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Time and Labor Reporting

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    Title:

    Time and Labor Reporting

    Publication date:

    10/19/2020

    Effective date:

    10/1/2020

    BRIEF

    Policy Summary

    This policy outlines the requirements for the accurate and timely reporting of effort at Berkeley Lab using the Lab Employee Time System (LETS). Each employee must report their own time worked by project/activity and any type of leave taken. Each supervisor must review and approve time reported by each of their employees.

    Who Should Read This Policy

    All Berkeley Lab employees

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Disbursements Services Manager
    Payroll Manager

    Title:

    Time and Labor Reporting

    Publication date:

    10/19/2020

    Effective date:

    10/1/2020

    POLICY

    A. Purpose

    This policy outlines the requirements for the accurate and timely reporting of effort using Lawrence Berkeley National Laboratory's Lab Employee Time System (LETS).

    B. Persons Affected

    All Berkeley Lab employees

    C. Exceptions

    None

    D. Policy Statement

    1. Each employee must report their own time worked by project/activity and any leave taken (i.e., time off). At the end of each period and prior to the time sweep, each employee is required to certify and attest to the accuracy of the time card and release for review and approval. The employee's assigned supervisor or work lead must review and approve time reported by each of their employees.
    2. Accurate and timely reporting is required and enables the Laboratory to:
      1. Guarantee employees are paid correctly and their leave accruals are accurate.
      2. Ensure labor costs are properly reported by Department of Energy (DOE) Budget and Reporting classification.
      3. Monitor actual performance against funding limitations and budgetary goals.
    3. Procedures
      1. LETS provides online access to time reporting and approvals for all current employees. Lab employees use their LDAP credentials to access LETS. Refer to the LETS User training for more information.
      2. The following chart details the minimum reporting requirements by employee type:

        Type of Employee

        Schedule

        Timecard

        Minimum Reporting Unit

        Exempt (including UC faculty)

        Full-time

        Monthly

        1/2 day

        Exempt

        Part-time

        Monthly

        1/4 hour

        Exempt (Engineering, EH&S, and Facilities only)

        Full-time

        Monthly

        1/4 hour (4hours for leave taken)

        Non-exempt

        Full-time, part-time, and variable

        Weekly

        1/4 hour

      3. For employees in exempt classifications, time worked and leave taken on each project must be reported in total. It is not necessary to report the days on which the work was performed, but all leave time (time-off taken) must be reported in specific days. For employees in non-exempt classifications, time worked and leave taken must be reported in specific days.
      4. If exempt employees work more than the normal number of hours or days, they are to distribute their effort proportionally to each project they worked on, based on the total time worked.
    4. Schedule and Time Changes
      1. An employee's schedule of days off, workdays, and hours per day within the specified time schedule may be varied by their supervisor to meet unusual job requirements triggering an employee status change.
      2. When clocks are changed to and from daylight savings time each year, actual hours worked should be reported. In the spring, when the time change results in a seven-hour owl shift, non-exempt employees may be scheduled for an extra hour of work or charged an hour of vacation to make an eight-hour shift. In the fall, when the time change results in a nine-hour owl shift, the additional hour (when worked) is reported as overtime.
    5. Certification and Approval of Time Reports
      1. Employees must certify the accuracy of their time reported and release their timecards prior to the scheduled time sweep.
      2. Each supervisor or work lead must review the time reported by their assigned staff and must approve all of their employees' time electronically prior to the scheduled time sweep. In the absence of the supervisor (approver), a designated backup supervisor or manager may approve time. The backup approver must be the same level or above as the employee's supervisor or work lead.
      3. Work Leads: In addition to supervisors (approvers), designated work leads are also able to certify time for employees assigned to them.
        • Designated work leads must be exempt-level Berkeley Lab employees who regularly provide work direction to the person(s) for whom time is being approved. Designated work leads cannot be graduate student research assistants (GSRAs), contract workers, students, or affiliates.
        • With the approval of the Chief Financial Officer (CFO), a work lead will be assigned to the Lab Director. The work lead will be an exempt-level member of the Director's staff who is knowledgeable of the Director's schedule.
        • Requests for exceptions must be provided in writing and approved in advance by the CFO or their designee.
      4. Time certification by the employee, supervisor, or designated work lead may be electronic with the use of a personal password accessing LETS or, when not possible electronically, by actual signature on a time sheet produced from LETS and provided by the division timekeeper.
      5. Timecard corrections (e.g., to correct project/activity for time worked or use of leave taken) can be accomplished through LETS or through a Labor Distribution System (LDRS) labor adjustment.
        • LETS corrections that affect leave types (e.g., vacation, sick, jury duty, etc.) must be certified in the system by the employee and approved by the supervisor. If the corrected timesheet is questioned either by the employee or their supervisor, the Controller's Office can assist in the determination.
        • For LDRS labor adjustments that affect time worked on a project/activity to another project/activity, an e-mail alert will be automatically generated. This notification will be sent to the individual whose time was adjusted as well as to their manager, indicating the details of the adjustment. This notification will serve as a negative concurrence for adjustments. Should the individual or his/her supervisor not agree with the adjustment that was made, a response is required within five days. Labor adjustments over the approval thresholds identified in the Resource Adjustment policy still require approval from a designated financial approver.

    E. Roles and Responsibilities

    Managers, supervisors, and employees have the responsibility to adhere to the provisions of this policy.

    Role

    Responsibility

    Employee

    • Ensures that all time worked and leave time taken is accurately recorded and certified by established due dates.
    • Ensures that any errors in time recording are corrected in a timely manner.
    • Ensures that any labor adjustments made on behalf of the employee are accurate.

    Supervisor/Work Lead

    • Confirms that the employee has charged appropriate projects/activities and accounted for leave time taken.
    • Approves employee timecards by established due dates.
    • Ensures that any errors in employee time reporting are corrected on a timely basis.

    Resource Analysts

    • Assist with labor adjustments.

    LBNL Payroll Office

    • Assists with labor corrections that involve leave types.
    • Assists in inquiries related to LETS input/corrections.
    • Processes time corrections involving leave types.

    Human Resources

    • Annotates personnel file for schedule changes for indeterminate employees.

    F. Definitions/Acronyms

    None

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document number

    Title

    Type

    11.05.001.001

    LETSLite User Guide

    User Manual

    I. Contact Information

    Disbursements Services Manager Payroll Manager

    J. Revision History

    Date

    Revision

    By Whom

    Revision Description

    Section(s) Affected

    Change Type

    1/2/2012

    1

    M. Mock

    Reformat for wiki

    All

    Minor

    11/30/2013

    1.1

    M. Hutchins

    Reviewed 11/12/13. No changes

    Publication, next review date

    Minor

    3/25/2016

    2

    M. Hutchins

    Remove GSRA exception and include assigned work lead for Lab Director.

    D.5 Certification of time reports

    Major

    10/19/2020

    2.1

    M. Hutchins

    Minor clarifications; Periodic Review

    D

    Minor

    DOCUMENT INFORMATION

    Title:

    Time and Labor Reporting

    Document number

    11.05.001.000

    Revision number

    2.1

    Publication date:

    10/19/2020

    Effective date:

    10/1/2020

    Next review date:

    11/30/2023

    Policy Area:

    Payroll

    RPM Section (home)

    Financial Management

    RPM Section (cross-reference)

    Section 11.05

    Functional Division

    OCFO

    Prior reference information (optional)

    RPM, Chapter 11, Section 11.05

    Source Requirements Documents

    • Federal Appropriation Law
    • Contract 31, I.40, FAR 52.222-4 Contract Work Hours and Safety Standards Act - Overtime Compensation (May 2018)

    Implementing Documents

    Document number

    Title

    Type

    11.05.001.001

    LETSLite User Guide

    Manual

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