HOURS OF WORK, TIME REPORTING, & PAY PERIODS

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1 Page 1 of 5 HOURS OF WORK, TIME REPORTING, & PAY PERIODS 1.0 Purpose This procedure establishes requirements for hours of work, the completion of timesheets including the proper recording of time charges, and pay periods. 2.0 Background The Company maintains regular office hours in conducting its business and has established work weeks in accordance with applicable federal and state laws and/or client requirements. In addition, the Company requires a formal time reporting process to accurately reflect each employee's expenditure of time on Company business. The Company's time keeping policy is not just a procedure to record time, but is the backbone of the Company's commitment to establish a proper job costing system that will be used to accumulate costs for invoicing clients correctly and to ensure the accuracy of employee paychecks. 3.0 Office Hours The Company maintains regular full-time office hours in the Corporate Headquarters from 8:30 a.m. to 5:00 p.m. with a one-half-hour unpaid lunch period, Monday through Friday, for a total of 40 work hours per week. Office hours at other locations are determined by the Office Director to reflect client requirements. All full-time regular employees are required to work a 40-hour workweek. However, certain office locations or projects might maintain a different workweek to reflect client or contract requirements. 4.0 Time Reporting 4.1 Responsibilities All employees are responsible for the accuracy of their individual timesheets. Each employee is required to enter their time daily into Deltek Time & Expense (T&E) and sign their timesheet electronically on the last day of each semi-monthly pay period. It is the responsibility of each supervisor to review and approve each direct report's timesheet after electronic signature by the employee. Employees should not provide their login or password for T&E to anyone at anytime. If an employee does not have internet access to enter their time into T&E, they should maintain a hard copy timesheet in accordance with the Time Sheet Instructions for Hard Copy Timesheets, which can be found on the GP Intranet under Corporate Services/Accounting.

2 Page 2 of Distribution of Timesheets Electronic Timesheets for a given pay period will automatically be available at the beginning of the timesheet period in the employee s secure T&E timesheet screen. Each timesheet proxy will have a blank timesheet template and will distribute a hard copy timesheet to new employees who are not yet set up in T&E, or to an employee who may be on travel without internet access. 4.3 Completion of Timesheets Each employee must obtain and record the proper charge numbers corresponding to an assignment. The immediate supervisor must provide the correct charge numbers to the employee before work is started. Each employee will enter the appropriate charge number on the timesheet prior to commencing any work. If one charge number is worked for the entire day, the timesheet hour entry must be made only at the end of the working day. When more than one charge number is worked during the day, a timesheet hour entry will be made for each job at the end of the performing period. Timesheets should not be completed in advance, except when a pay period ends while an employee will be on Paid Time Off or charging Holiday leave. Hours on the timesheets should be expressed to two decimal places, rounded to the nearest quarter of an hour Submittal of Timesheets Timesheets must be signed electronically by the employee after the last entry for the pay period is made. The system will automatically route the timesheet to the employee s supervisor for approval. If all charges are accurate, the supervisor will electronically approve the timesheet. If the supervisor finds an error in the time charging, the supervisor will reject the timesheet, which will be sent back to the employee to correct and sign again. The supervisor will include a comment stating the reason for the requested change. If the employee s supervisor will not be available to sign timesheets at the end of the timesheet period the supervisor should turn on delegation. Delegation of approval authority flows up the approval chain. Once delegation is turned on, the notification regarding when an employee has signed their timesheet will be sent to the delegate. If the end of a pay period falls during an employee's planned absence from work, the employee should complete and sign the timesheet prior to going on leave.

3 Page 3 of 5 When an employee has not electronically signed his or her timesheet during the designated time at the end of a pay period, the supervisor is responsible for attempting to contact the employee and immediately have the employee complete the electronic signature. If the employee cannot be reached, the Supervisor should have the applicable Timesheet Proxy sign the timesheet on the employee s behalf. The Proxy must include in the Notes field a comment explaining why the timesheet was not signed by the employee. In instances where one or more days in the pay period was not completed by the employee, the proxy should fill in those days with the PTO taken charge number, adding an explanatory comment for all days entered as such. The proxy must then send an to the employee, the applicable Financial Analyst, and the Supervisor to notify them that the employee should review the timesheet and if necessary submit a correcting timesheet as soon as possible. Repeated occurrences of incomplete and unsigned timesheets due to employee negligence may result in disciplinary action for the negligent employee, up to and including termination of employment Correction of Timesheets An employee can make changes to information already entered and saved into T&E prior to the timesheet being electronically signed. When a change is made, the system will prompt the employee for an explanation as to why the change is being made. A detailed reason for the change must be noted on the timesheet. An employee can continue to make necessary changes until their supervisor signs their timesheet. After the timesheet is electronically signed by the supervisor, if a revision is made, the supervisor must sign the timesheet again. If a timesheet is rejected by the supervisor and additional changes are made by the employee, a detailed reason for the revision must be entered on the timesheet. If a timesheet is in approved status and Payroll has begun processing the payroll (on approximately the 1 st of the month and 1 th of the month), a revision to the timesheet cannot be made. After the timesheet is processed by payroll, revisions can only be made via a reversing/correcting (rev/corr) timesheet. All revisions to previously processed timesheets must be entered by the employee and must be completed on a timely basis. Refer to the Deltek Time Entry Training and Deltek Time Entry Procedure on the Intranet for detailed information as to how to effect timesheet revisions. In rare instances when an employee does not have access to enter a rev/corr timesheet, an request detailing the reason for the timesheet revision must be sent to the business unit s Timesheet Proxy* for entry into Deltek. The proxy will note the reason for the adjustment in the explanation field. If additional space is required, comments can be added to the notes section of the timesheet.

4 Page 4 of 5 Upon completing a rev/corr timesheet, the Proxy must send a confirmation to the employee, the Financial Analyst, and the employee s Supervisor. The employee must review the timesheet revisions for accuracy and if necessary, submit additional revisions as soon as possible. Prior time periods in Deltek time entry will remain open for one month for necessary revisions which should be made on a timely basis. If a revision is required for a time period that is closed (more than one month old), the timesheet revision must be approved by the Vice-President of Finance before it can be completed. The employee should contact their Financial Analyst to assist with the approval process. *Timesheet proxy is an employee assigned to assist in the time entry process. They are required to sign a proxy confirmation stating entry will be made on the employee s behalf only when the request is received in writing and the employee is unavailable Reporting Absences All salaried employees must record time away from work as a separate line entry on their timesheets. Paid Time Off (PTO), Holiday (HOL), Leave without Pay (LWP), and Short-Term Disability (STD) are examples of absences that must be coded appropriately. See GP-B-01, Holidays and Paid Time Off and GP-B-02, Other Paid and Unpaid Absences for further information. All hourly employees must account for all hours in a pay period for which they are to be paid. Leave without Pay should only be used by hourly employees for recording uncompensated time missed under FMLA Absences due to Inclement Weather On occasion, unforeseen inclement weather conditions make it difficult or impossible for some employees to report to their work location whether it is a client site or a GP Strategies office. The diverse nature of GP Strategies market sectors, contracts, clients, jobs, etc. requires a flexible approach to handling this situation. Not all offices, business units, cost centers, or even work groups within the same business unit or cost center will handle the situation the same because of these differences. Therefore, it is important that employees deal directly with their local leadership in determining the appropriate action to take and getting the necessary approvals. It is the company's position to put the employee s safety first during such weather conditions. The company expects, however, that when an employee is unable to come in physically to work, that they will make every effort to do work from home if at all possible. At a minimum, employees should be checking voice mails and s (if they have a computer and have Internet access), returning phone calls, and any other work that can be done from home.

5 Page 5 of 5 Employees should always keep abreast of inclement weather forecasts in their area and take work home (if at all possible) in anticipation of the need to work from home. The company recognizes that some weather conditions take us by surprise, but we usually have notice that a storm is on its way. The company asks that employees be prepared and make every effort to work during these situations, whether it is at home or by making up the time during the same work week if the employee s work situation will allow it, and in turn the company will only require an employee to use a PTO day as a last resort. 4.4 Auditing of Timesheets 5.0 Pay Periods Project Managers will perform periodic reviews of assigned employee timesheets throughout the pay period. Additionally, all time entry (both by employee and by proxy) is subject to internal audit at any time. Violation of timesheet entry, approval or correction procedures will result in disciplinary action, up to and including termination of employment. The Company pays all its employees on a semi-monthly basis. The semi-monthly pay periods are the 1 st through the 15 th of each month and the 1 th through the last day of each month. The semi-monthly pay dates are five business days after the last day of each pay period. If the pay date falls on a Company holiday, employees will be paid no later than the business day immediately following the holiday. At the start of each calendar year, the Company releases the pay dates for that year via posting on the Corporate Intranet. 5.1 Salaried Employees Salaried employees will be paid in 24 equal semi-monthly installments during the year. 5.2 Hourly Employees Hourly employees will be paid for actual hours worked during the pay period. 5.3 New Hires/Terminated Employees New hires and terminated employees will be paid based on the hours actually worked in the pay period in which their employment begins or ends, as the case may be.