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Timesheet Management Policy

 

 

 

“YOUR COMPANY LOGO”

 

 



1 Purpose

The purpose of the Timesheet Management Policy is to facilitate and ensure the achievement of the “Your Company Name” objectives through the effective management of employee performance.

The policy helps to bring necessary transparency in effort estimation, increasing employee productivity and improved accuracy in customer billing.

2 Scope

The policy is applicable to all employees in “Your Company Name” in “Enter Location Names”. Employees who are part of the Pre-Sales, Sales, Marketing and Support Function are excluded.

3 Policy
  • 3.1 Objectives
    • The policy document has been drafted keeping the following objectives in mind;
    • 3.1.1 To enable the achievement of the “Your Company Name” strategic objectives by providing a system through which individual efforts and man-hours can be estimated.
    • 3.1.2 To provide a transparent framework for effort estimation and customer billing.
    • 3.1.3 To provide a structured process for implementation, management and control of the timesheet module in [NAME OF SOFTWARE].
  • 3.2 Applicability
    • This policy is applicable for all permanent and probationary employees working on the payrolls of:
  • 3.3 Introduction to Timesheet
    • 3.3.1 “Timesheet” helps the employees’ gain a clear understanding of the time spent on each task and helps them improve productivity.
      • It also helps the management in efficiently billing the client as per the effort estimation thereby ensuring that no efforts are lost and hence improving business profitability.
    • 3.3.2 Fundamental to this approach is:
      • i. An agreement between the staff member and manager about what is to be updated in the timesheet, to what standard, how and by when, by setting clear objectives.
      • ii. Regular, joint review of the timesheet process by HOD, HR and Management against the above to ensure continual and timely update of the timesheet.
    • 3.3.3 Timesheet module training shall be provided to all new hires in the 1st month of joining by the [Name of department] team. The HOD and “Enter Contact Person Name” in the HR team is expected to ensure compliance.
    • 3.3.4 All existing employees expected to fill the timesheet have been provided with necessary training. Those facing issues or having unresolved queries are requested to contact “Enter Contact Person Name” in the [Name of department] team.
  • 3.4 Timesheet Guidelines
    • 3.4.1 The [Name of Software] shall be used as a framework for tracking time and efforts of all the employees who are expected to update timesheet.
    • 3.4.2 It is mandatory for each employee to update [Number of Hours]/day timesheet for all present days.
    • 3.4.3 Payroll for all the employees as defined in the (clause 3.2) shall be processed on the basis of inputs derived from “Time-Sheet” module and daily attendance.
    • 3.4.4 For each working day the employee is expected to log timesheet within the 07 calendar days (grace period) irrespective of Holidays.
    • 3.4.5 The system (Time-sheet Module) will allow employees to update the timesheet after the expiry of 7 days grace period however it shall be marked as “default”.
    • 3.4.6 It is the responsibility of each employee to ensure that the timesheet is filled-up correctly, reviewed and approved by the respective reporting manager on time.
    • 3.4.7 Time-sheet filled up partially or incorrectly due to whatever reason shall be considered as “default”. Hence, it is important for each employee to ensure timely and accurate update of timesheet.
    • 3.4.8 Not more than 02 defaults per quarter shall be deemed acceptable. Please refer to (clause 3.11) for details on non-compliance and penalty.
    • 3.4.9 For the purpose of efficiently tracking billable and non-billable man-hours the projects has been broadly divided under 06 major categories:
      • 1) Implementation Project – Customer (Billable & Non-Billable)
      • 2) Support Project – Customer
      • 3) Training & Organizational Activities
      • 4) Internal Non-Billable Task
      • 5) On Bench
      • 6) Trainee
  • 3.5 Updating Timesheet: for “Implementation Project – Customer”
    • The employee needs to follow the below steps to update the billable and non-billable man-hours in timesheet.
    • 3.5.1 For Man-Day based projects; timesheet entry has to be done as “Billable” as per initial budgeted-hours in project goal. Hours exceeding the budgeted hours limit need to be entered as “Non-Billable”.
    • 3.5.2 Any activity of Man-Day based project which cannot be invoiced to customer has to be entered as “Non-Billable”.
    • 3.5.3 For fixed bid based project; timesheet entry has to be done as “Billable” as per initial budgeted-hours in project goal. Hours exceeding the budgeted hours limit need to be entered as “Non-Billable”.
    • 3.5.4 During the course of the project; if project scope increases (both timesheet & fixed bid) then the project owner can change project estimation if client is paying for change request/new requirement otherwise project effort will remain same as defined initially.
    • 3.5.5 Time spent on Out-station Travel during working day needs to be logged in the timesheet against the related project as “Billable (or) Non-Billable hours” depending on the project.
  • 3.6 Updating Timesheet: for “Support Project – Customer”
    • The employee needs to follow the below steps to update the billable and non-billable man-hours in the timesheet.
    • 3.6.1 For every new support contract an account will be created in CRM tool and a milestone will be created under support project in [Name of Software] and only assigned issues will be duplicated in [Name of Software] Timesheet daily at 5:00 pm.
    • 3.6.2 CRM tool shall continue to be used as client communication and monitoring platform however timesheet entries will be done in timesheet module in [Name of Software].
    • 3.6.3 For Support Projects; timesheet entry has to be done as “Billable” as per initial budgeted-hours in project goal. Hours exceeding the budgeted hours limit need to be entered as “Non-Billable”.
    • 3.6.4 During the course of the project; if project scope increases (both timesheet & fixed bid) then the project owner can change project estimation if the client is paying for change request/new requirement otherwise project effort will remain same as defined initially.
  • 3.7 Updating Timesheet: for “Training & Organization Activities”
    • The employee needs to follow the below steps to update the non-billable man-hours in timesheet for training and organization wide activities;
    • 3.7.1 An employee undergoing any form of training needs to inform “Enter contact person name” in (HR Team) with CC to RM via email to create and assign a task under the “Training and Organization activities” project category.
    • 3.7.2 All man-hours entries made under the project category “Training & Organizational Activities” will be deemed as “Non-Billable”.
    • 3.7.3 For all organizational activities or events, a task shall be created & pre-assigned to each employee under the “Training & Organization Activities” to enter “Non-Billable” man-hours. In case it is not pre-assigned; please contact “Enter contact person name” in the HR team.
  • 3.8 Updating Timesheet: for “Internal Non-Billable Task”
    • The employee needs to follow the below steps to update the non-billable man-hours in a timesheet for internal non-billable task;
    • 3.8.1 Only Team Lead and Project manager reserve the rights to fill timesheet under this project category “Internal-Non Billable-Dept. Name”. Example: Internal-Non Billable – [Name of Software].
    • 3.8.2 This project consists of 3 sub-categories (Milestones): Project Management Activities, Internal Review Meeting & Presales Activities.
    • 3.8.3 If any Team Lead or Project Manager performs any activity which falls under any of the above mentioned 3 subcategories (milestones), then he/she is expected to create a task and fill timesheet against that task.
    • 3.8.4 All timesheet entries made under this project category will be considered as “Non-Billable”.
  • 3.9 Updating Timesheet: for “On Bench”
    • The employee needs to follow the below steps to update the non-billable man-hours in timesheet when on-bench;
    • 3.9.1 Employees not assigned any task on a given day are expected to make timesheet entries under the project category “On-Bench”.
    • 3.9.2 All timesheet entries made under this project category will be considered as “Non-Billable”.
    • 3.9.3 Employees are strictly forewarned not to misuse this category for entries non-billable hours for any other project related activities. Such action will be considered as willful default and will qualify for strict disciplinary action.
  • 3.10 Updating Timesheet: for “Trainee”
    • The employee needs to follow the below steps to update the non-billable man-hours in the timesheet;
    • 3.10.1 Employees working in the capacity of a Trainee and not assigned any live projects shall be expected to fill timesheet under this project category called “Trainee”.
    • 3.10.2 In order to be assigned a project under this category; each trainee is expected to email “Enter contact person name” in HR team (with RM in CC). The email should contain details like Employee Code, Employee Name and Training period approved by the RM to enable her to create and assign project.
    • 3.10.3 Project will contain 03 sub categories (milestones) – Training/Self Learning, Project related activities, and Support related activities.
    • 3.10.4 The Trainee will be expected to create daily task linked with above milestones and enter non-billable hours against the same in the timesheet.
    • 3.10.5 Only employee working on as trainees reserve the right to enter non-billable hours in timesheet during the pre-approved training period. Trainee working on live projects are expected to enter “Billable Hours” against the respective project.
  • 3.11 Non-Compliance & Payroll Impact
    • 3.11.1 Employees have undeniable responsibility to ensure timely and accurate update of timesheet where default is doing so will be considered as misconduct (e.g. negligence or non-compliance) on the part of the employee and shall warrant disciplinary procedure.
    • 3.11.2 Each employee is expected to enter 08 hours/day timesheet entry for all working days.
    • 3.11.3 A minimum of 08 man-hours entry in timesheet will be required to calculate 01 full day present. In case, under any circumstance the timesheet entry is less 08 hours then the employee shall be marked as “Absent” for that given day.
    • 3.11.4 Employees are urged to ensure that the timesheet is updated regularly on time as it will have a direct impact on their attendance and hence their payroll.
    • 3.11.5 Entries made in timesheet after the payroll process date will be considered in next payroll and arrears will be paid in the next cycle.
    • 3.11.6 Arears will only stand to be processed if the time entries are successfully entered and approved before the payroll processing date.
    • 3.11.7 The timesheet “default” is defined as under;
      • a) Failure to update the timesheet within the 07 days’ timeframe (grace period).
      • b) Partial or incomplete update within the 07 days’ timeframe.
      • c) Incorrect update of the timesheet within the 07 days’ timeframe.
    • 3.11.8 More than 02 defaults per quarter shall qualify for disciplinary action as mentioned in the table below;
    • 3.11.9 Defaulting employees shall be coached and counselled by the HOD and HR to understand the underlying reason for non-compliance in filling up the timesheet. The HOD/HR will recommend necessary timesheet trainings if necessary to improve compliance.
    • 3.11.10 The company reserves the right to take necessary corrective action up to termination as mentioned in the table above should the employee fail to mend ways even after counselling or trainings.
  • 3.12 Reporting and Controls
    • 3.12.1 An employee and line manager (RM) shall be responsible for the timely completion and regular update of the time sheet.
    • 3.12.2 Post update of the time-sheet; it shall be submitted to next line manager for his/her review and approval.
    • 3.12.3 The reporting manager reserves the discretionary rights to approve or reject employee timesheet-update. However, the Managers are advised to apply jurisprudence in exercising their decisions.
    • 3.12.4 The line manager shall have a discussion with the employee before rejecting timesheet update back by reasons and supporting evidence.
    • 3.12.5 Any dispute with regards to the timesheet update default shall be referred to HR team (Talent Management). The decision of the HRD can’t be challenged and shall be deemed final.
    • 3.12.6 Any issues with the time-sheet portal needs to be escalated to [Name of Software] implementation team at “Insert email ID” or can be shared on the feedback section in [Name of Software].
  • 3.13 Governance
    • 3.13.1 The Policy shall be governed by the “Enter Contact Person Name” in the HR department.
    • 3.13.2 The verdict of HRD on any disputes or issues with regards to performance ratings and payout percentages shall be deemed final.
  • 3.14 Exceptions
    • 3.14.1 No exceptions shall be made in the policy unless the policy is revoked by the HRD or the Managing Director.
    • 3.14.2 Any exceptions in this policy can be only approved by Head HR along with consent of the Managing Director.
4 ROLES & RESPONSIBILITIES
5 GLOSSARY
    • 5.1.1 For purposes of this policy, the terms used are defined as follows:
6 RELATED POLICIES, PROCEDURES, OR OTHER REFERENCES
7 REVISION LOG
8 APPENDIX A
    • “Attach related policies & procedures”