3. 3
Why are Timesheets Important?
Our timesheets…
• Are LEGAL documents that capture all hours
worked by an employee
• Provide supporting documentation for proper
invoicing on government contracts
• Assist project management by providing visibility
to all hours charged to a specific project
The accuracy and complete preparation of timesheets is a part of the employee's responsibility. Careless
or improper preparation could lead to disciplinary actions under company policies (CNA Policy Manual Section
4.5.2.7), as well as applicable federal regulations.
4. Polling Question #1
When should an employee complete their timesheet?
a) By 10a.m. daily
b) At the end of the timesheet period
c) At the end of every workday
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5. 33% 33% 33%
What is the best response?
1. Answer a
2. Answer b
3. Answer c
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6. 6
Employee Responsibilities
• Employees must accurately record all hours worked
by the end of each work day, but no later than 10:00
am EST the following business day
– Hours recorded may exceed 8 hours per day
– Hours may be logged on Saturdays, Sundays, and Holidays
• Record all hours worked based on work performed
• Make all timesheet corrections as soon as they are
known and provide an explanation for any changes
• Sign timesheet at the end of each biweekly period or
by 10:00am EST the Monday after pay day
7. 7
Supervisor Responsibilities
• Know where an employee is working (i.e. office, home,
client-site)
• Provide the employee with the correct project
number in writing prior to starting an assignment
• Approve/Reject employee timesheets by 12:00pm
EST the Monday after pay day
– Approval certifies they are in agreement with the hours recorded and
any related corrections for accuracy and completeness
– If rejected, an explanation must be provided to the employee for
correction
8. 8
Supervisor Responsibilities (cont’d)
• A supervisor may elect to delegate authority to
another person to review & approve their timesheets
if they are not available for an extended time period
– Email Etimecard@cna.org for assistance & instructions
• A supervisor cannot complete and approve an
employee's timesheet in the same biweekly period
– Request the assistance of your group timekeeper or timesheet
administrator for completion
– If a timesheet is completed by someone else, then the employee must
re-sign the timesheet when they return to acknowledge the hours
recorded are complete & accurate
9. Polling Question #2
On what occasion, can an employee record hours in
advance on their timesheet?
a) Prior to going on leave
b) Prior to leaving for business travel
c) When you know the timekeeping system will be
inaccessible
d) All of the above
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10. 25% 25% 25% 25%
What is the best response?
1. Answer a
2. Answer b
3. Answer c
4. Answer d
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11. Remote Access into Deltek T&E
• Three available options to access your timesheet remotely:
– CISCO VPN – Provides access to the network remotely via VPN
on your CNA-issued laptop. Username, password, & RSA token*
are required.
– SSL VPN – Provides remote access through a webpage
(https://web.cna.org) from any computer or smart device with
internet access. Username, password, & RSA token* are
required.
– GOOD App – Provides remote access to a link to timesheet via
Cruiser. Your username and password are required for access.
Currently, this functionality is only available on Apple devices.
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* If your physical RSA token is not available, contact the IT
Help Desk for assistance.
12. Timesheet Corrections
• Make timesheet corrections as soon as they become
known
• Provide a proper explanation for all timesheet
changes for the permanent record
• Must be signed by employee & approved by the
supervisor or manager
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13. Timesheet Corrections (cont’d)
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Unacceptable
Reasons/ Explanations
Didn’t know the correct project
number so I charged time to
another project number
Project number was not available
so I charged to overhead project
number until project number
became available
Manager provided incorrect
project number
Acceptable
Reasons/Explanations
Charged to vacation leave number
but had to work while on vacation
Group timekeeper could not reach
me and entered time on my behalf,
so I made adjustments to reflect
time worked
Moving hours from “at risks” project
number to fully funded project
number
14. Timekeeping Compliance
• Pop-Up reminder when you log off your system
• Automated email reminder at 9:30am
• Late time entry reporting
– Monthly report sent to senior management and VP with results by employee/division
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2014-01 2014-02 2014-03 2014-04 2014-05 Total
Team Status
FT 3 0 0 0 3 6
PT 1 2 0 0 0 3
FT 1 0 0 0 0 1
Employee Name Approver
DIV Employee A (99999) Supervisor
Employee B (99999) Supervisor
Employee C (99999) Supervisor
Late Time
Timesheet Period (late entries)
Compliance rate less than
90% (>2 late entries per
accounting period)
15. Timekeeping Resources
• Cruiser
– Rules & Reg/ Timekeeping
User’s Guides
Training Materials
FAQs
– CNA Policy Manual
Section 4.5.2
• Supervisor/ Project Mgr
• Group Timekeeper
• Etimecard@cna.org – technical assistance
• Timekeeping@cna.org – compliance questions
When in doubt, please utilize one of the resources above for guidance.
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16. Polling Question #3
Where are the DOD Hotline posters located?
a) On Cruiser
b) In the 4th floor Café
c) In the galley on every floor
d) All of the above
16
17. 25% 25% 25% 25%
What is the best response?
1. Answer a
2. Answer b
3. Answer c
4. Answer d
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18. 18
Department of Defense (DOD) Hotline
• CNA has a responsibility to guard against labor fraud and waste.
• The DOD established this hotline for employees who work on
government contracts to report fraud, waste or abuse without
fear of reprisal.
(800) 424-9098
Email: hotline@dodig.osd.mil
Internet: http:www.dodig.osd.mil/hotline
19. 19
DCAA Floor Check Audit
Defense Contract Audit Agency (DCAA) provides audit
oversight for the government on our timekeeping
practices. DCAA auditors periodically perform
unannounced physical observations of work areas and
make inquiries of employees known as a Floor Check.
• Employees are randomly selected for an interview
– If selected, an employee cannot alert other employees that a
floor check audit is in progress.
• CFO personnel will escort the auditors to every
employee interview, but cannot speak unless permitted
20. 20
DCAA Floor Check Audit (cont’d)
• The scope of the floor check audit is to determine if
an employee:
– Is actually at work & performing job/project related tasks
– Charging time to the appropriate charge code
– Is familiar with CNA’s timekeeping policies/procedures
– Knows what resources are available and where to locate
them
21. 21
DCAA Floor Check FAQs
• How often do you record your time?
• When was your last timekeeping training class?
• Do you know where you can find information on timekeeping
policies and procedures?
• Who provides you the tasks that you are currently supporting
and the related charge numbers?
• Did you provide a reason for recording time to a previous work
day?
• Do you ever temporarily charge time to a code with the intention
of correcting it later?
• If you knew of an instance of time mischarging, who would you
contact?
• Where are the DOD Hotline posters located?
**Only answer the auditor’s specific question. Do not feel obligated to provide an answer if you’re not sure**
23. Polling Question #4
If an employee attends a Soapbox, how should they
charge their time?
a) As time to the project
b) As training & development
c) Don’t charge anything – it was during lunch
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24. 33% 33% 33%
What’s the best response?
1. Answer a
2. Answer b
3. Answer c
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25. Timekeeping Scenario 1 of 6
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Response
All CNA employees are encouraged to attend soapboxes. But whether you charge
direct vs. indirect would depend on your circumstances.
Direct – project related
Indirect – training & development
Lunchtime – personal interest
4.5.2.2 Timekeeping standards and guidelines – General
Research managers at all levels as well as analysts, project administrators, secretaries, editors, programmers, research assistants,
librarians, and graphic artists should use direct charge numbers (including numbers for general concept development & project
development) for such activities as:
• Performing research and related activities (e.g., literature searches, data collection, data reduction, programming, preparation of
proposals for the “core” FFRDC program, project oversight and administration by a project director or team leader)
• Preparing papers, reports, and briefings—or contributing to their preparation by typing, creating graphs, proofreading, editing, etc.
• Discussing current research (ideas, plans, progress, results)
1. with other employees, consultants, and subcontractors whether or not they are assigned formally to the project
2. with a group of peers or managers at any type of meeting
3. with clients, other outside groups, and the Board of Trustees or any of its members or committees
• Reviewing project papers, reports, and briefings in any stage of preparation
• Doing professional reading related to the development or execution of a research project
• Acquiring beneficial knowledge and skills through training activities that are charged directly.
26. Polling Question #5
Two employees are traveling for a site visit for a study.
Employee A charges the travel time from the time he
leaves his house to go to the airport through arrival at
the hotel and any additional time that day spent on
work (confirming meetings, reviewing emails, etc.).
Employee B chooses not to charge all of the time on
travel because he slept on the flight and doesn’t feel
that time should be charged to the study.
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27. Polling Question #5 (cont’d)
Who is properly calculating their travel time?
a) Employee A
b) Employee B
c) Neither, because the client will not reimburse for it
27
28. 33% 33% 33%
What’s the best response?
1. Answer a
2. Answer b
3. Answer c
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29. Timesheet Scenario 2 of 6
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Response
Employee A is correct. The employee would not have been on the flight
otherwise. However, employees are encouraged to maximize their time and
be as productive as possible.
4.5.2.2 Timekeeping standards and guidelines – Business travel time
The outgoing leg of business travel begins when you leave your home or office and ends on arrival at your initial destination
(e.g., hotel or military installation). Once you've reached your destination, time is not chargeable until you are actively
attempting to accomplish work. The return leg of business travel begins when you leave your hotel or site being visited and
ends on arrival at your home or office.
Examples of chargeable activities during business travel include drive to the airport, waiting at the airport to leave, flying or
driving to destination, reviewing meeting notes prior to or after meetings, and attendance at work activities. Examples of
activities not chargeable are personal recreation and routines such as exercising, meal breaks, unpacking, and packing.
Travel time includes delays and layovers, to the extent time is actually spent traveling. If the delay or layover spans more than
one day, all time may not be chargeable. For example, if you check into a hotel during a delay or layover, time spent at the
hotel taking care of personal business is not chargeable. Examples include showering, sleeping, exercising, or eating meals.
Travel to the hotel and back to the airport to catch the flight at its scheduled departure is chargeable as business travel time.
30. Polling Question #6
Two analysts visit a US Navy command to update their
sponsor on their project. They arrive at 0700 and attend
two daily briefings (not directly related to their project).
Afterwards, the Field Rep says the Admiral will see the CNA
team in the afternoon. Analyst A goes to lunch with the
Rep and members of Navy staff, while Analyst B returns to
the hotel to check email. They reconvene at 1400, but the
Admiral pushes the meeting until 1500. At 1730 they wrap
for the day, but run into a potential sponsor and decide to
go to dinner which lasts until 2000.
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31. Polling Question #6
How much of the their time is chargeable?
a)Both analysts can charge direct for the mornings hours
b)Analyst B’s lunch time may be direct if email correspondence
is related to a specific project and adds value to the sponsor
c)Dinner may be a seen as marketing if discussions with the
potential sponsor result in future business opportunities
d)All of the above are correct
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32. 25% 25% 25% 25%
What’s the best response?
1. Answer a
2. Answer b
3. Answer c
4. Answer d
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33. Appendix: Timesheet Scenarios 3 of 6
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Response
Answer D, all of the above.
The reason for the business meeting was to report on project status, therefore, any related
hours should be charged directly to the project. The analysts were prepared and ready to
present upon arrival, but scheduling changes delayed the meeting. Unless the analysts were
able to perform other project tasks (i.e. emails, conference calls, review deliverables), their
time should be charged to the sponsor’s project.
• The morning hours are chargeable as direct, because the employees traveled and made
themselves available for the meeting.
• The afternoon hours may be treated differently depending on the circumstances:
Analyst A – the lunch may be deemed as either a business meal or personal depending on
the nature of the conversation.
Analyst B – the time checking & responding to email may be chargeable as direct, if it
relates to a specific project and adds value to the customer/sponsor.
• The dinner may be defined as a marketing effort since it was with a “potential sponsor” that
may result in future business opportunities.
34. Polling Question #7
An analyst is being sent overseas to an exercise. When
the exercise is done, there will be a few days of down
time, and then a second exercise they are supporting
(for the same project) will begin. Rather than bring
them home after the first exercise ends and then send
them back again, they will stay until the second
exercise begins. The cost of the travel time, airfare,
lodging & per diem is more expensive than just leaving
them in place.
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35. Polling Question #7
Should the analyst record any leave while they are
waiting for the second exercise to begin?
a)No, all their time is chargeable to the projects
b)Yes, only the hours that were legitimately taken
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37. Timesheet Scenario 4 of 6
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Response
Answer B is correct.
Employee should not charge leave unless it was legitimately taken. Since it was not
cost beneficial for the employee to come home and then return, they should treat
this situation like a travel layover. Since the employee was assigned to support both
efforts, they can in essence charge a proportionate share as travel time to each
project and document in the comment section of the timesheet.
The employee should not charge 24 hours per day, because not all travel time is
chargeable (i.e. personal activities) as defined in Section 4.5.2.2 of the policy
manual.
But, if the employee has the ability performed some other work, they are
encouraged to maximize any downtime and be as productive as possible.
38. Polling Question #8
If a salary employee worked over 100 hours on a
project during a biweekly period, how should they
record their time?
a)Only record 80 hours
b)Record all hours worked to that project
c)Only record the hours that can be covered by
remaining project funding
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39. 33% 33% 33%
What’s the best response?
1. Answer a
2. Answer b
3. Answer c
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40. Timesheet Scenario 5 of 6
40
Response
Answer B is correct.
We have a Total Time Accounting policy, so employees must record all hours worked.
The time charged to work must reflect the work actually performed without regard
to budgetary restrictions or other financial considerations.
The labor costs are proportionately allocated to projects at the effective rate.
41. Polling Question #9
A couple of CNA’ers meet over lunch only to discuss a
particular project. This time is considered work and is
chargeable to the project.
a)TRUE
b)FALSE
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43. Timesheet Scenario 6 of 6
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Management Response
Answer is TRUE.
A lunch may be deemed as either a business or personal depending on the original
intent or outcome.
If lunch was the only available slot to meet regarding an issue/topic, then it may
be considered business meal.
If the lunch conversation is general and not specific to work, then it would be
considered personal.
The amount of time chargeable to project is subjective, so the employee should
consider how much of the conversation added value to a project and its final
objective.
44. Questions
If you have any questions, please contact one of the
following individuals:
Scott Teng ext. 2890, Timesheet Administrator
Tiffany Poindexter ext. 2378, Timesheet Amendments
Yolanda Brooks ext. 2987, Timekeeping Compliance
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