ITWorx Time Submission Policy PDF

Document Change Control {#document-change-control.ListParagraph} ======================= **Ver. \#** ------------- -- -- -- -- -- -- V1.0 **\ ** Table of Content {#table-of-content.ListParagraph} ================ [Document Change Control 1](#docum...

Document Change Control {#document-change-control.ListParagraph} ======================= **Ver. \#** ------------- -- -- -- -- -- -- V1.0 **\ ** Table of Content {#table-of-content.ListParagraph} ================ [Document Change Control 1](#document-change-control) [Table of Content 2](#table-of-content) [1. Policy Overview 3](#policy-overview) [[1.1 Purpose]{.smallcaps} 3](#purpose) [[1.2 Scope and Eligibility]{.smallcaps} 3](#scope-and-eligibility) [[1.3 Related Values]{.smallcaps} 3](#related-values) [2. Policy Requirements 3](#policy-requirements) [3. Exception 3](#exception) [4. Enforcement 3](#enforcement) [5. References 3](#references) [6. Policy Review 3](#policy-review) Policy Overview =============== ### **[1.1 Purpose ]{.smallcaps}** This policy is established to ensure timely and accurate timesheet submissions from all technical employees. Proper tracking supports effective management decision-making, timely invoicing, and more accurate utilization and performance reporting. ### **[1.2 Scope and Eligibility]{.smallcaps}** This policy applies to all technical employees, including those in DevOps, R&D, and presales roles engaged in technical and non-commercial activities. ### **[1.3 Related Values]{.smallcaps}** - People - Profit Policy Requirements =================== 2.1 Task Assignment ------------------- - Managers must create and assign tasks to employees before the task's start date to enable accurate time tracking. - Employees have to submit non-billable tasks in accordance with the guidelines outlined in [Annex-1](#annex-1). 2.2 Time Submission Categories ------------------------------ - Regular Working Hours: Includes billable (client-related) hours linked with billable project tasks. - Non-Project Time-non billable: [Refer to Annex 1- Non-Billable tasks Categories](#annex-1) - Vacation Hours: Please refer to the ITWorx [Vacation Policy](https://kb.itworx.com/talents/total-rewards/policy/vacation-policy/). 2.3 Submission Requirements --------------------------- - Employees are required to submit their timesheets by the end of Thursday each week. Timely submission ensures accurate time tracking. - Managers must review and approve submitted timesheets for the previous week on a weekly basis. - All missed submissions, reminders, and escalations will be tracked automatically. Monthly summary reports will be provided to employees and managers to ensure transparency and accountability. 2.4 Accountability ------------------ - Employees who fail to complete at least 90% of their timesheet will be subject to escalation and disciplinary actions. - Managers with unapproved timesheets greater than 50 hours will face the same escalation and disciplinary actions as employee. 2.5 Automated Reminders and Escalations --------------------------------------- **1. Employees** - First Reminder (Sunday): An automated email will remind employees to complete at least 90% of their timesheet for the previous week. - Second Reminder (Monday): If incomplete, an automatic escalation email will be sent to the direct manager. - Director Escalation (Tuesday): If still incomplete, an email will escalate to the Service Delivery Director (SDD), requiring immediate action. - If still incomplete, it will be flagged as a violation and subject to disciplinary actions. **2. Managers** - First Reminder (Monday): An automated email will prompt managers to approve more than 50 hours of submitted timesheets for the previous week. - Second Reminder (Tuesday): If incomplete, an automatic escalation email will be sent to the direct manager and SDD. - Director Escalation (Wednesday): If still incomplete, it will be flagged as a violation and subject to disciplinary action. 2.5 Escalating Disciplinary Actions for Missed Submissions ---------------------------------------------------------- - First Violation: A grace period will be granted, with escalation to the SDD sufficing at this stage. - Second Violation: A warning email will be issued, including HR and Legal, their managers, and SDD. - Third Violation: A second warning will be issued including HR, SDD and their managers and SDD, and the employee/manager will meet with HR/ SDD to discuss challenges in completing timesheets. - Fourth Violation (Payroll Deduction): A payroll deduction equivalent to one day's salary will be applied. Notifications will be sent to both the employee and their manager. - Continued Non-Compliance: Further violations will lead to formal disciplinary actions, including official notices, HR and Legal investigations. - Repeated violations may impact career progression, including performance reviews and eligibility for promotions or bonuses. Missed submissions will be documented and reviewed annually. Exception ========= No exception to this policy. Enforcement =========== Any violation of the requirements of this policy will lead to disciplinary action with the HR and legal team, Refer to Section 2.5. References ========== [Vacation Policy](https://kb.itworx.com/talents/total-rewards/policy/vacation-policy/) Policy Review ============= This document is valid as of \[01-Jan-2025\]. The owner of this policy is \[SCO\], who must review and, if necessary, update the document at least once a year. Requesting changes to this policy is done through a formal document change request process through the following link:- Annex 1 ------- Non-Billable tasks Categories ----------------------------- ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- \# **Category** **Description** **Examples** ------- ------------------------------------- ------------------------------------------------------------------- ----------------------------------------------------------------------------------------------------------------------------------- **1** **Team and Department Events** Activities that foster team bonding and alignment. Team-building events, department meetings, and celebrations. **2** **Training and Development** Efforts to enhance skills or gain certifications. Formal training (workshops, certifications), self-paced learning (online courses, tutorials).\ Include Training preparations (for trainers) and Training time (for attendees). **3** **Productive-Internal Initiatives** Work contributing to internal goals, innovation, or improvements. Process optimization, internal tool development, and innovation projects.\ Include Practice initiatives such as ex: automation investment, accelerators, digital transformation, and fast-track preparation. **4** **Productive- Sales Support** Non-billable work aiding the sales team. Preparing proposals, responding to RFPs, and conducting product or service demos. **5** **Administrative Tasks** Non-project tasks required for organizational operations. Appraisals, interviews, onboarding, compliance reviews. **6** **Idle Time** Waiting periods between assignments or projects. Delays in project onboarding, waiting for task allocation. **7** **Handover Activities** Knowledge transfer and documentation during transitions. Project knowledge sharing and creating handover documents. **8** **System-Related Issues** Productivity loss due to system or infrastructure problems. Addressing IS/IT issues, and downtime caused by software or hardware failures. **9** **Automatic Time Submission** Follow Time Submission Process N/A -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------