In WebET, only reverse the line(s) that needs to be corrected then re-enter it (them) correctly. The summary totals at the bottom of the timecard should be the corrected total hours for the pay period.”
*
Invalid or Unknown Charge Codes
If the charge number related to your current direct work effort is not valid in the WebET system or not available from your manager, the hours should be recorded to the “Suspense Project Charge Code” Employees should always ask their manager if they have any questions about their charge codes.
You must enter a line comment when using the “Suspense Project”. In the Comment box, briefly describe the task in which a charge number is needed. Record all hours related to this task.
*
Recording Time for Sick Leave
How do you record sick leave when you cannot come into the office due to illness?
Employees can open their timecard at home through CACI’s Applications Portal and through the Deltek Website. All of the following are correct.
Employees can enter sick leave on the first day they return to work for days on sick leave. Timekeeping Procedure 04.01.01.14 - Sick Leave
“ If the employee is on unplanned sick leave and not available to complete the timecard when due, the manager will complete a temporary timecard.” Timekeeping Procedure 04.01.01.27-Temporary Timecards
*
Recording Bereavement Leave
“Eligible CACI employees are allowed up to three (3) days of paid leave for a death in the immediate family.”
*
A National Asset for National Missions
Recording Leave Time for Jury Duty
“CACI encourages employees to participate in their civic service including when called for jury duty or to be a witness”.
After the employee completes the service, a request for jury duty leave must be approved by the employee's manager.
“Exempt and nonexempt benefit-eligible employees will receive their base salary for up to (5) business days each fiscal year while on jury duty or if subpoenaed to appear as a witness without reduction to pay for nominal court-issued payments.”
*
A National Asset for National Missions
Recording Time during Inclement Weather Conditions
In the event of a period of inclement weather, such as a large snowstorm, and employees are unable to come into work, how is time allocated and recorded?
Regardless of unusual conditions in the work day or work week caused by weather or other phenomena, CACI's offices are considered open during normal work hours.
*
DCAA Floorcheck Audits
The Defense Contract Audit Agency (DCAA) may conduct unannounced Timekeeping Floorcheck Audits. In the event you are chosen to be part of a DCAA Floorcheck please record your time spent during the audit as follows:
*
CACI and DOD Hotlines
Employees have access to the CACI Hotline through several mediums: CACInet, CACI Hotline Posters, Annual Timekeeping Training, and through each employee’s management reporting chain.
CACI hotline posters are posted in common areas at CACI locations.
The DOD Hotline Posters also are posted in common areas at CACI locations.
Importance of CACI Timekeeping:
*