Using DCAA Compliance Functionality for Time Reports
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
TE_TIME_LINES |
Enter project and personal time. See also, Time Report Summary Page. |
|
|
TE_SUBMIT_CONFIRM |
Enter an explanation as to why you are submitting the time report late or made changes. |
Use the Time Report Summary page (TE_TIME_LINES) to enter current and future project and personal time.
Navigation:
This example illustrates the fields and controls on the Time Report Summary page when the Disable Entry of Future Project Hours option is selected on the Expenses Definition – Business Unit 2 page.
When you select the Disable Entry of Future Project Hours check box on the Expenses Definition – Business Unit 2 page, PeopleSoft Expenses prevents employees in the business unit from entering future time on their time reports. PeopleSoft Expenses disables the future days in the project time entry grid.
If you select the Disable Future Entry check box for a time reporting code on the Time Reporting Code (EX_TRC_EX and EX_TRC_MAP_TBL) pages, PeopleSoft Expenses prohibits employees from entering personal hours on a time report if the date entered on the report is after the current date.
As displayed in the page shot above for a time report with a period end date of August 28, 2009, Kenneth Schumacher can only enter project time for the current date, August 27, 2009. In the personal grid, PeopleSoft Expenses enables him to enter vacation time for Friday the 28th; however, PeopleSoft Expenses does not enable Kenneth Schumacher to enter future time for illness.
Changing Time Report Information
When you enable DCAA, PeopleSoft Expenses tracks entries or changes made by someone other than the owner of the time report. If approvers or auditors make any changes, PeopleSoft Expenses prompts them during the confirmation of the approval action taken to enter a reason for their changes. The authority to make changes to time reports is determined when approvals is configured during system setup. You can configure PeopleSoft Expenses to prevent approvers from making changes to time reports, forcing them to send the reports back to the owners for revisions.
Use the Submit Confirmation page (TE_SUBMIT_CONFIRM) to enter an explanation as to why you are submitting the time report late or made changes.
Navigation:
Click the Submit button on the Time Report Summary page.
This example illustrates the fields and controls on the Submit Confirmation page. You can find definitions for the fields and controls later on this page.
When employees submit time reports late or enter changes after the cutoff date, PeopleSoft Expenses prompts them to enter an explanation as to why they are late or made changes.
To ensure that organizations are in compliance with their government contracts, DCAA compliance requires that PeopleSoft Expenses maintain a log of entries, changes, and violations made by employees, authorized reporters, approvers, and auditors. PeopleSoft Expenses records the transaction logs in the EX_AUDIT_DCAA record that includes some or all of the following fields:
User ID of the person who makes the time report entry.
Current server date and time when the transaction record was saved.
Key information from the time report record.
Key information from the transaction ID.
Log entry reason (LOG_DCAA_REASON).
Comments.
Time Entry by an Authorized Reporter
An authorized reporter is someone with authority to enter or change information on time or expense reports on behalf of an employee. DCAA compliance requires that PeopleSoft Expenses log when an authorized reporter makes an entry in a time report prior to submitting the report and prior to the cutoff time. PeopleSoft Expenses logs this information:
User ID of the person who makes the time report entry.
Current server date and time when the authorized reporter saved the time report.
Key information from the time report record, such as the transaction ID.
Log entry reason (LOG_DCAA_REASON = E).
Time Reporting Changes and Violations
DCAA compliance functionality in PeopleSoft Expenses creates a log entry when you:
Report time late (LOG_DCAA_REASON = L).
Whether an employee or an authorized reporter misses the cutoff for reporting time, PeopleSoft Expenses records the late entry. The time that PeopleSoft Expenses compares against the cutoff time and logged is the time the report was save or submitted.
Change reported time (LOG_DCAA_REASON = C).
If after the initial save and prior to submission a time entry is changed past the cutoff time, PeopleSoft Expenses logs the change.
Delete pending time reports (LOG_DCAA_REASON = D).
If an employee or authorized reporter deletes a pending time report, PeopleSoft Expenses logs the transaction as a deleted action.
Change time report or enter time late (LOG_DCAA_REASON = B).
If and employee or authorized reporter changes hours or makes a new entry after the cutoff time, PeopleSoft Expenses logs the information.
Time Reporting Changes by Approvers and Auditors
During confirmation of the approval action, if approvers or auditors made any changes to a time report, PeopleSoft Expenses prompts them to enter a reason and logs the transaction as Approval Changes (LOG_DCAA_REASON = A).
Time Adjustments After Submission
PeopleSoft Expenses logs adjustments to a prior period as Changed (LOG_DCAA_REASON = C).