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TimeandLaborReporting-

A. Purpose

A. Purpose

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

TimeandLaborReporting-

B.

PersonsAffectedB.

Persons Affected

All Berkeley Lab employees

TimeandLaborReporting-C.Exceptions

C. Exceptions

None

TimeandLaborReporting-D.PolicyStatement

TimeandLaborReporting-

D.

PolicyStatementD.

Policy Statement

  1. Each employee must report his or her their own time worked ( by the assigned project/activity ) and or work order, as well as any paid or unpaid leave taken (by category). Each division or department i.e., time off). Prior to the time sweep at the end of each period, each employee is required to certify and attest to the accuracy of their time card before releasing it for review and approval. The employee's assigned supervisor or work lead must review and approve time reported by each of its their employees.
  2. Accurate and timely reporting is required and enables the Laboratory to:
    1. Guarantee pay Lab employees are paid correctly and their leave accumulations in a timely manner;
    2. ensure leave accruals and leave balancesare accurate;
    3. Ensure ensure labor costs are properly reported by Department of Energy (DOE) Budget and Reporting classificationallocated to separately funded projects/activities; and
    4. monitor Monitor actual performance against funding limitations and budgetary goals.
  3. Core Requirements
    1. Employees must use LETS to record their time worked and all leave taken, regardless of whether leave is paid or unpaid. Lab employees must use their LDAP credentials to access LETS for time entry. Refer to the LETS User training for more information
    Procedures
    1. 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 LETSLite User Guide or "How To" brochures available in each division.

    2. The following chart details the minimum reporting requirements by employee type: 

Deck of Cards
idTime and Labor Reporting
BRIEF

Policy Summary

This policy outlines the requirements for the accurate and timely reporting of effort at Berkeley Lab using the Laboratory's Pay and Lab Employee Time Reporting System (LETS). Each employee must report his or her their own time worked ( by project/activity ) and or work order, as well as and any type of leave taken (by category). Each division or department supervisor must review and approve time reported by each of its their employees.

Who Should Read This Policy

All Berkeley Lab employees

TimeandLaborReporting-ToReadtheFullPolic

To Read the Full Policy, Go To:

The POLICY tab on this wiki page

Contact Information

Disbursements Services Manager
Payroll ManagerLead

Card
defaulttrue
labelBrief
titleBrief

Title:

Time and Labor Reporting

Publication date:

3

6/

25

16/

2016

2023

Effective date:

10

2/

1

28/

2015
anchor

2023

TimeandLaborReporting-

BRIEF

TimeandLaborReporting-BRIEF
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TimeandLaborReporting-PolicySummaryTimeandLaborReporting-PolicySummary
Anchor
TimeandLaborReporting-WhoShouldReadThisPTimeandLaborReporting-WhoShouldReadThisP
Anchor
TimeandLaborReporting-ToReadtheFullPolic
Anchor
TimeandLaborReporting-ContactInformationTimeandLaborReporting-ContactInformation
POLICY
Card
labelPolicytitlePolicy

Title:

Time and Labor Reporting

Publication date:

3

6/

25

16/

16

2023

Effective date:

10

2/

1/15
Anchor
TimeandLaborReporting-POLICYTimeandLaborReporting-POLICY
Anchor

28/2023

POLICY

TimeandLaborReporting-A.Purpose
Anchor
TimeandLaborReporting-B.PersonsAffected
Anchor
TimeandLaborReporting-C.Exceptions
Anchor
Type of EmployeeScheduleTimecardMinimum Reporting Unit
Exempt (including UC faculty)Full-timeMonthly1/2 day (4 hours)
ExemptPart-timeMonthly1/4
hour
hours
Exempt (Engineering, EH&S
,
and Facilities only)Full-timeMonthly1/4 hour (
4hours
4 hours for leave taken)
Non-exemptFull-time, part-time
,
and variableWeekly1/4 hour
  • Non-Exempt Classifications
    1. Non-For employees in exempt classifications , time worked and leave taken on each project must be reported in totalmust record their time worked to the assigned project/activity or work order based on the day the work was performed.
    2. Leave taken must also be recorded on the specific day leave is taken.
  • Exempt Classifications
    1. Exempt timecards specify the total number of days or hours for the month based on each employee’s standard hours. All time for the month must be accounted for in LETS.
    2. Total time worked by assigned project/activity or work order must be recorded. It is not necessary to report the specific days on which the that work was performed on project/activities.  However, but all leave time (paid or unpaid) must be reported in specific days. For employees in non-exempt classifications, time worked and leave taken must be reported in specific days.
    3. 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. on the specific day the leave was taken. For example, a full-time employee scheduled to work 40 hours from 8:00 a.m. to 5:00 p.m. Monday to Friday takes pre-scheduled vacation time starting at 1:00 p.m. on Thursday. The employee will then record half a day (0.50) of vacation time or 4 hours with Thursday’s date on the timecard.

    5. If an exempt employee works more than their regularly scheduled work week based on their standard hours, the total number of hours or days worked must be proportionately distributed based on the effort done for each project/activity. For example, a full-time employee has to account for 176 hours or 22 days for the month on their LETS timecard. See the table below for an example of prorating time worked in excess of standard hours.


      Time Worked

      Hour/Days

      Proportion of Total Time Worked

      (Time Worked by Project Divided by Total Time Worked)

      Pro-rated Charge on Timecard*

      (Proportion of Time Worked x Total Hours or Days for the Month in LETS)

      Project A

      		40 hours or 5 days20%

      36 hours or 4 days

      Project B80 hours or 10 days40%

      70 hours or 9 days

      Project C80 hours or 10 days40%70 hours or 9 days
      Total200 hours or 25 days100%176 hours or 22 days

      *Round to nearest hour or day

  • Schedule and Time Changes
    1. A supervisor can modify an
    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 his or her supervisor work period 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.
    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 will 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 and Approval of Time Reports
    1. Employees All employees must certify the accuracy of their time reported .and release their timecards prior to the scheduled time sweep.
    2. By certifying their time, an employee is confirming that the work performed for the period is charged to an authorized work activity approved by their supervisor or  a designated work lead.
    3. Supervisors are responsible and accountable for reviewing and certifying the time reported by their assigned staff. They must approve all employees' time entries electronically prior to the scheduled time sweepEach supervisor (approver) must approve 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., a designated backup approver  may approve time. The backup approver must be the same level, or above, as the employee's supervisor or work lead.
    4. Approvers for matrixed employees are expected to confirm the hours recorded by the employee with the matrixed work lead prior to approving the timecard.
    5. Compensatory time is prohibited at the Lab and must not be granted to an employee.
    6. In addition to supervisorsWork Leads - In addition to supervisors (approvers), designated work leads are also able responsible to review and certify time for employees assigned to them.
      1. 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.
      2. 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.
    8. 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.
    9. Requests for exceptions must be provided in writing and approved in advance by the Chief Financial Officer (CFO) or designee.
      10. Time certification by the employee, supervisor, or designated work lead may should 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 the employee’s LDAP user ID and password to access LETS. When it is not possible to capture approvals electronically, the actual signatures should be recorded on time cards produced from LETS as provided by the division timekeeper.
    10. Timecard corrections (e.g., to correct project/activity for time worked or use of leave taken) can be accomplished for closed or swept periods are completed through LETS or through a Labor Distribution System (LDRS) labor resource adjustment.
      1. LETS corrections 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 his or her supervisor, the Controller's Office can assist in the determinationthat affect leave types (e.g., vacation, sick, jury duty, unpaid leave, etc.) will be processed by the Division timekeeper in LETS. Once completed, a correction timecard will be visible to the employee and their supervisor and must be certified and approved prior to the next available sweep.
      2. 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 his or her their manager, indicating the details of the adjustment. This notification will serve as a negative concurrence for adjustments; should Should the individual or his/her supervisor not agree with the adjustment that was made, a response is required within five business days. Labor adjustments over the approval thresholds identified above in the Resource Adjustment policy still require approval from a designated financial approver. 
  • 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:
    1. Weekly Reporters. Noon on the first business day of each week and the first business day of the new month
    2. Monthly Reporters. Noon four business days prior to month's end
    • AnchorTimeandLaborReporting-E.RolesandResponsiTimeandLaborReporting-E.RolesandResponsiE. Roles and Responsibilities

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

    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 are accurately recorded and certified by established due dates.
    • Ensures that time reported is for work performed under an authorized work activity approved by their supervisor or an appropriate line manager.
    • For non-exempt employees, obtains pre-approval from their supervisor for any overtime prior to work being done.
    • 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 validated for accuracy.

    Supervisor/Work Lead

    • Establishes work schedules and expectations with staff.
    • Pre-approves overtime for non-exempt staff.
    • Certifies  the employee has charged appropriate projects/activities and accounted for all leave time taken (paid and unpaid).
    • Consults with assigned work lead to ensure accuracy of time reported for matrixed employees.
    • Approves employee timecards by established due dates.
    • Ensures that any errors in employee time reporting are corrected on a timely basis.
    Division Timekeeper
    • Processes LETS leave corrections for closed periods (i.e. periods that have been swept).
    • Processes late time entries for non-exempt employees for closed periods.
    • Point of contact for assigned staff for any timekeeping issues.

    Resource Analysts

    • Processes labor resource adjustments between projects and activities as appropriate per the Resource Adjustment Policy.
    • Coordinates with Division Timekeepers for leave corrections as needed.

    LBNL Payroll Office

    • Processes more complex labor/leave corrections.
    • Assists in inquiries related to LETS input/corrections.

    Human Resources

    • Ensure employee job record is updated timely in UCPath for status changes that affect employee timecards.
    AnchorTimeandLaborReporting-F.Definitions/AcroTimeandLaborReporting-F.Definitions/Acro

    F. Definitions/Acronyms

    None

    Exempt Employee

    An employee who is paid an established salary and does not receive overtime compensation or compensatory time off for hours worked over 40 in a work week.  Greater emphasis is placed on meeting the responsibilities assigned to the position than working a specified number of hours.

    Non-Exempt Employee

    An employee who is paid an established hourly rate and is eligible for overtime compensation in accordance with FLSA rules. Refer to collective bargaining agreements for represented employees.

    Matrixed Employee

    An employee assigned to an outside division (host division) by their home division supervisor. A matrixed employee typically receives daily direction from the host division.

    Work Lead

    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.

    Compensatory Time

    Also known as comp time is time off with pay in lieu of overtime pay for irregular or occasional overtime work. This practice is prohibited at the Lab.

    AnchorTimeandLaborReporting-G.RecordkeepingReqTimeandLaborReporting-G.RecordkeepingReq

    G. Recordkeeping Requirements

    None

    AnchorTimeandLaborReporting-

    H.

    ImplementingDocuTimeandLaborReporting-H.ImplementingDocuH.

    Implementing Documents

    Document number

    Title

    Type

    11.05.001.001

    LETSLite User Guide

    User Manual

    AnchorTimeandLaborReporting-I.ContactInformatiTimeandLaborReporting-I.ContactInformatiI.

    LETS Training & Resources

    LETS Help Page

    I. Contact Information

    Disbursements Services Manager
    Payroll Manager

    AnchorTimeandLaborReporting-J.RevisionHistoryTimeandLaborReporting-J.RevisionHistoryJ.

    Lead

    J. Revision History

    Date

    Revision

    By

    whom

    Whom

    Revision Description

    Section(s)

    affected

    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

    12/18/2020
    		D. SoustinUpdated Contract 31 I clause numbers as per mod 1105Source Requirement DocumentsEditorial
    2/28/20232.2M. HutchinsPeriodic review: clarifications of existing policy and link fixesAllMinor
    6/16/20232.3M. HutchinsEditorial changes to R&RsR&RsEditorial 
    TimeandLaborReporting-DOCUMENTINFORMATIOTimeandLaborReporting-SourceRequirements
    Card
    labelDocument Information
    Card
    labelDocument Information
    titleDocument Information
    Anchor
    TimeandLaborReporting-DOCUMENTINFORMATIO

    DOCUMENT INFORMATION

    Title:

    Time and Labor Reporting

    Document number

    11.05.001.000

    Revision number

    2.3

    Publication date:

    3

    6/

    25

    16/

    2016

    2023

    Effective date:

    10

    2/

    1

    28/

    2015

    2023

    Next review date:

    11

    2/

    30

    28/

    2017

    2026

    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

    Anchor

    TimeandLaborReporting-SourceRequirements

    Source Requirements Documents

    • Federal Appropriation Law
    • Contract 31, Clause I.21(d)(1)040, FAR 52.222-4, Contract Work Hours and Safety Standards Act - Overtime Compensation (July 2005MAY 2018) (prev. I.021)

    Implementing Documents

    Document number

    Title

    Type

    11.05.001.001

    LETSLite User Guide

    Manual

    LETS Training & Resources

    LETS Help Page

    Show If
    grouprpm2-admins
    Anchor
    TimeandLaborReporting-ADDITIONALINFORMATTimeandLaborReporting-ADDITIONALINFORMAT
    Card
    labelAdditional Information
    titleAdditional Information

    ADDITIONAL INFORMATION

    Title:

    Time and Labor Reporting

    Document number

    11.05.001.000

    Revision number

    2.3

    Publication date:

    3

    6/

    25

    16/

    2016

    2023

    Effective date:

    10

    2/

    1

    28/

    2015

    2023

    Next review date:

    11

    2/

    30

    28/

    2017

    2026

    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 ManagerPayroll

    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}

     

    AnchorTimeandLaborReporting-Keylabels/tags:TimeandLaborReporting-Keylabels/tags:


    Key labels/tags:

    • Time reporting, effort reporting, time sheet, timecard, labor reporting
    AnchorTimeandLaborReporting-Newtermsthatneedto
    TimeandLaborReporting-Newtermsthatneedto

    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)
    AnchorTimeandLaborReporting-ImplementingDocume
    TimeandLaborReporting-ImplementingDocume

    Implementing Documents restricted to department/functional use

    Document number

    Title

    Type

    11.05.001.001

    LETS User Guide

    Manual

    (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: