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Supplemental Timekeeping Tips

FY2014

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Employee Identification

What is your Job Title? Employee ID?

All CACI employees should be able to clarify their job title. In answering this
question, it is important for an employee to specify if the job title given is a
CACI job title, Government job title, or General Job function.
The Employee ID is reflected on the employees timesheet.

Are you an exempt or non-exempt employee?

-Exempt Employees are normally paid a fixed monthly salary independent of


the number of hours they work.
-Non-Exempt: Employees are paid on an hourly basis and are entitled to
receive overtime premium pay by U.S. Labor Department regulations.
(Timekeeping Policy 04.01.01)

.
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Employee Identification

What is your CACI segment number?

Clarification: The auditor may want to know what CACI Segment


you work for. For example, Segment 02 CACI, INC-Federal or
Segment 71 CACI-NSR, Inc. This also is the company name shown
on your pay stub and on your personal information page in BIG. If
you are unsure about which CACI segment you work for, ask your
supervisor.

May I see your CACI badge?


Clarification: All CACI employees who work in CACI facilities are
required to have a CACI badge.
Employees in CACI facilities who do not visibly display appropriate
identification should be challenged. CACI Procedure 09.07.01.01
Badges
If you work on a client site you may also obtain a CACI badge but
it may not be required; ask you supervisor for assistance.

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WebET

There are several ways to obtain access to your timecard:


Deltek Website:
https://te.caci.com/DeltekTC/welcome.msv
CACI Applications Portal: http://apps.caci.com/
In order to print your timecard follow the below steps:
(see next slide for graphic)
Open your timecard to its main view
Click the print button found on the Timesheet toolbar. A
print window will pop up.
Click the Submit button

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WebET

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WebET

Passwords for WebET are changed no less often than every 60 days.

Access to the CACI Applications Portal and the Deltek website can be
obtained offsite through http://apps.caci.com/ and
https://te.caci.com/DeltekTC/welcome.msv

Did you receive training for Web ET?

CACI offers training for Deltek on the CACI Applications Portal


that can be taken at any time. Timekeeping training is provided at
New Hire Orientation and also is required for all CACI employees to
complete annually along with the annual ethics training and
recertification and is available on CVU.

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Work Plan Reporting System


(WPRS)

Can you demonstrate how to gain access to WPRS?

Your Work Plan appears at the beginning of every new timecard


period to display project strings and leave codes you are
authorized to charge. Employees can view their WPRS at anytime
in several ways. All below answers are correct.

You can view your work plan using:

The Web ET login screen: (see next slide for graphic)


https://te.caci.com/DeltekTC/welcome.msv
Through the CACI Applications Portal
http://apps.caci.com/
Through CACIs Timekeeping at a Glance Website
http://www.hq.caci.com/glance/webet/webet_menu.shtml

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Work Plan Reporting System


(WPRS)
Deltek Website

View Work
Plan Link
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Work Description

All employees should understand their job function and labor


qualifications. For example, every employee should be able to describe
a combination of the following items: Daily tasks, general description of
your current project, work schedule, your CACI job title description
from BIG, the contract PLC qualification requirements for the contract
PLC you are charging to etc. If you are unsure about any of this, ask
your manager.

Your resume is the documented representation of your job qualifications


for your position.
Employees are required to update their resume in the CACI
Resume Database at least annually or when qualifications change
significantly. CACI Procedure 03.08.11 - Employee Resumes
Your CACI Supervisor is your reporting manager (your supervisor
is not a Government employee). The CACI Supervisor should
distribute your work and provide clarification of your assigned
tasks.

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Timekeeping Policies and


Procedures

Employees have online access to CACIs Timekeeping Policies and


Procedures through CACIs Policies and Resources Website:
https://coreapps.caci.com/sites/policy/default.aspx.

Your manager is available to answer any timekeeping questions.


Additionally, My CACI has reference resources for timekeeping
information: My CACI: Timekeeping.
In addition, you can always ask someone in the Compliance Dept.
Compliance Contact information is provided at My CACI: Timekeeping.

Timecards must be filled out daily by the employee only. Timecards


must be updated by 10:00 a.m. local time the subsequent work day or
immediately upon reporting to work, whichever is later. If work on
individual tasks is discrete and is completed during a given work day,
then the hours worked on each task should be recorded as the tasks are
completed throughout the day. Timekeeping Procedure 04.01.01.03 Timecard Preparation

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Timekeeping Policies and


Procedures
When can you sign and submit your timecard?
Employees sign after 2pm the day before the last day of the period
Managers approve by 10 am on the last day

CACI uses the Total Accounting Method to record hours worked.


Employees should record all hours worked daily during a given pay
period.

In extenuating circumstances, such as a power outage, CACI


employees are still required to record their time in some format
(Excel spreadsheet, hard card, calendar, etc) until access toWebET
can be restored. Once WebET is accessible again, it should be
updated with the missing hours. Employees must keep the offline
backup documentation until the timecard is signed and approved.

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Timekeeping Policies and


Procedures
Do you receive overtime pay? How do you record these hours on your
timecard?

Exempt employees normally do not get overtime pay.


Overtime: (Exempt, if Eligible) Hours in excess of the standard
hours in the pay period (including vacation, holiday, floating
holiday, etc.); must be authorized by the supervisor, in which case
straight time is paid.
Non-Exempt Employees - Overtime must be approved in advance
by a supervisor or above to be authorized. Without exception NonExempt Employees may not work in excess of 40 hours in a work
week, or as required by state law for overtime compensation,
without advance approval by their manager. Overtime is not paid
for work over 8 hours a day unless the total for a week exceeds 40
hours or is required by state law
A managers signature on the timecard authorizes an employees
overtime hours. Timekeeping Procedure 04.01.01.24 Overtime

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Timekeeping Policies and


Procedures

Are you always clear on the charge codes you use for your timesheet?

You have access to your work plan to verify all charge code
information and you can go to your manager to verify any questions.

Do you charge indirect time?


Clarification: Definitions:
-Direct Labor: Hours worked directly on a project for a client
-Indirect Labor: Hours worked on company business functions
If you normally work directly for a project you almost always
charge Direct. However, in instances where you take CACI training
or perform administrative functions not directly associated with a
contract you charge Indirect.
Idle Time: Even though idle time is rare, when it occurs, for
example in between projects, it should be charged to Indirect.

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Timekeeping Policies and


Procedures

Your work plan displays all charge codes that you are authorized to use.
Your manager can also provide you charge codes that may not be
reflected in your work plan. Your manager reviews your timecard at the
end of every pay period to ensure accuracy.

At the end of the pay period the managers approval signature on your
timesheet signifies authorization of that charge code and that charge
code will be included in your next work plan.

WebET provides additional charge codes for each type of leave such as
sick leave, vacation leave, or holiday leave. On a new line on your
timecard, simply insert the needed leave code and record the hours
authorized.

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Timekeeping Policies and


Procedures

Can anyone record time in your absence? Who else has access to your
timecard?
Managers have access to employees timecards, but should only fill out
an employees timecard, if necessary, at the end of a pay period, as a
temporary timecard, and not on a daily basis during the pay period.
Only those in an employees management chain have access to that
employees timecard.
Managers should contact employees if changes to a timecard may be
necessary. Timekeeping Procedure 04.01.01.27 - Temporary Timecards
Employees should always be aware of any changes made to their
timecard.

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Recording Time Outside Office Facilities

How do I record my time if I do not have access to a computer and cannot


provide a written record of my hours worked?

Employees who, under extenuating circumstances, do not have daily


access to a computer and are unable to use a written format, need to
understand the correct mechanisms to record their time within
CACIs Timekeeping Policies and Procedures.

Under specific circumstances, CACI managers can create a temporary


timecard for their employees. Managers should only fill out an employees
timecard at the end of a pay period, as a temporary timecard, if necessary.
Managers may not enter time for an employee on a daily basis during the
pay period. Timekeeping Procedure 04.01.01.27 - Temporary Timecards

If all employees involved on a particular task or project encounter


similar challenges recording their time correctly, employees and
management of the project must consult with the CACI Vice President
of Internal Audit and Compliance to ensure that their hours worked
are recorded within CACIs Timekeeping Policy and Procedures or to
seek an exception to policy in order to establish a correct means of
recording time.
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Timecard Corrections

Any correction to an employees timecard must only be made by the


employee. If an error is discovered before submission, the employee must
adhere to the following procedure:
For WebET, the employee would make the correction and enter only
his initials in the comment field.
For paper timecards, the employee would draw a single line through
the wrong entry, enter the correct entry, and initial the change without effacing the original entry or destroying the original timecard
Timekeeping Procedure 04.01.01.03 - Timecard Preparation

If a correction to a timecard is needed after the employee signs and


submits his timecard an employee needs to submit a revised timecard.
In WebET, only reverse the line(s) that needs to be corrected then reenter it (them) correctly. The summary totals at the bottom of the
timecard should be the corrected total hours for the pay period.
WebET will prompt the employee to provide a revision
explanation. Timekeeping Procedure 04.01.01.28 - Revised Timecards

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Invalid or Unknown Charge Codes

If the charge number related to your current direct work effort is not
valid in the WebET system or not available from your manager, the
hours should be recorded to the Suspense Project Charge Code
Employees should always ask their manager if they have any questions
about their charge codes.

You must enter a line comment when using the Suspense Project. In
the Comment box, briefly describe the task in which a charge number is
needed. Record all hours related to this task.

A timesheet cannot be signed and processed with hours charged to a


Suspense Project.

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Recording Time for Sick Leave

How do you record sick leave when you cannot come into the office due
to illness?
Employees can open their timecard at home through CACIs
Applications Portal and through the Deltek Website. All of the
following are correct.
Employees can enter sick leave on the first day they return to work
for days on sick leave. Timekeeping Procedure 04.01.01.14 - Sick
Leave
If the employee is on unplanned sick leave and not available to
complete the timecard when due, the manager will complete a
temporary timecard. Timekeeping Procedure 04.01.01.27-Temporary
Timecards

Employees are able to open timecards from home at


http://apps.caci.com/ and https://te.caci.com/DeltekTC/welcome.msv.

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Recording Bereavement Leave

Eligible CACI employees are allowed up to three (3) days of paid leave
for a death in the immediate family.

Requests for Bereavement Leave must be reviewed and approved by the


employee's manager. Timekeeping Procedure 04.01.01.22 - Bereavement
Leave

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Recording Leave Time for Jury Duty

CACI encourages employees to participate in their civic service


including when called for jury duty or to be a witness.

After the employee completes the service, a request for jury duty leave
must be approved by the employee's manager.

Exempt and nonexempt benefit-eligible employees will receive their


base salary for up to (5) business days each fiscal year while on jury duty
or if subpoenaed to appear as a witness without reduction to pay for
nominal court-issued payments.

The final approver will forward the request to the WebET


Administrator who will make the approved hours available on the
employee's timecard. The employees will then record the absence as
"Jury Duty" on their timecard. Timekeeping Procedure 04.01.01.20 Jury Duty

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Recording Time during Inclement Weather


Conditions

In the event of a period of inclement weather, such as a large snowstorm, and


employees are unable to come into work, how is time allocated and recorded?
Regardless of unusual conditions in the work day or work week caused by
weather or other phenomena, CACI's offices are considered open during
normal work hours.
Exempt employees record zero hours for standard work days during which
no hours were worked when no leave code applies. Exempt employees are
still required to record, at a minimum, the standard number of hours for a
given pay period. They must establish a schedule with their manager to
complete any remaining tasks.
Non-exempt employees record zero hours for standard work days during
which no hours were worked when no leave code applies. Since the work
week begins on Monday and ends on the following Sunday, managers may
elect or allow employees to schedule make-up hours during the week or
weekend to arrive at 40 hours for the work week. Alternatively, any time
missed from work must be charged as a paid absence against an accrued
balance or left blank when the employee has an insufficient accrual.

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DCAA Floorcheck Audits

The Defense Contract Audit Agency (DCAA) may conduct


unannounced Timekeeping Floorcheck Audits. In the event you are
chosen to be part of a DCAA Floorcheck please record your time spent
during the audit as follows:

If the employee spends 15 minutes or less responding to audit questions,


they should charge their normal project number.

If the employee spends more than 15 minutes responding to audit


questions, they should charge an indirect project number .

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CACI and DOD Hotlines

Employees have access to the CACI Hotline through several mediums:


CACInet, CACI Hotline Posters, Annual Timekeeping Training, and
through each employees management reporting chain.
CACI hotline posters are posted in common areas at CACI
locations.
The DOD Hotline Posters also are posted in common areas at CACI
locations.

Importance of CACI Timekeeping:


It is felony to falsify hours worked. It also can lead to incorrect billings
and Federal Government disapproval of CACIs Timekeeping
System.

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