Standard Operating Procedure for Bi-Monthly Timesheet Management

Standard Operating Procedure: Bi-Monthly Timesheet Management

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1. Executive Summary & Purpose

This SOP establishes the protocol for the preparation, submission, and verification of bi-monthly timesheets. The objective is to maintain granular labor cost tracking, ensure regulatory compliance with FLSA standards, and facilitate accurate payroll disbursement for 1st–15th and 16th–EOM (End of Month) cycles.

2. Scope & Prerequisites

• Scope: Applies to all FTEs, contractors, and hourly personnel under the Template Registry organizational umbrella.
• Software Requirements: Approved Timesheet Template (.xlsx/Google Sheets), ERP/HRIS Access (e.g., Workday, BambooHR), VPN (if remote).
• Prerequisites: Completed employment onboarding, verified project billing codes, and active system credentials.

3. Roles & Responsibilities (RACI Matrix)

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4. Step-by-Step Procedure

Phase I: Preparation (Day 1 of Cycle)

• Initialize the official "Bi-Monthly Timesheet Template" from the corporate repository.
• Rename file: TS_[YYMM]_[Cycle_Part]_[EmployeeID].xlsx.
• Verify that all active project billing codes are listed in the validation dropdowns.

Phase II: Data Entry (Daily/Periodic)

• Log time in 15-minute increments (0.25h) daily.
• Categorize entries by: Regular, Overtime, PTO, or Unpaid Leave.
• Cross-reference entries against project management software (Jira/Asana) to ensure billable hour alignment.

Phase III: Review & Submission (Cycle Close: 15th or EOM)

• Run the "Data Validation" macro to ensure no negative time entries or orphan hours exist.
• Export the final sheet as a secured PDF (Read-Only).
• Submit PDF via the HRIS portal; CC your Direct Manager on the automated confirmation receipt.

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5. Quality Assurance & Pro-Tips

Best Practices

• Sync Daily: Do not batch-enter time. Recall degradation leads to a ~15% variance in billing accuracy.
• Rounding: Follow the 7-minute rule for standard rounding (0–7 min rounds down; 8–15 min rounds up).

Common Pitfalls

• Coding Mismatch: Using an expired Project ID is the #1 cause of payroll hold. Always refresh the project list via the Master Registry link in the template.
• Late Submission: Files submitted post-cutoff (17:00 EST on the 15th/EOM) will be processed in the following pay cycle.

Metric Thresholds

• Target Accuracy: 99.5% alignment between Timesheet and PM software logs.
• Submission Latency: Zero tolerance for submissions after the 24-hour grace period.

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6. Frequently Asked Questions

Q: How do I handle a project code that does not appear in the dropdown menu?
A: Contact your Project Lead immediately to verify project status. If valid, request the code be added to the Master Registry. Do not manually type codes into the sheet; this triggers a validation error.

Q: If the 15th falls on a weekend, when is the submission deadline?
A: Submissions must be finalized by 17:00 EST on the Friday preceding the weekend.

Q: Can I request an extension for timesheet submission?
A: Extensions are only granted for documented medical emergencies or critical system outages. Consult your manager to trigger a manual override if necessary.

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Authorized by: Julian Vance, Chief Architect, Template Registry.