5845 Richmond Highway, Suite 700
Alexandria, VA 22303
www.pxi.com / ADMINISTRATIVE DIRECTIVE / Number: 305
Revision: G
Date: 07/11/06
Subject:
Timesheet Policy / Page:
2 of 3
1.0 PURPOSE
This Administrative Directive establishes the Praxis, Inc. (Praxis) policy for timekeeping using electronic timesheets.
2.0 ELECTRONIC TIMESHEETS
NOTE: For detailed instructions on using Electronic Timesheets, see Instructions for Using Deltek Time & Expense, available on the Praxis Intranet.
1. Praxis uses electronic timesheets to compute pay and annual leave accruals, and allocate costs to jobs.
2. Timesheets must be signed and submitted to your supervisor by 10 a.m. on the Monday following the "Weekly period ending" date shown on your electronic timesheet. If your timesheet is not submitted on time, you will not be paid on time.
3. It is each employee's responsibility to ensure that their electronic timesheet is filled out completely and correctly, and submitted on time.
4. Timesheets must be filled in by the end of each working day. Do not fill out your timesheet ahead of time unless you are taking annual leave.
5. Every employee must complete his or her own timesheet. Timesheets cannot be filled out by supervisors (except as provided for in paragraph 3.0, number 1) or co-workers.
6. Proper completion of timesheets is part of your job. Careless or improper recording practices can lead to disciplinary actions under company policy as well as applicable Federal statutes (see paragraph 4.0).
3.0 PROBLEMS RELATED TO TIMESHEETS
1. Supervisors are prohibited from completing timesheets for their personnel unless a prolonged period of absence is involved and it is done with the knowledge and consent of the employee. Supervisors may only charge an absent employee's time to annual leave or holiday leave.
2. All charges must be made in accordance with the contract's Statement of Work (SOW) and Technical Direction Memorandums (TDM). Supervisors are responsible for ensuring that their employees are charging correctly.
3. Timesheet irregularities should be reported to your supervisor or the Human Resources department immediately.
4.0 POTENTIAL LIABILITY FOR IMPROPER TIMESHEET PRACTICES
18USC1001 provides that “Whoever, in any matter within the jurisdiction of any department or agency of the United States knowingly and willfully falsifies, conceals or covers up by any trick, scheme, or device a material fact, or makes any false, fictitious or fraudulent statements or representations, 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.” The following items are examples of those who have been held liable under this statute:
· Employees who fill in and sign timesheets with false information.
· Supervisors who approve a timesheet knowing that it contains false information.
· Managers and Officers who know these facts and submit an invoice based on the false timesheet.
· The company, in cases where the falsification is known by individuals who submit or have the authority to submit or disapprove the submission of invoices, or who are of a sufficiently high enough level in the company that the court will impute their knowledge to the corporation.
5.0 TIMESHEET AUDITS
Praxis timesheets are audited for compliance with Federal and Department of Defense regulations. Some of the things the auditors look for are:
· Is the timesheet being completed daily?
· Are revisions being made properly? (See Instructions for Using Deltek Time & Expense, for procedures on revising electronic timesheets.)
· Are the charges correct (in accordance with the SOW and TDM)?
· Are timesheets being submitted and approved in sufficient time for payroll processing?
· Do employees understand time-keeping and timesheet procedures?
6.0 RESPONSIBILITIES AND REVIEW CYCLE
Responsible Reviewing Manager: Praxis Management, Accounting
Review Cycle: Every year, on or before June 1
RECORD OF CHANGES
REVISION / DATE / TITLE OR BRIEF DESCRIPTION / ENTERED- / 01/01/91 / First Distribution / rjc
A / 09/01/93 / Incorporate Record of Changes, update address / jswc
B / 12/13/94 / Incorporate changes / jcl
C / 06/20/96 / Incorporate changes / jcl
D / 12/2/96 / Update address / jts
E / 01/19/01 / Added references to WebET, changed address, clarified procedures, moved payroll related policies to AD 313, added Resp and Rev Cycle / mar
F / 02/07/06 / Corrected paragraph references in section 2.0, revised section 4.0 to agree with the United States Code / mar
G / 07/11/06 / Changed “5 p.m.” to “10 a.m.” in paragraph 2.0, number 2 / mar
- / 04/13/09 / Updated address / mar
- / 02/02/10 / Changed “WebET” to “Deltek Time & Expense” in paragraph 5.0 / mar