CM-MA-801E Weekly Time Reporting

Table of Contents

1. Policy
2. Application
3. Instructions
4. Definitions
5. Agency Personnel
6. Instruction for Completing the Weekly Time Report Form
7. Flowchart
8. References
9. Attachments

1. Policy

Each employee is responsible for the correct recording of working time charges to jobs and overhead numbers.

2. Application

This procedure applies to permanent Company employees and other Company employees administered by the Company Home Office, as well as agency, contract services or other temporary personnel.

For (construction)-employees, not working in the home office, the contents of the following paragraphs relating to the time clock and flexitime do not apply.

3. Instructions

3.1 Form

The Weekly Time Report Form BN-US-410-02 shall be used to record time charges. The form is in twofold, original plus print-through copy (see Attachment 2). The copy is returned to the employee after approval.

3.2 Completion

Record all time charges legibly. Use ball-point pen only, prefer ably black.

3.2.1 The daily total hours recorded by the time clock are automatically preprinted by the clock registration computer in decimals (see paragraph 4.2) on the line 00 "Flexitime Total" and correspond with the hours as shown in the section "Flexitime Registration".

The breakdown of the daily total hours per job number should be entered on the lines 01 through 12 by the employee. If the number of lines are insufficient to allocate the job numbers, a second Weekly Time Report should be filled out.

3.2.2 An entry must be made to the "Actual Total" if the number of daily hours in the section "Flexitime Registration" does not correspond to the number of hours listed against the "Flexitime Total". This also applies if no entry is listed in the section "Flexitime Registration" or the entry needs to be adjusted. In these circumstances, a code (1 through 6) must be filled in on the line "Notes" as indicated on the form.

3.3 Submission

The form must be submitted for approval, before 9:30 a.m. on the first working day following the end of the week.

3.4 Authorized Approval

The Cost Center Manager or his authorized appointee shall approve Time Reports of employees belonging to his department.

The Construction Manager or his authorized appointee shall approve the Time Reports of Field Construction employees and employees from the Home Office assigned to subject construction project.

3.5 Responsibility

The above mentioned managers shall ensure that their employees are aware of the correct codes and numbers to be used, that the time charged corresponds to the preprinted flexitime total and allowed corrections made thereto and that overhead and absence charges are legitimate.

The approval authority has the responsibility that the Weekly Time Reports are hand-carried to the Accounts Department, Time Administration on the first working day of the week, before 12.00 hours.

4. Definitions

4.1 Week Designations in Time Administration

A Company week is from Monday through Sunday. The week numbers are in accordance with the Company calendar.

4.2 Parts of an Hour

Parts of an hour are recorded in multiples of 6 minutes as decimals .1 through .9.

Example:

40 hours + 6 minutes = 40.1

40 hours + 7 minutes = 40.1

40 hours + 8 minutes = 40.1

40 hours + 9 minutes = 40.2

40 hours + 10 minutes = 40.2

40 hours + 11 minutes = 40.2

40 hours + 12 minutes = 40.2

4.3 Normal Time Hours

When recording "normal hours", the period covered is only from Monday through Friday.

4.4 Overtime Hours

When recording "overtime hours", the period covered is from Monday through Sunday.

Employees, who are not entitled to payment of overtime hours (see paragraph 9.4.9, List of Positions A of the Green Book), have to report all hours worked under "normal time hours".

4.5 Job Numbers

All hours must be charged to a project, overhead or absence number. A list of commonly used overhead charge numbers and absence charge numbers is attached (see Attachment 1).

4.6 Unit

If unit numbers for a project have to be recorded, the details shall be given by the Project Manager or his appointee as laid down in the specific Project Procedure, to be approved by the Project Manager in consultation with the Cost Center Manager.

4.7 Work Package

The work scope of the project can be broken down into "work packages". If required, the details shall be given by the Project Manager or his appointee, as laid down in the specific Project Procedure, to be approved by the Project Manager in consultation with the Cost Center Manager.

4.8 Document Number

This number is used to allocate manhours to a specific drawing or document.

4.9 Project Cost Code (PCC)

This code describes the type of work to be performed by the employee's permanent department and is called the basic PCC.

If an employee is temporarily assigned to another department or to another activity on a project, he/she must use the PCC of the other department or activity called the assigned PCC.

If during such a period of temporary assignment, time is charged to record illness, vacation, training, standards, no work or other general tasks, the basic PCC must be used.

5. Agency Personnel

Agency personnel shall attach a copy of their agency time report to the Weekly Time Report, for approval of the Cost Center Manager or his authorized appointee.

6. Instruction for Completing the Weekly Time Report Form

* Left space for full hours; right space for decimal parts of an hour.

7. Flowchart

8. References

9. Attachments

1. List of General Time Charges

2. Weekly Time Report (example)

Attachment 1

Sheet 1 of 2

LIST OF GENERAL TIME CHARGES

Attachment 1

Sheet 2 of 2

Attachment 2

Sheet 1 of 1

WEEKLY TIME REPORT

(example not available)