Audit Manual

Timekeeping and Reporting Policy

All employees within UTMB Audit Services must comply with the UTMB policies and procedures pertaining to time and attendance reporting. These include:

Electronic Timekeeping System

  • The Audit Services Administrative Associate will record actual hours worked and hours absent during the workweek. The hours recorded will be entered into the Kronos Electronic Timekeeping System (ETS) as the system requires. The Administrative Associate then routes the timesheet for appropriate approvals. All workweeks begin on Saturday and end on Friday.

Time Reports

  • In addition, all Audit Services employees are responsible for tracking the number of hours spent in performing their job duties.
  • Tracking includes keeping record of hours spent on audit, project, administrative and/or other duties by time codes on the Audit Services Time Report Template.
  • The timekeeping staff member is responsible for maintaining a list of open time codes for all engagements in progress or completed, which can be found within the Audit Services Time Report Template. The employee is responsible for ensuring the time report submitted includes the appropriate time codes necessary for charging all hours included on the time report.
  • Audit Services Time Report must be completed weekly and submitted to the designated administrative staff member no later than noon on the Monday following the applicable workweek for entry into the Timeslips database. The database system is a useful tool for budgeting engagement hours and comparing actual hours spent to budgeted hours.
  • Prior to submission to the designated staff member, all time reports must be approved by the appropriate Manager for that employee (as determined by most time charged for that week, this may be done electronically).
  • If the most time represents “unassigned” or is not project/engagement specific, the time report should be approved by their assigned Manager (i.e., general or IT).

Travel Time

  • If applicable, travel time is to be considered and included in actual time; typically this applies only to education and training scenarios.

Monitoring

The Timekeeping/Scheduling Manager will review on a monthly basis the hours charged to specific projects/engagements to ensure consistency in the time codes being used in accordance with the intent of the annual audit plan developed.

Additional Guidelines

  • For non-exempt employees, any time worked over the normal 40 hour work week that would be counted as state compensatory time or as FLSA overtime, should be pre-approved by a Management team member. The approval can be given via email.
  • For exempt employees, any time worked over 44 hours in a work week, should be pre-approved by a Management team member. The approval can be given via email.