Project Management Timekeeping Policy

PROJECT MANAGEMENT TIMEKEEPING POLICY

Project Identification

Effective Date:   Project Start Date:   Project End Date:

Purpose and Applicability

This Timekeeping Policy establishes mandatory procedures and controls for recording, approving and auditing time charged to the project identified above. The policy applies to all personnel, contractors and subcontractors who bill hours to the project and to personnel responsible for timesheet review and approval.

Scope of Work and Deliverables

The timekeeping requirements in this policy apply to activities performed in support of the scope identified below. Time entries must be associated with a specific deliverable, task code and project phase.

Timekeeping Requirements

1. Time entries must be recorded no later than the end of the business day following the day the work was performed. Entries must be attributable to a named individual and to a task code.

2. Time must be recorded in increments as specified below. Rounding is permitted only as specified in this policy.

Rounding Method: Time entries will be rounded to the nearest specified increment. Exceptions require documented pre-approval by the Project Manager.

Timesheet Submission and Approval

Timesheets must be submitted and approved in accordance with the following schedule and workflow. Approvers are responsible for verifying that recorded time is accurate, appropriately coded and in compliance with contract rates.

Overtime, Premium Time and Expenses

Overtime and other premium rates must be pre-approved in writing by the Client or by delegated approvers. Unapproved overtime is not billable to the Client unless subsequently authorized in writing.

Pre-approval required for overtime

Time Allocation, Codes and Non-Billable Time

All time billed to the project must reference a project code and task code consistent with the project chart of accounts. Non-billable time must be recorded and categorized separately.

Corrections, Audits and Record Retention

Timesheet corrections must be documented, approved by the approver and retained with the timesheet record. The Client reserves the right to audit time records and supporting documentation.

Confidentiality and Data Protection

Time records and supporting documentation shall be treated as Confidential Information of the Client to the extent permitted by applicable law. Disclosure is permitted only to authorized personnel and as required for audit or regulatory purposes, subject to written protection obligations.

Budget, Billing and Change Order Process

Time recorded in accordance with this policy will be used for billing in accordance with the contract. Changes to authorized hours, rates or deliverables must be processed through an approved change order.

Discipline, Exceptions and Remedies

Failure to comply with this policy may result in withholding of invoiced amounts, denial of payment for unapproved time, corrective action or termination for cause as set forth in the parties' contract.

Governing Law and Dispute Resolution

This Timekeeping Policy will be interpreted and enforced in accordance with the laws of the state indicated below, without regard to its conflict of laws principles. Disputes relating to the application of this policy shall be resolved in accordance with the dispute resolution provisions of the underlying contract.

Acknowledgment

By signing below, the Client and the Service Provider each acknowledge that they have read, understand and will comply with this Timekeeping Policy. Each party represents that the signatory below is authorized to bind the respective party.

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