Timekeeping Reporting - November 2012 1

General Timekeeping Reporting Handbook

Table of Contents

Foreword ....................................................................................................................................................... 1
Labor Recording............................................................................................................................................ 2
Time Record Preparation .............................................................................................................................. 3
Time Record Information............................................................................................................................... 5
The Importance of Keeping Proper Records ................................................................................................ 6

Foreword

CSCs Statement of Management Principles includes a clear commitment to the conduct of our
business in a legal and ethical manner. Our commitment to excellence requires that we adhere to
this principle without exception.

The continuing widespread interest in business ethics and the governments intense search for
evidence of fraud, waste, and abuse have only sharpened our attention to this long-standing tenet of
CSC business practices.

This document is intended to give clear and practical guidance on timekeeping practices. This is a
key element in our business relationships with our federal government and commercial clients. Let
us all join in the effort to be certain that our personal and corporate timekeeping practices are above
reproach. CSCs quality public image demands nothing less.

J . Michael Lawrie
President and Chief Executive Officer

Revised: November 2012

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Labor Recording

General
As a CSC employee, you must record all of the hours you work on authorized CSC work activities. If
you are classified as exempt under the U.S. Fair Labor Standards Act (FLSA), record only the hours
you work in the approved work locations listed in this handbook. If you are classified as nonexempt,
record all of the hours you work on authorized CSC work activities in accordance with the FLSA and/or
state and local statutes. More information can be found in Human Resources Management Policies
242 and 243.

Guidance on labor recording can be found at https://servicecenter.csc.com.

CSC Work Activities

Record on your time record the hours you work each day at approved work locations when the
effort is for:
The performance on a contract
The preparation of a proposal
CSC-sponsored research and development
Mandatory attendance at a CSC event
The general operation or support of CSC and/or a business unit client

CSC Work Locations

Approved work locations are limited to:

CSC facilities
Customer or vendor facilities
Approved training and meeting facilities
An alternate worksite approved by your manager

Alternate worksites must be approved in accordance with each business units guidelines.

Travel Hours

Exempt Employees. Record your travel time on authorized company business as hours worked
only when you travel during your regularly scheduled workday. When you travel outside of your
regularly scheduled workday, do not record these hours on your time record unless contractually
allowed. For further clarification, consult with your manager.

Nonexempt Employees. Record the hours in which you travel during your regularly scheduled
workday. Record the time you travel outside of your regularly scheduled workday in accordance with
the FLSA and state and local laws. Questions should be directed to the CSCAnswers Help Desk
(1.877.612.2211).

Training Hours

Exempt Employees. Record the hours you spend attending CSC-approved discretionary training only
when the training takes place during your regularly scheduled workday. Do not record discretionary
training that takes place on other days or that extends beyond your regularly scheduled workday.
Always record the hours you spend in mandatory training as hours worked, regardless of when the
training occurs. (Note: Guidelines may vary across business units; please check with your business
unit for details on recording training hours.)

Nonexempt Employees. Record the time you spend attending CSC-directed training in accordance
with the FLSA and state and local laws. Questions should be directed to the CSCAnswers Help
Desk (1.877.612.2211).
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Business Conference Meals

Exempt Employees. Record the time you spend in business conference meals only when these
conferences take place on your regularly scheduled workday. The primary purpose of these
meetings must be to conduct CSC business. Do not record the time you spend in business
conference meals if CSC business is only incidental to the meal or if the meal takes place outside of
your regularly scheduled workday.

Nonexempt Employees. Record the time you spend attending business conference meals in
accordance with the FLSA and state and local laws. Questions should be directed to the
CSCAnswers Help Desk (1.877.612.2211).

Attendance

With the exception of approved absences, management expects you to be at work on all of your
regularly scheduled workdays, regardless of the number of hours you may have worked earlier in the
workweek. Do not record the time you spend in the workplace when you are not working on CSC
business.

Absences

All Employees. Obtain the approval of your manager for all absences.

Exempt Employees. If you are absent from the worksite for one or more full workdays, you are
generally expected to charge your time to an authorized paid or unpaid leave account. If you are
absent from the worksite for less than a full workday, record only the hours you worked.

You may not charge time to a paid or unpaid leave account on any day that you have recorded hours
as worked unless the reason for your absence is covered by the intermittent leave provisions of the
U.S. Family and Medical Leave Act (FMLA). You may not charge both paid and unpaid leave on the
same day. If you do not have enough paid leave accrued, you must record the entire day to unpaid
leave. Questions should be directed to the CSCAnswers Help Desk (1.877.612.2211).

Nonexempt Employees. Charge the appropriate authorized paid or unpaid leave account for all
absences during the scheduled workday.

Time Record Preparation

Time Recording

Employees must record work and leave hours on a daily basis in CSCs Internet-based electronic
Time Entry System (e-TES) or an alternate timekeeping system. Exceptions to the use of e-TES
should follow your business units guidelines.

Electronic-Time Entry System (e-TES)

e-TES is an interactive timekeeping system that is accessed via the Internet at https://etes.csc.com,
or from a touch-tone telephone (if Internet access is not available). The phone version of e-TES
should only be used in situations when you do not have access to the Internet, not for regular time
entry. Managers access employee data for online review and approval. Detailed setup and operating
procedures are available in the e-TES Users/Managers Guide, available at
https://servicecenter.csc.com.

Employees are added to e-TES once they are active in the SAP HR/Payroll system. Questions
should be directed to the CSCAnswers Help Desk (1.877.612.2211).
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Updating the Time Record Daily

It is CSC policy that you record the hours you work on a daily basis.

Accounting for All Hours Worked

You must record all hours worked in e-TES. The information you record should include your
Wage/Time Type, Work Order Authorization number (Work Breakdown Structure or WBS number)
and hours worked. Record the hours exactly as you worked them.

Daily hours worked should be recorded by work order number after they are worked, not in
advance, except for week-ending lockout times established by business units in order to meet the
payroll processing schedules. Do not average the hours worked over the week.

Work Location

In addition to work hours, an employee must enter his/her work location in e-TES for every day
worked. Work location is very specific; an exact work location must be entered for each work day.
You will not be able to save your time sheet on a daily basis until you have entered the work location
for each day that work hours have been entered. For information on entering work location in e-TES,
consult the e-TES Users/Managers Guide, available at https://servicecenter.csc.com

Minor Business Interruptions

Do not report infrequent business interruptions of less than one hour separately from your
authorized work order unless the contract you support requires otherwise. Consult your manager if
you are unsure.

Review and Submit Time Record Weekly

For employees using e-TES, log on to the system and enter hours daily. At the end of the week, be
certain all of your hours are recorded before the lockout time established by your business unit. Once
you are certain that your time entry is complete, click the Submit Week action button. You are
responsible
for the timely submission of your time record, so the entry can be reviewed and approved by
your manager and sent to the Payroll department in time for processing.

You are required to record your time by the week-ending lockout times established by your business
unit to meet the payroll processing schedule. If your week-ending lockout time is before the end of
your workday, you should record the remaining hours of the week based on your regularly scheduled
workweek and the work you expect to accomplish. If you later determine that the entries you made do
not correctly reflect the actual hours you worked or the correct work order numbers, you must enter an
e-TES adjustment (if your business unit uses this feature) or submit a Labor Adjustment form.
Consult your manager or the policies of your business unit for guidance and procedures required.

Management Review and Approval

Managers are required to ensure employees are accurately recording time on a daily basis and to
ensure there is no missing time for the week. Managers are also required to review and approve the
time submitted in e-TES by their employees on a weekly basis. If the Internet is not available,
managers must use the telephone to approve time.
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Time Record Corrections

It may be necessary for you to correct an existing time entry. For information on correcting time entry
in e- TES prior to manager lockout, consult the e-TES Users/Managers Guide, available at
https://servicecenter.csc.com.

To adjust your time entry in e-TES after manager lockout, you must enter an e-TES adjustment (if
your business unit uses this feature) or submit a Labor Adjustment form. Consult your manager or the
policies of your business unit for guidance and procedures required.

If You are Absent When Your Time Record is Due

When you are absent from the office, you should continue to use e-TES whenever possible via the
Internet or by telephone. If it is not possible, your manager can complete your time record and/or
adjust your time and submit your time for the week. When a manager has completed or adjusted an
employees time, e-TES sends a message to the employee notifying him/her that the time has been
adjusted. The next time the employee logs on to e-TES, s/he will see the message. If you have a
problem with the adjustment or entries, contact your manager.

If Your Manager is Absent When Your Time Record is Due

Within e-TES, the approval manager should designate at least two manager alternates to act on
his/her behalf when s/he is absent. It is the approval managers responsibility to notify alternates
when to act on his/her behalf.

Time Record Information

General

The CSC time record is an account of hours worked and absences by type of earnings
(Wage/Time Types) and Work Order. Wage/Time Types identify the methods by which employees
can earn wages and salaries (e.g., time worked, overtime, shift differentials, sick time, holidays).
Each business unit establishes unique earnings and work order structures to process payroll,
collect accounting data, and prepare management reports and customer billings.

It is equally important for e-TES users to ensure that their time record data are accurate. A mistake
could result in an incorrect paycheck or incorrect customer billings. Consult the timekeeping
instructions of your business unit, your Human Resources, or Payroll departments if you are in doubt.

Work Order Information

To account for work efforts for different clients, a work order is assigned to each project or contract.
Work
Order information is provided by your manager.

Work Order Authorization (WOA). You will receive a written or electronic WOA from your manager.
This authorization will list your work order(s), along with brief descriptions of the work to be
accomplished under each project number. For employees who receive WOAs in writing, their
managers may post a list of approved work order numbers for an entire department in lieu of
providing individual employee WOAs. Consult your business units timekeeping policy for additional
guidance.

All WOAs must be updated periodically if assignments change. Consult your business unit for
additional guidance.
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Approved Absences

To record an absence in e-TES, click the New Absence action button and select the appropriate
absence from the pick list; no work order number is required. Approved absences can be recorded
in e- TES up to a year in advance.

The Importance of Keeping Proper Records

Since its founding, CSC has subscribed to the basic principle that the company will conduct its
business in an ethical and strictly legal manner. The companys success in achieving high ethical
and legal standards depends upon its employees.

This handbook has been written to help you prepare accurate time records. Only through your
compliance with this direction and your good sense to ask about unique situations or questionable
instructions can CSC maintain its status as a responsible corporate citizen.
It is not an overstatement to say that CSCs continued viability depends on your commitment to
ethical standards of conduct and on the exercise of good judgment. All of us at CSC must do all that
is possible to ensure that we strictly adhere to the highest standard of ethics and business conduct;
therefore, the company cannot, and will not, tolerate any wrongdoing by any employee.

We expect you to question situations and procedures you do not understand or feel are wrong. Even
mistakes made out of ignorance may subject us all to the direst consequences. If you are concerned
about issues of ethics or business conduct involved with timekeeping reporting, you have an
obligation to contact at least one of the following groups or persons:

Your local supervisor or manager
Your department or function head
Your local human resources manager, or an HR representative at a higher level
CSC's Ethics and Compliance Office
The CSC OpenLine
o https://secure.ethicspoint.com/domain/media/en/gui/32161/index.html
o Defense Hotline for violations related to DoD contracts (1.800.424.9098)
o NPS employees, you also may use the Defense Hotline (1.800.424.9098) to raise
ethical and business conduct issues
o http://www.dodig.mil/hotline/