Page History

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|Title:|Time and Labor Reporting|
|Publication date:|111/230/20122013|
|Effective date:|9/15/2011|
h2.BRIEF
h3.Policy Summary
This policy outlines the requirements for accurate and timely reporting of effort at Berkeley Lab using the Laboratory's Pay and Time Reporting System. Each employee must report his or her own time worked (by job or project) and leave taken (by category). Each division or department must review and approve time reported by each of its employees.
h3.Who Should Read This Policy
All Berkeley Lab employees
h3.To Read the Full Policy, Go To:
The POLICY tab on this wiki page
h3.Contact Information

[Disbursements and Project Costing Manager|https://commons.lbl.gov/display/rpm2/Contacts+for+Select+Operations+Functions#ContactsforSelectOperationsFunctions-DisbursementsMgr]
[Payroll Manager|https://commons.lbl.gov/display/rpm2/Contacts+for+Select+Operations+Functions#ContactsforSelectOperationsFunctions-Payroll]

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|Title: |Time and Labor Reporting|
|Publication date: |111/230/20122013|
|Effective date: |9/15/2011|
h2.POLICY
h3.A. Purpose
This policy outlines the requirements for accurate and timely reporting of effort using Lawrence Berkeley National Laboratory's (Berkeley Lab's) Pay and Time Reporting System.
h3.B. Persons Affected
All Berkeley Lab employees
h3.C. Exceptions
None
h3.D. Policy Statement
# Each employee must report his or her own time worked (by job or project) and leave taken (by category). Each division or department must review and approve time reported by each of its employees.
# Accurate and timely reporting is required and enables the Laboratory to: 
## Monitor actual performance against budgetary goals 
## Ensure labor costs are properly reported by Department of Energy (DOE) Budget and Reporting classification 
## Guarantee employees are paid correctly and their leave accumulations are accurate 
# *Procedures* 
## The Laboratory Employee(s) Time Entry System (LETS) provides online access to time-reporting and approvals. Role assignment, password applications, and training are available through the division offices. To access LETS, refer to the [LETS User Guide|https://www-iss.lbl.gov/lets/docs/letslite_user_manual.doc] or "How To" brochures available in each division.
## The following chart details the various time-reporting categories:
|*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|
## 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 must be reported in specific days. For employees in non-exempt classifications, time worked and leave taken must be reported in specific days.
## 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. 
# *Schedule and Time Changes* 
## An employee's schedule of days off, workdays, and hours per day within the specified time schedule may be varied by his or her supervisor to meet unusual job requirements without use of a Personnel Action Form (PAF). The schedule for employees working indeterminate time, however, must be indicated in detail on the employment form, and changes must be submitted in detail on a PAF.
## 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 
# *Certification of Time Reports* 
## Employees must certify the accuracy of their time reported. Each supervisor (approver) must certify the accuracy of the time reported by his or her subordinates and must approve all of his or her employees' time, either electronically or on a time sheet produced by LETS. In the absence of the supervisor (approver), normally, only another designated supervisor or manager may approve time.
## In addition to supervisors (approvers), designated work leads are also able to certify time for employees assigned to them. Either the supervisor (approver) or the designated work lead may approve the employee's time. 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.
## In certain instances, the ability to certify timecards may be granted to non-Berkeley Lab employees currently employed by another DOE national laboratory who are providing work direction to the person(s) for whom time is being approved.
## Requests for exceptions must be provided in writing and approved in advance by the Chief Financial Officer (CFO) or designee.
## 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.
## Employees, supervisors, and/or designated work leads must concur with changes and corrections to the time they have certified, whether accomplished through LETS or labor resource adjustments. Corrected time sheets or communication (e.g., e-mail notification) for labor resource adjustments and clearance of labor charges from dropout projects must be sent to the employee and his or her supervisor for concurrence. If the appropriateness of a corrected time sheet is questioned either by the employee or the supervisor, the Controller's Office can assist in the determination.
## GSRAs do not report time on individual timecards. The monthly computer listing for each group of GSRAs is generated by the department and requires the signature of the faculty advisor or, as alternates, the division director, his or her deputy, or the division administrator. 
# *Periodic Reviews* 
## The Office of the CFO conducts periodic reviews of time-reporting documents for compliance with policy as stated above. 
# *Due Dates in LETS* 
## All employee time records are electronically sent to Payroll for processing based on the following schedule: 
### *Weekly Reporters.* Noon on the first business day of each week and the first business day of the new month
### *Monthly Reporters{*}. Noon three business days prior to month's end 

h3.E. Roles and Responsibilities
Managers, supervisors, and employees have the responsibility to adhere to the provisions of this policy.
h3.F. Definitions/Acronyms 
None
h3.G. Recordkeeping Requirements
None
h3.H. Implementing Documents 
|*Document number*|*Title*|*Type*|
|11.05.001.001| [LETS User Guide|https://www-iss.lbl.gov/lets/docs/letslite_user_manual.doc]|User Manual|
h3.I. Contact Information

[Disbursements and Project Costing Manager|https://commons.lbl.gov/display/rpm2/Contacts+for+Select+Operations+Functions#ContactsforSelectOperationsFunctions-DisbursementsMgr]
[Payroll Manager|https://commons.lbl.gov/display/rpm2/Contacts+for+Select+Operations+Functions#ContactsforSelectOperationsFunctions-Payroll]

h3.J. Revision History
|*Date*|*Revision*|*By whom*|*Revision Description*|*Section(s) affected*|*Change Type*|
|11/30/2013|1.1|M.Hutchins|Reviewed 11/12/13. No changes|Publication, next review date|Minor|
|1/2/2012|1|M. Mock|Reformat for wiki|All|Minor|

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h2.DOCUMENT INFORMATION
|Title: |Time and Labor Reporting|
|Document number|11.05.001.000|
|Revision number|1.1|
|Publication date: |111/230/20122013|
|Effective date: |9/15/2011|
|Next review date:|911/1530/20132014|
|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|
h3.Source Requirements Documents 
* [Federal Appropriation Law|http://www.gao.gov/special.pubs/appforum2010/d10424sp.pdf]
* Contract 31, [I.21|http://labs.ucop.edu/labprimecontracts/LBNL/sections/lbnl_section_i.doc](d)(1), FAR 52.222-4 Contract Work Hours and Safety Standards Act - Overtime Compensation (July 2005) 

h3.Implementing Documents 
|*Document number*|*Title*|*Type*|
|11.05.001.001| [LETS User Guide|https://www-iss.lbl.gov/lets/docs/letslite_user_manual.doc]|Manual|

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h2.ADDITIONAL INFORMATION
|Title: |Time and Labor Reporting|
|Document number|11.05.001.000|
|Revision number|1.1|
|Publication date: |111/230/20122013|
|Effective date: |9/15/2011|
|Next review date:|911/1530/20132014|
|Policy Area:|Payroll|
|RPM Section (home)|Financial Management|
|RPM Section (cross-reference)|Section 11.05|
|Functional Division |OCFO|
|Author name/contact info|Disbursements and Project Costing Manager\\Payroll Manager|
| | |
|Revision 0 publication date|9/15/2011|
|Retirement date|n/a|
|Prior reference information (optional)|RPM, Chapter 11, Section 11.05|
| | |
|Inputs from more than one Functional Area?|No|
|List additional Functional Areas & contacts| |
| | |
|Inputs from more than one Policy Area?|No|
|List additional Policy Areas & contacts| |
| | |
|30-day notification needed?|No|
|30-day start date|n/a|
|30-day end date|n/a|
| | |
|LDAP protected?|No|
| | |
|Need TABL reminders?|No|
|Frequency|n/a|
|Brief reminder text:|n/a|
| | |
|Approval Sheet for this revision received (date)  \\
\[Note: author is responsible\}| |
h3.Key labels/tags:
* Time reporting, effort reporting, time sheet, timecard, labor reporting

h3.New terms that need to be added to Glossary/Acronym list:
* (list items not found  and context (Policy Area name) – full definition would be included in Policy)

h3.Implementing Documents restricted to department/functional use 
|*Document number*|*Title*|*Type*|
|11.05.001.001| [LETS User Guide|https://www-iss.lbl.gov/lets/docs/letslite_user_manual.doc]|Manual|
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(optional – these will be used for tracing between requirements and associated documents)
*Side bars:* 
Side bar 1 location (cite by Policy Section # - for example: Section D.2.a)
Sidebar 1 text:

Sidebar 2 location
Sidebar 2 text:

Sidebar 3 location
Sidebar 3 text:
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