From b99eb8e657fdb746325c4360722f1739ef891899 Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 09:57:33 -0700 Subject: [PATCH 01/21] Create timekeeping-policies.md --- company-policies/timekeeping-policies.md | 17 +++++++++++++++++ 1 file changed, 17 insertions(+) create mode 100644 company-policies/timekeeping-policies.md diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md new file mode 100644 index 0000000000..72e5fef9cf --- /dev/null +++ b/company-policies/timekeeping-policies.md @@ -0,0 +1,17 @@ +## 0—Roles and Responsibilities +### 0.1 Leadership + +The definition of the Leadership team includes the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Technology Officer (CTO), Chief Information Security Officer (CISO), Chief Experience Officer (CEO), General Counsel, Directors of various CivicActions Disciplines, and Board Members. + +### 0.2 Accounting Department +The definition of the Accounting Department includes all persons who are involved with performing the day-to-day accounting activities, including payroll. Roles within the Accounting Department include the CEO, COO, Controller (outsourced), Resource Planning Analyst, and Staff Accountant. One of the primary responsibilities of the Accounting Department is to identify and properly classify unallowable costs in accordance with FAR Part 31 and contract specific terms. +0.3 Program Finance +The definition of Program Finance are those individuals who are tasked with project finance administration and assisting with complying with contract terms and conditions. The roles include, but are not limited to, CEO, Controller (outsourced), General Counsel, Resource Planning Analyst, Program Managers, and Project Managers. The responsibility of the Program Finance department is to manage program budgets and review for costs that should be excluded from billings to the Government. +0.4 Team Member +The definition of the CivicActions’ Team Member is an individual who is an employee of the Company. The responsibility of the team member is to accurately record all time and expenses to their specific, Direct, Indirect, or Unallowable cost project charge codes and objectives. +0.5 Manager +The definition of the Manager are those individuals who are closely knowledgeable of the CivicActions’ Team Member work activities and are capable of reviewing CivicActions’ Team Member timesheets for Completeness, Accuracy, and Reasonableness. This would include Associate Directors, Directors and Leadership. +0.6 Project Manager +The definition of the Project Manager are those individuals who are tasked with running the day-to-day operations of a contract by meeting the terms within the Statement of Work (SOW) and other operational requirements of the contract. The Project Manager reviews and approves staff timesheets and expense reports for the project. The Project Manager maintains the team’s forecasts in the ERP tool, Unanet. The Project Manager should discuss budget or forecasting status with the Program Manager regularly. +0.7 Program Manager +The definition of the Program Manager are those individuals who manage the main projects, giving detailed attention to program strategy, project delegation, and program implementation. The Program Manager is ultimately responsible for ensuring they have accurate budget data (from the Project Manager) in order to make informed decisions about project health and success. From 6c916083e8fdc3e7baafb8042370f38477f2fa7b Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 09:59:17 -0700 Subject: [PATCH 02/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 72e5fef9cf..2cf0ce69a4 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -5,7 +5,7 @@ The definition of the Leadership team includes the Chief Executive Officer (CEO) ### 0.2 Accounting Department The definition of the Accounting Department includes all persons who are involved with performing the day-to-day accounting activities, including payroll. Roles within the Accounting Department include the CEO, COO, Controller (outsourced), Resource Planning Analyst, and Staff Accountant. One of the primary responsibilities of the Accounting Department is to identify and properly classify unallowable costs in accordance with FAR Part 31 and contract specific terms. -0.3 Program Finance +### 0.3 Program Finance The definition of Program Finance are those individuals who are tasked with project finance administration and assisting with complying with contract terms and conditions. The roles include, but are not limited to, CEO, Controller (outsourced), General Counsel, Resource Planning Analyst, Program Managers, and Project Managers. The responsibility of the Program Finance department is to manage program budgets and review for costs that should be excluded from billings to the Government. 0.4 Team Member The definition of the CivicActions’ Team Member is an individual who is an employee of the Company. The responsibility of the team member is to accurately record all time and expenses to their specific, Direct, Indirect, or Unallowable cost project charge codes and objectives. From 0f1db0e32e2ff21478772439f4edf89edef3dedc Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 10:00:22 -0700 Subject: [PATCH 03/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 10 ++++------ 1 file changed, 4 insertions(+), 6 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 2cf0ce69a4..89ebde4103 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -1,17 +1,15 @@ ## 0—Roles and Responsibilities ### 0.1 Leadership - The definition of the Leadership team includes the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Technology Officer (CTO), Chief Information Security Officer (CISO), Chief Experience Officer (CEO), General Counsel, Directors of various CivicActions Disciplines, and Board Members. - ### 0.2 Accounting Department The definition of the Accounting Department includes all persons who are involved with performing the day-to-day accounting activities, including payroll. Roles within the Accounting Department include the CEO, COO, Controller (outsourced), Resource Planning Analyst, and Staff Accountant. One of the primary responsibilities of the Accounting Department is to identify and properly classify unallowable costs in accordance with FAR Part 31 and contract specific terms. ### 0.3 Program Finance The definition of Program Finance are those individuals who are tasked with project finance administration and assisting with complying with contract terms and conditions. The roles include, but are not limited to, CEO, Controller (outsourced), General Counsel, Resource Planning Analyst, Program Managers, and Project Managers. The responsibility of the Program Finance department is to manage program budgets and review for costs that should be excluded from billings to the Government. -0.4 Team Member +### 0.4 Team Member The definition of the CivicActions’ Team Member is an individual who is an employee of the Company. The responsibility of the team member is to accurately record all time and expenses to their specific, Direct, Indirect, or Unallowable cost project charge codes and objectives. -0.5 Manager +### 0.5 Manager The definition of the Manager are those individuals who are closely knowledgeable of the CivicActions’ Team Member work activities and are capable of reviewing CivicActions’ Team Member timesheets for Completeness, Accuracy, and Reasonableness. This would include Associate Directors, Directors and Leadership. -0.6 Project Manager +### 0.6 Project Manager The definition of the Project Manager are those individuals who are tasked with running the day-to-day operations of a contract by meeting the terms within the Statement of Work (SOW) and other operational requirements of the contract. The Project Manager reviews and approves staff timesheets and expense reports for the project. The Project Manager maintains the team’s forecasts in the ERP tool, Unanet. The Project Manager should discuss budget or forecasting status with the Program Manager regularly. -0.7 Program Manager +### 0.7 Program Manager The definition of the Program Manager are those individuals who manage the main projects, giving detailed attention to program strategy, project delegation, and program implementation. The Program Manager is ultimately responsible for ensuring they have accurate budget data (from the Project Manager) in order to make informed decisions about project health and success. From 1b0150540063f7054ac080491b9a9ea9c17f3250 Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 10:03:27 -0700 Subject: [PATCH 04/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 10 ++++++++++ 1 file changed, 10 insertions(+) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 89ebde4103..47be77023c 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -13,3 +13,13 @@ The definition of the Manager are those individuals who are closely knowledgeabl The definition of the Project Manager are those individuals who are tasked with running the day-to-day operations of a contract by meeting the terms within the Statement of Work (SOW) and other operational requirements of the contract. The Project Manager reviews and approves staff timesheets and expense reports for the project. The Project Manager maintains the team’s forecasts in the ERP tool, Unanet. The Project Manager should discuss budget or forecasting status with the Program Manager regularly. ### 0.7 Program Manager The definition of the Program Manager are those individuals who manage the main projects, giving detailed attention to program strategy, project delegation, and program implementation. The Program Manager is ultimately responsible for ensuring they have accurate budget data (from the Project Manager) in order to make informed decisions about project health and success. + +## 1—Overview +### 1.1 Purpose +The Timekeeping Policy (“Policy”) of CivicActions, Inc (“CivicActions” or “The Company”), is the official timekeeping policy document of the organization. The purpose of the Policy is to describe the timekeeping policies that have been established for CivicActions and to assist Team Members as they work to achieve the objectives set forth by the organization. +These policies have been designed to promote accuracy, efficiency, and consistency in CivicActions’ Timekeeping. The Policy includes CivicActions’ current timekeeping policies which have been developed by CivicActions’ Leadership and Accounting Department through the effective date of this document. The Policy applies to all individuals who work with or within the CivicActions organization to include CDSULC subcontractors. +Failure to comply with the Policy can result in Company criminal and civil penalties, with potential for the Company being disqualified or disbarred from working on future Government contracts. +### 1.2 Policy Maintenance +This Policy is available to all CivicActions’ Team Members. It is the responsibility of all CivicActions’ Leadership to implement and enforce compliance with the Policy. Each applicable Team Member must be aware of and abide by the policies in the Policy, and exercise sound business judgment in the application of these policies. +The CivicActions’ Leadership and Accounting Department are responsible for the establishment, review, and approval of the Policy, as well as the review and approval of subsequent changes. +The CivicActions’ Leadership and the Accounting Department will review and update the policies annually and on an as needed basis, so that they align with current CivicActions’ practices and procedures and government requirements. From 0f6adfaef14794166241ccfbfc0eb4236fe9cfc9 Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 10:11:55 -0700 Subject: [PATCH 05/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 22 ++++++++++++++++++++++ 1 file changed, 22 insertions(+) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 47be77023c..ace0e0e04a 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -23,3 +23,25 @@ Failure to comply with the Policy can result in Company criminal and civil penal This Policy is available to all CivicActions’ Team Members. It is the responsibility of all CivicActions’ Leadership to implement and enforce compliance with the Policy. Each applicable Team Member must be aware of and abide by the policies in the Policy, and exercise sound business judgment in the application of these policies. The CivicActions’ Leadership and Accounting Department are responsible for the establishment, review, and approval of the Policy, as well as the review and approval of subsequent changes. The CivicActions’ Leadership and the Accounting Department will review and update the policies annually and on an as needed basis, so that they align with current CivicActions’ practices and procedures and government requirements. + +### * * Missing Table * * + +## 2— Key Definitions +### 2.1 Costs +Costs are any labor and expenses incurred by CivicActions, in the course of normal business. These costs must be recorded to the appropriate account based on the cost objective / contract that is receiving the benefit. CivicActions has accounting and timekeeping systems which allows for the proper segregation and accumulation of cost by specific pools or projects for Government reporting purposes. +### 2.2 Direct Cost +Direct costs are costs that are incurred for the benefit of a single contract or cost objective. Typical examples of direct costs include direct labor, direct materials, direct subcontract costs, direct travel, and other direct costs. + +### 2.3 Indirect Cost +Indirect costs are the remaining costs to be allocated to two or more final cost objectives. Typical indirect cost examples may include, but are not limited to, indirect labor, indirect materials, indirect travel, and other indirect costs. +### 2.4 Allocable +A cost is allocable if it is assignable or chargeable to one or more cost objectives on the basis of relative benefits received or other equitable relationship. +### 2.5 Allowable Cost +A cost which under the provisions of FAR Part 31.2, as well as specific contract terms, can be claimed and included in invoices, indirect allocations, proposals, or settlements to which it is allocable. +### 2.6 Unallowable Cost +Any cost which under the provisions of FAR Part 31.2, as well as specific contract terms, cannot be claimed nor included in invoices, indirect allocations, proposals, or settlements to which it would otherwise be allocable. +### 2.7 Non-Billable Cost +Any cost that is allocable to a project but may not be billable due to certain conditions. These can be due to the incurrence of costs that are not within specific contract requirements, may not have enough funding or are outside the period of performance of the contract. +### 2.8 Reasonableness +A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business. + From 10cf826f173e96db0c45df14b908662a032e4ef5 Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 10:16:11 -0700 Subject: [PATCH 06/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 21 +++++++++++++++++++++ 1 file changed, 21 insertions(+) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index ace0e0e04a..f81528d204 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -45,3 +45,24 @@ Any cost that is allocable to a project but may not be billable due to certain c ### 2.8 Reasonableness A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business. +## 3—Timekeeping Guiding Principles & Team Member Procedures +### 3.1 Guiding Principles +It is the policy of CivicActions to ensure accurate timekeeping and subsequent invoicing of all labor costs to its customers, either directly or indirectly. The procedures provided in this Policy, are to provide a formal process for recording labor associated with Direct and Indirect cost objectives. It is the responsibility of CivicActions’ Leadership and all Team Members, to abide by and promote the following principles. Which serve as guiding principles throughout this Policy: +- Promote an environment of accurate and compliant timekeeping practices +- Establish, appropriate, relevant, and compliant timekeeping policies and procedures, which are maintained +- Maintain accurate and timely timesheets, for all CivicActions’ Team Members, to support accurate and compliant invoicing to all CivicActions’ customers +- All CivicActions’ Team Members are trained upon hire with annual refresher trainings regarding accurate timekeeping practices and policies +- All CivicActions’ Team Members are responsible for submitting accurate, compliant, and reasonable timesheets +- CivicActions’ Project Managers and Managers must review all time / timesheets, for completeness, accuracy, and reasonableness +- Appropriate segregation of duties exists between those individuals who are responsible for administrative timekeeping management and the processing of payroll +### 3.2 Timekeeping Requirements +It is expected that all CivicActions’ Team Members will comply and follow the referenced timekeeping requirements: +- All timekeeping entries have an audit trail to include the CivicActions’ Team Member name, date, and time. Audit trail should exist at a minimum for the following: initial time entry, Team Member signature (which is completed through data entry by logged in Team Members), supervisory approval, evidence of corrections if applicable +- All time must be accurately recorded in a timely manner. This includes properly recording hours worked to applicable / appropriate final cost objectives (i.e., Direct or Indirect) +- All CivicActions’ Team Members must account for and record all hours worked for every day worked +- All CivicActions’ Team Members must input and save their hours for each day, no later than 10:00 am local time, the following business day being reported +- On the last business day of the pay period, CivicActions’ Team Members must submit their timesheet, no later than 10:00 am local time, the following business day of the last day of the pay period +- Manager’s must review and approve their CivicActions’ Team Member timesheet(s), no later than 5:00 pm local time, the following business day of the last day of the pay period, once the CivicActions’ Team Member has signed off on their timesheet +- All CivicActions’ Team Members are responsible for entering and submitting their own timesheets. No other Team Member shall enter time for another CivicActions’ Team Member, unless under special circumstances discussed in section 4.3 Timekeeping Special Circumstances +- The forward booking of time is strictly prohibited, except for when a Team Member is taking leave. If an Team Member is taking leave, they are allowed to enter time ahead of the time taken off +- Any Direct or Indirect labor which is considered unallowable, is recorded as such, to the appropriate unallowable project From f8e940915b1f18cd7730ae37458dd14a2db300ce Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 10:35:40 -0700 Subject: [PATCH 07/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 50 ++++++++++++++++++++++++ 1 file changed, 50 insertions(+) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index f81528d204..aba8979946 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -66,3 +66,53 @@ It is expected that all CivicActions’ Team Members will comply and follow the - All CivicActions’ Team Members are responsible for entering and submitting their own timesheets. No other Team Member shall enter time for another CivicActions’ Team Member, unless under special circumstances discussed in section 4.3 Timekeeping Special Circumstances - The forward booking of time is strictly prohibited, except for when a Team Member is taking leave. If an Team Member is taking leave, they are allowed to enter time ahead of the time taken off - Any Direct or Indirect labor which is considered unallowable, is recorded as such, to the appropriate unallowable project + +## 4 —Timekeeping +### 4.1 Timesheet Entry +For All Team Members, CivicActions uses the Unanet integrated timekeeping system, which is managed by the Accounting Department. Access to Unanet is username and password restricted and requires a specific number of hours per day/week/period depending upon the arrangement with the Team Member. + +**Workforce Management** + +When a new Team Member is hired, the hiring team and People Ops team notify the Resource Planning Analyst (RPA) who assigns the Team Member to required internal projects and tasks in Unanet. The RPA asks the Project Manager to assign the Team Member to required client projects and tasks. For Team Members not considered new hires, requests for access to particular projects and tasks are made via Slack (#unanet channel) and are reviewed by either the RPA, the Project Manager or other personnel with the Resource Assigner role in Unanet. +### 4.2 Timesheet Corrections +Timesheet corrections are primarily initiated by the Team Member or their Manager. Team Members are responsible for making all timesheet corrections prior to the timesheet period being closed. If the corrections pertain to a prior closed period, the Team Member must coordinate the corrections with the Accounting Department and Program Finance for the timecard to be administratively adjusted. The Resource and Planning Analyst (A Unanet Administrator) makes the necessary corrective adjustment and adds an explanation as to why the correction is needed. Once the Team Member’s Manager approves the corrected timesheet, the Resource and Planning Analyst extracts the corrected timesheets, reviews for any cost adjustments that will need to be accounted for in the following payroll and notifies the Controller. The Controller posts the labor distribution in the accounting system. +### 4.3 Timekeeping Special Circumstances +In certain instances, People & Operations can input time on a Team Member’s behalf and sign the timesheet at the Team Member’s request. The timesheet will be reviewed and approved by the Manager. This is only done in rare circumstances where the Team Member does not have reasonable access to complete the timesheet, on time on their own, or is on special leave. People & Operations documents the reason for completing the timesheet within the timesheet comments and the Manager reviews and approves. The Team Member must review and approve the timesheet upon returning to work. +### 4.4 General Leave +All CivicActions’ Team Members are expected to record all vacation, holiday, or other leave into the timekeeping system. + +**Paid Time Off** + +Paid time off (PTO) is managed in accordance with the PTO policy. Leave eligibility is handled by the People Department. The tracking and review of PTO is performed by Managers and the People Department. + +**Holiday** + +Eligible Team Members are entitled to Holiday pay and associated Office Closing pay as defined in the Benefits policy. Team Members are expected to record all applicable Holiday time to the corresponding Holiday project charge code, within the timekeeping system. The Accounting Department reviews the holiday code usage on a semi-monthly basis, to ensure proper usage of the code. +### 4.5 Timekeeping Training +CivicActions conducts both onboarding and annual timekeeping training, which is required to be attended by all CivicActions’ Team Members. Both trainings include: +- **Section One:** Government requirements for timekeeping and importance of accurate time charging in the Government space +- **Section Two:** Discuss and review the process for entering in time (i.e., how to physically enter in time to the Unanet system) +- **Section Three:** Overview of time charging key policy points / responsibility of all Team Members, which include, but not limited to: + + Defining what Direct and Indirect means + + Discuss types of activities considered to be Direct versus Indirect for labor + + Discuss importance of recording all hours worked (Direct / Indirect) + + Proper recording of hours to the applicable project charge code (Direct / Indirect) + + Requirements for entering time on a daily basis + + Importance of never forward booking time, with the exception of leave + + Discuss process for requesting access to a project charge codes Direct / Indirect (if applicable) + + Discuss what an Team Member should do in the event they are unable to record their time + + Discuss what an Team Member should do if they have a timesheet correction + + Discuss how to record Paid Time Off / Holiday / Leave + +- **Section Four:** Overview of Manager review roles / responsibilities + + Complete, Accurate, Reasonable Review + + Review the process for Managers to physically review the timesheet + +- **Section Five:** Key takeaways and resources + + + Review quick reference / how to guides readily available + + Provide Team Members a place where they can go with questions for time entry or review + + Provide Team Members a place to go, in the event that they suspect fraud + +### 4.6 Self Audits +Periodically, CivicActions performs self-audits, which are intended to test its population's compliance and understanding of the policy and procedures within this document. Self-audits include review of labor reporting, including but not limited to recording of hours worked in a given day, reviewing the Floor Check report, and interviews with Team Members for understanding of key policies. A review of the self-audits is briefed to the Leadership team allowing for discussion, is subsequently documented, and any agreed upon corrective action is implemented timely. From c867600b74edce2aff9592ab2d9946e2c9ee640c Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 10:58:41 -0700 Subject: [PATCH 08/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 46 ++++++++++++++++++++---- 1 file changed, 40 insertions(+), 6 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index aba8979946..a8bea8a9ac 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -24,8 +24,16 @@ This Policy is available to all CivicActions’ Team Members. It is the responsi The CivicActions’ Leadership and Accounting Department are responsible for the establishment, review, and approval of the Policy, as well as the review and approval of subsequent changes. The CivicActions’ Leadership and the Accounting Department will review and update the policies annually and on an as needed basis, so that they align with current CivicActions’ practices and procedures and government requirements. -### * * Missing Table * * - +| Date | Version #| Changes Made |Author |Reviewer |Signature | +| --------- |:--------:|:------------:|:-------------------:|:---------:|:---------:| +| 4/1/2023 | Original |Original |Accounting Department|Henry Poole|Henry Poole| +|||||||||||| +|||||||||||| +|||| +||| +||||| +||| +||| ## 2— Key Definitions ### 2.1 Costs Costs are any labor and expenses incurred by CivicActions, in the course of normal business. These costs must be recorded to the appropriate account based on the cost objective / contract that is receiving the benefit. CivicActions has accounting and timekeeping systems which allows for the proper segregation and accumulation of cost by specific pools or projects for Government reporting purposes. @@ -63,7 +71,7 @@ It is expected that all CivicActions’ Team Members will comply and follow the - All CivicActions’ Team Members must input and save their hours for each day, no later than 10:00 am local time, the following business day being reported - On the last business day of the pay period, CivicActions’ Team Members must submit their timesheet, no later than 10:00 am local time, the following business day of the last day of the pay period - Manager’s must review and approve their CivicActions’ Team Member timesheet(s), no later than 5:00 pm local time, the following business day of the last day of the pay period, once the CivicActions’ Team Member has signed off on their timesheet -- All CivicActions’ Team Members are responsible for entering and submitting their own timesheets. No other Team Member shall enter time for another CivicActions’ Team Member, unless under special circumstances discussed in section 4.3 Timekeeping Special Circumstances +- All CivicActions’ Team Members are responsible for entering and submitting their own timesheets. No other Team Member shall enter time for another CivicActions’ Team Member, unless under special circumstances discussed in section *4.3 Timekeeping Special Circumstances* - The forward booking of time is strictly prohibited, except for when a Team Member is taking leave. If an Team Member is taking leave, they are allowed to enter time ahead of the time taken off - Any Direct or Indirect labor which is considered unallowable, is recorded as such, to the appropriate unallowable project @@ -71,7 +79,7 @@ It is expected that all CivicActions’ Team Members will comply and follow the ### 4.1 Timesheet Entry For All Team Members, CivicActions uses the Unanet integrated timekeeping system, which is managed by the Accounting Department. Access to Unanet is username and password restricted and requires a specific number of hours per day/week/period depending upon the arrangement with the Team Member. -**Workforce Management** +***Workforce Management*** When a new Team Member is hired, the hiring team and People Ops team notify the Resource Planning Analyst (RPA) who assigns the Team Member to required internal projects and tasks in Unanet. The RPA asks the Project Manager to assign the Team Member to required client projects and tasks. For Team Members not considered new hires, requests for access to particular projects and tasks are made via Slack (#unanet channel) and are reviewed by either the RPA, the Project Manager or other personnel with the Resource Assigner role in Unanet. ### 4.2 Timesheet Corrections @@ -81,11 +89,11 @@ In certain instances, People & Operations can input time on a Team Member’s be ### 4.4 General Leave All CivicActions’ Team Members are expected to record all vacation, holiday, or other leave into the timekeeping system. -**Paid Time Off** +***Paid Time Off*** Paid time off (PTO) is managed in accordance with the PTO policy. Leave eligibility is handled by the People Department. The tracking and review of PTO is performed by Managers and the People Department. -**Holiday** +***Holiday*** Eligible Team Members are entitled to Holiday pay and associated Office Closing pay as defined in the Benefits policy. Team Members are expected to record all applicable Holiday time to the corresponding Holiday project charge code, within the timekeeping system. The Accounting Department reviews the holiday code usage on a semi-monthly basis, to ensure proper usage of the code. ### 4.5 Timekeeping Training @@ -116,3 +124,29 @@ CivicActions conducts both onboarding and annual timekeeping training, which is ### 4.6 Self Audits Periodically, CivicActions performs self-audits, which are intended to test its population's compliance and understanding of the policy and procedures within this document. Self-audits include review of labor reporting, including but not limited to recording of hours worked in a given day, reviewing the Floor Check report, and interviews with Team Members for understanding of key policies. A review of the self-audits is briefed to the Leadership team allowing for discussion, is subsequently documented, and any agreed upon corrective action is implemented timely. + +## 5 – Supplemental Documents +### 5.1 Accounting Policies and Procedures +For reference to CivicActions’ Accounting Policies and Procedures, see CivicActions Accounting Policy +### 5.2 Timekeeping Training FAQ +For reference to CivicActions’ Timekeeping Training, see CivicActions’ Timekeeping FAQ + + + + + + + + + + + + + + + + + + + + From bb7534b49495584b63cbcaefc3aa2fcbd28d4791 Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 11:17:04 -0700 Subject: [PATCH 09/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index a8bea8a9ac..6e6f269ec7 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -1,6 +1,6 @@ ## 0—Roles and Responsibilities ### 0.1 Leadership -The definition of the Leadership team includes the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Technology Officer (CTO), Chief Information Security Officer (CISO), Chief Experience Officer (CEO), General Counsel, Directors of various CivicActions Disciplines, and Board Members. +The definition of the Leadership team includes the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Technology Officer (CTO), Chief Information Security Officer (CISO), Chief Experience Officer (CXO), General Counsel, Directors of various CivicActions Disciplines, and Board Members. ### 0.2 Accounting Department The definition of the Accounting Department includes all persons who are involved with performing the day-to-day accounting activities, including payroll. Roles within the Accounting Department include the CEO, COO, Controller (outsourced), Resource Planning Analyst, and Staff Accountant. One of the primary responsibilities of the Accounting Department is to identify and properly classify unallowable costs in accordance with FAR Part 31 and contract specific terms. ### 0.3 Program Finance @@ -55,9 +55,9 @@ A cost is reasonable if, in its nature and amount, it does not exceed that which ## 3—Timekeeping Guiding Principles & Team Member Procedures ### 3.1 Guiding Principles -It is the policy of CivicActions to ensure accurate timekeeping and subsequent invoicing of all labor costs to its customers, either directly or indirectly. The procedures provided in this Policy, are to provide a formal process for recording labor associated with Direct and Indirect cost objectives. It is the responsibility of CivicActions’ Leadership and all Team Members, to abide by and promote the following principles. Which serve as guiding principles throughout this Policy: +It is the policy of CivicActions to ensure accurate timekeeping and subsequent invoicing of all labor costs to its customers, either directly or indirectly. The procedures provided in this Policy, are to provide a formal process for recording labor associated with Direct and Indirect cost objectives. It is the responsibility of CivicActions’ Leadership and all Team Members, to abide by and promote the following principles which serve as guiding principles throughout this Policy: - Promote an environment of accurate and compliant timekeeping practices -- Establish, appropriate, relevant, and compliant timekeeping policies and procedures, which are maintained +- Establish appropriate, relevant, and compliant timekeeping policies and procedures which are maintained - Maintain accurate and timely timesheets, for all CivicActions’ Team Members, to support accurate and compliant invoicing to all CivicActions’ customers - All CivicActions’ Team Members are trained upon hire with annual refresher trainings regarding accurate timekeeping practices and policies - All CivicActions’ Team Members are responsible for submitting accurate, compliant, and reasonable timesheets From eb688d0acbb7b030a733af5894f3711e71d3fee9 Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 11:21:14 -0700 Subject: [PATCH 10/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 32 +++++------------------- 1 file changed, 6 insertions(+), 26 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 6e6f269ec7..48c87d0383 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -27,13 +27,13 @@ The CivicActions’ Leadership and the Accounting Department will review and upd | Date | Version #| Changes Made |Author |Reviewer |Signature | | --------- |:--------:|:------------:|:-------------------:|:---------:|:---------:| | 4/1/2023 | Original |Original |Accounting Department|Henry Poole|Henry Poole| -|||||||||||| -|||||||||||| |||| -||| -||||| -||| -||| +|||| +|||| +|||| +|||| +|||| +|||| ## 2— Key Definitions ### 2.1 Costs Costs are any labor and expenses incurred by CivicActions, in the course of normal business. These costs must be recorded to the appropriate account based on the cost objective / contract that is receiving the benefit. CivicActions has accounting and timekeeping systems which allows for the proper segregation and accumulation of cost by specific pools or projects for Government reporting purposes. @@ -130,23 +130,3 @@ Periodically, CivicActions performs self-audits, which are intended to test its For reference to CivicActions’ Accounting Policies and Procedures, see CivicActions Accounting Policy ### 5.2 Timekeeping Training FAQ For reference to CivicActions’ Timekeeping Training, see CivicActions’ Timekeeping FAQ - - - - - - - - - - - - - - - - - - - - From 44a943756c4fbf5008f1c2b76133ca85d638f84d Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 11:25:12 -0700 Subject: [PATCH 11/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 4 ++++ 1 file changed, 4 insertions(+) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 48c87d0383..1be7e97499 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -1,3 +1,7 @@ +# Timekeeping Policy and Procedures +### Policy & Procedures for Timekeeping - April 1, 2023 + + ## 0—Roles and Responsibilities ### 0.1 Leadership The definition of the Leadership team includes the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Technology Officer (CTO), Chief Information Security Officer (CISO), Chief Experience Officer (CXO), General Counsel, Directors of various CivicActions Disciplines, and Board Members. From d36f648951e03b03a5d845c2bbc707bbd082d2bb Mon Sep 17 00:00:00 2001 From: "pre-commit-ci[bot]" <66853113+pre-commit-ci[bot]@users.noreply.github.com> Date: Wed, 5 Apr 2023 18:27:43 +0000 Subject: [PATCH 12/21] [pre-commit.ci] auto fixes from pre-commit.com hooks for more information, see https://pre-commit.ci --- company-policies/timekeeping-policies.md | 280 ++++++++++++++--------- 1 file changed, 169 insertions(+), 111 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 1be7e97499..788836a65b 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -1,136 +1,194 @@ -# Timekeeping Policy and Procedures -### Policy & Procedures for Timekeeping - April 1, 2023 +# Timekeeping Policy and Procedures +### Policy & Procedures for Timekeeping - April 1, 2023 + +## 0—Roles and Responsibilities + +### 0.1 Leadership + +The definition of the Leadership team includes the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Technology Officer (CTO), Chief Information Security Officer (CISO), Chief Experience Officer (CXO), General Counsel, Directors of various CivicActions Disciplines, and Board Members. + +### 0.2 Accounting Department + +The definition of the Accounting Department includes all persons who are involved with performing the day-to-day accounting activities, including payroll. Roles within the Accounting Department include the CEO, COO, Controller (outsourced), Resource Planning Analyst, and Staff Accountant. One of the primary responsibilities of the Accounting Department is to identify and properly classify unallowable costs in accordance with FAR Part 31 and contract specific terms. + +### 0.3 Program Finance -## 0—Roles and Responsibilities -### 0.1 Leadership -The definition of the Leadership team includes the Chief Executive Officer (CEO), Chief Operating Officer (COO), Chief Technology Officer (CTO), Chief Information Security Officer (CISO), Chief Experience Officer (CXO), General Counsel, Directors of various CivicActions Disciplines, and Board Members. -### 0.2 Accounting Department -The definition of the Accounting Department includes all persons who are involved with performing the day-to-day accounting activities, including payroll. Roles within the Accounting Department include the CEO, COO, Controller (outsourced), Resource Planning Analyst, and Staff Accountant. One of the primary responsibilities of the Accounting Department is to identify and properly classify unallowable costs in accordance with FAR Part 31 and contract specific terms. -### 0.3 Program Finance The definition of Program Finance are those individuals who are tasked with project finance administration and assisting with complying with contract terms and conditions. The roles include, but are not limited to, CEO, Controller (outsourced), General Counsel, Resource Planning Analyst, Program Managers, and Project Managers. The responsibility of the Program Finance department is to manage program budgets and review for costs that should be excluded from billings to the Government. -### 0.4 Team Member -The definition of the CivicActions’ Team Member is an individual who is an employee of the Company. The responsibility of the team member is to accurately record all time and expenses to their specific, Direct, Indirect, or Unallowable cost project charge codes and objectives. -### 0.5 Manager -The definition of the Manager are those individuals who are closely knowledgeable of the CivicActions’ Team Member work activities and are capable of reviewing CivicActions’ Team Member timesheets for Completeness, Accuracy, and Reasonableness. This would include Associate Directors, Directors and Leadership. -### 0.6 Project Manager -The definition of the Project Manager are those individuals who are tasked with running the day-to-day operations of a contract by meeting the terms within the Statement of Work (SOW) and other operational requirements of the contract. The Project Manager reviews and approves staff timesheets and expense reports for the project. The Project Manager maintains the team’s forecasts in the ERP tool, Unanet. The Project Manager should discuss budget or forecasting status with the Program Manager regularly. -### 0.7 Program Manager -The definition of the Program Manager are those individuals who manage the main projects, giving detailed attention to program strategy, project delegation, and program implementation. The Program Manager is ultimately responsible for ensuring they have accurate budget data (from the Project Manager) in order to make informed decisions about project health and success. + +### 0.4 Team Member + +The definition of the CivicActions' Team Member is an individual who is an employee of the Company. The responsibility of the team member is to accurately record all time and expenses to their specific, Direct, Indirect, or Unallowable cost project charge codes and objectives. + +### 0.5 Manager + +The definition of the Manager are those individuals who are closely knowledgeable of the CivicActions' Team Member work activities and are capable of reviewing CivicActions' Team Member timesheets for Completeness, Accuracy, and Reasonableness. This would include Associate Directors, Directors and Leadership. + +### 0.6 Project Manager + +The definition of the Project Manager are those individuals who are tasked with running the day-to-day operations of a contract by meeting the terms within the Statement of Work (SOW) and other operational requirements of the contract. The Project Manager reviews and approves staff timesheets and expense reports for the project. The Project Manager maintains the team's forecasts in the ERP tool, Unanet. The Project Manager should discuss budget or forecasting status with the Program Manager regularly. + +### 0.7 Program Manager + +The definition of the Program Manager are those individuals who manage the main projects, giving detailed attention to program strategy, project delegation, and program implementation. The Program Manager is ultimately responsible for ensuring they have accurate budget data (from the Project Manager) in order to make informed decisions about project health and success. ## 1—Overview -### 1.1 Purpose -The Timekeeping Policy (“Policy”) of CivicActions, Inc (“CivicActions” or “The Company”), is the official timekeeping policy document of the organization. The purpose of the Policy is to describe the timekeeping policies that have been established for CivicActions and to assist Team Members as they work to achieve the objectives set forth by the organization. -These policies have been designed to promote accuracy, efficiency, and consistency in CivicActions’ Timekeeping. The Policy includes CivicActions’ current timekeeping policies which have been developed by CivicActions’ Leadership and Accounting Department through the effective date of this document. The Policy applies to all individuals who work with or within the CivicActions organization to include CDSULC subcontractors. -Failure to comply with the Policy can result in Company criminal and civil penalties, with potential for the Company being disqualified or disbarred from working on future Government contracts. -### 1.2 Policy Maintenance -This Policy is available to all CivicActions’ Team Members. It is the responsibility of all CivicActions’ Leadership to implement and enforce compliance with the Policy. Each applicable Team Member must be aware of and abide by the policies in the Policy, and exercise sound business judgment in the application of these policies. -The CivicActions’ Leadership and Accounting Department are responsible for the establishment, review, and approval of the Policy, as well as the review and approval of subsequent changes. -The CivicActions’ Leadership and the Accounting Department will review and update the policies annually and on an as needed basis, so that they align with current CivicActions’ practices and procedures and government requirements. - -| Date | Version #| Changes Made |Author |Reviewer |Signature | -| --------- |:--------:|:------------:|:-------------------:|:---------:|:---------:| -| 4/1/2023 | Original |Original |Accounting Department|Henry Poole|Henry Poole| -|||| -|||| -|||| -|||| -|||| -|||| -|||| + +### 1.1 Purpose + +The Timekeeping Policy ("Policy") of CivicActions, Inc ("CivicActions" or "The Company"), is the official timekeeping policy document of the organization. The purpose of the Policy is to describe the timekeeping policies that have been established for CivicActions and to assist Team Members as they work to achieve the objectives set forth by the organization. +These policies have been designed to promote accuracy, efficiency, and consistency in CivicActions' Timekeeping. The Policy includes CivicActions' current timekeeping policies which have been developed by CivicActions' Leadership and Accounting Department through the effective date of this document. The Policy applies to all individuals who work with or within the CivicActions organization to include CDSULC subcontractors. +Failure to comply with the Policy can result in Company criminal and civil penalties, with potential for the Company being disqualified or disbarred from working on future Government contracts. + +### 1.2 Policy Maintenance + +This Policy is available to all CivicActions' Team Members. It is the responsibility of all CivicActions' Leadership to implement and enforce compliance with the Policy. Each applicable Team Member must be aware of and abide by the policies in the Policy, and exercise sound business judgment in the application of these policies. +The CivicActions' Leadership and Accounting Department are responsible for the establishment, review, and approval of the Policy, as well as the review and approval of subsequent changes. +The CivicActions' Leadership and the Accounting Department will review and update the policies annually and on an as needed basis, so that they align with current CivicActions' practices and procedures and government requirements. + +| Date | Version # | Changes Made | Author | Reviewer | Signature | +| -------- | :-------: | :----------: | :-------------------: | :---------: | :---------: | +| 4/1/2023 | Original | Original | Accounting Department | Henry Poole | Henry Poole | +| | | | +| | | | +| | | | +| | | | +| | | | +| | | | +| | | | + ## 2— Key Definitions -### 2.1 Costs -Costs are any labor and expenses incurred by CivicActions, in the course of normal business. These costs must be recorded to the appropriate account based on the cost objective / contract that is receiving the benefit. CivicActions has accounting and timekeeping systems which allows for the proper segregation and accumulation of cost by specific pools or projects for Government reporting purposes. -### 2.2 Direct Cost + +### 2.1 Costs + +Costs are any labor and expenses incurred by CivicActions, in the course of normal business. These costs must be recorded to the appropriate account based on the cost objective / contract that is receiving the benefit. CivicActions has accounting and timekeeping systems which allows for the proper segregation and accumulation of cost by specific pools or projects for Government reporting purposes. + +### 2.2 Direct Cost + Direct costs are costs that are incurred for the benefit of a single contract or cost objective. Typical examples of direct costs include direct labor, direct materials, direct subcontract costs, direct travel, and other direct costs. -### 2.3 Indirect Cost +### 2.3 Indirect Cost + Indirect costs are the remaining costs to be allocated to two or more final cost objectives. Typical indirect cost examples may include, but are not limited to, indirect labor, indirect materials, indirect travel, and other indirect costs. -### 2.4 Allocable + +### 2.4 Allocable + A cost is allocable if it is assignable or chargeable to one or more cost objectives on the basis of relative benefits received or other equitable relationship. -### 2.5 Allowable Cost + +### 2.5 Allowable Cost + A cost which under the provisions of FAR Part 31.2, as well as specific contract terms, can be claimed and included in invoices, indirect allocations, proposals, or settlements to which it is allocable. -### 2.6 Unallowable Cost + +### 2.6 Unallowable Cost + Any cost which under the provisions of FAR Part 31.2, as well as specific contract terms, cannot be claimed nor included in invoices, indirect allocations, proposals, or settlements to which it would otherwise be allocable. -### 2.7 Non-Billable Cost + +### 2.7 Non-Billable Cost + Any cost that is allocable to a project but may not be billable due to certain conditions. These can be due to the incurrence of costs that are not within specific contract requirements, may not have enough funding or are outside the period of performance of the contract. -### 2.8 Reasonableness + +### 2.8 Reasonableness + A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business. -## 3—Timekeeping Guiding Principles & Team Member Procedures +## 3—Timekeeping Guiding Principles & Team Member Procedures + ### 3.1 Guiding Principles -It is the policy of CivicActions to ensure accurate timekeeping and subsequent invoicing of all labor costs to its customers, either directly or indirectly. The procedures provided in this Policy, are to provide a formal process for recording labor associated with Direct and Indirect cost objectives. It is the responsibility of CivicActions’ Leadership and all Team Members, to abide by and promote the following principles which serve as guiding principles throughout this Policy: -- Promote an environment of accurate and compliant timekeeping practices -- Establish appropriate, relevant, and compliant timekeeping policies and procedures which are maintained -- Maintain accurate and timely timesheets, for all CivicActions’ Team Members, to support accurate and compliant invoicing to all CivicActions’ customers -- All CivicActions’ Team Members are trained upon hire with annual refresher trainings regarding accurate timekeeping practices and policies -- All CivicActions’ Team Members are responsible for submitting accurate, compliant, and reasonable timesheets -- CivicActions’ Project Managers and Managers must review all time / timesheets, for completeness, accuracy, and reasonableness -- Appropriate segregation of duties exists between those individuals who are responsible for administrative timekeeping management and the processing of payroll + +It is the policy of CivicActions to ensure accurate timekeeping and subsequent invoicing of all labor costs to its customers, either directly or indirectly. The procedures provided in this Policy, are to provide a formal process for recording labor associated with Direct and Indirect cost objectives. It is the responsibility of CivicActions' Leadership and all Team Members, to abide by and promote the following principles which serve as guiding principles throughout this Policy: + +- Promote an environment of accurate and compliant timekeeping practices +- Establish appropriate, relevant, and compliant timekeeping policies and procedures which are maintained +- Maintain accurate and timely timesheets, for all CivicActions' Team Members, to support accurate and compliant invoicing to all CivicActions' customers +- All CivicActions' Team Members are trained upon hire with annual refresher trainings regarding accurate timekeeping practices and policies +- All CivicActions' Team Members are responsible for submitting accurate, compliant, and reasonable timesheets +- CivicActions' Project Managers and Managers must review all time / timesheets, for completeness, accuracy, and reasonableness +- Appropriate segregation of duties exists between those individuals who are responsible for administrative timekeeping management and the processing of payroll + ### 3.2 Timekeeping Requirements -It is expected that all CivicActions’ Team Members will comply and follow the referenced timekeeping requirements: -- All timekeeping entries have an audit trail to include the CivicActions’ Team Member name, date, and time. Audit trail should exist at a minimum for the following: initial time entry, Team Member signature (which is completed through data entry by logged in Team Members), supervisory approval, evidence of corrections if applicable -- All time must be accurately recorded in a timely manner. This includes properly recording hours worked to applicable / appropriate final cost objectives (i.e., Direct or Indirect) -- All CivicActions’ Team Members must account for and record all hours worked for every day worked -- All CivicActions’ Team Members must input and save their hours for each day, no later than 10:00 am local time, the following business day being reported -- On the last business day of the pay period, CivicActions’ Team Members must submit their timesheet, no later than 10:00 am local time, the following business day of the last day of the pay period -- Manager’s must review and approve their CivicActions’ Team Member timesheet(s), no later than 5:00 pm local time, the following business day of the last day of the pay period, once the CivicActions’ Team Member has signed off on their timesheet -- All CivicActions’ Team Members are responsible for entering and submitting their own timesheets. No other Team Member shall enter time for another CivicActions’ Team Member, unless under special circumstances discussed in section *4.3 Timekeeping Special Circumstances* -- The forward booking of time is strictly prohibited, except for when a Team Member is taking leave. If an Team Member is taking leave, they are allowed to enter time ahead of the time taken off -- Any Direct or Indirect labor which is considered unallowable, is recorded as such, to the appropriate unallowable project + +It is expected that all CivicActions' Team Members will comply and follow the referenced timekeeping requirements: + +- All timekeeping entries have an audit trail to include the CivicActions' Team Member name, date, and time. Audit trail should exist at a minimum for the following: initial time entry, Team Member signature (which is completed through data entry by logged in Team Members), supervisory approval, evidence of corrections if applicable +- All time must be accurately recorded in a timely manner. This includes properly recording hours worked to applicable / appropriate final cost objectives (i.e., Direct or Indirect) +- All CivicActions' Team Members must account for and record all hours worked for every day worked +- All CivicActions' Team Members must input and save their hours for each day, no later than 10:00 am local time, the following business day being reported +- On the last business day of the pay period, CivicActions' Team Members must submit their timesheet, no later than 10:00 am local time, the following business day of the last day of the pay period +- Manager's must review and approve their CivicActions' Team Member timesheet(s), no later than 5:00 pm local time, the following business day of the last day of the pay period, once the CivicActions' Team Member has signed off on their timesheet +- All CivicActions' Team Members are responsible for entering and submitting their own timesheets. No other Team Member shall enter time for another CivicActions' Team Member, unless under special circumstances discussed in section _4.3 Timekeeping Special Circumstances_ +- The forward booking of time is strictly prohibited, except for when a Team Member is taking leave. If an Team Member is taking leave, they are allowed to enter time ahead of the time taken off +- Any Direct or Indirect labor which is considered unallowable, is recorded as such, to the appropriate unallowable project ## 4 —Timekeeping -### 4.1 Timesheet Entry -For All Team Members, CivicActions uses the Unanet integrated timekeeping system, which is managed by the Accounting Department. Access to Unanet is username and password restricted and requires a specific number of hours per day/week/period depending upon the arrangement with the Team Member. -***Workforce Management*** +### 4.1 Timesheet Entry + +For All Team Members, CivicActions uses the Unanet integrated timekeeping system, which is managed by the Accounting Department. Access to Unanet is username and password restricted and requires a specific number of hours per day/week/period depending upon the arrangement with the Team Member. + +**_Workforce Management_** When a new Team Member is hired, the hiring team and People Ops team notify the Resource Planning Analyst (RPA) who assigns the Team Member to required internal projects and tasks in Unanet. The RPA asks the Project Manager to assign the Team Member to required client projects and tasks. For Team Members not considered new hires, requests for access to particular projects and tasks are made via Slack (#unanet channel) and are reviewed by either the RPA, the Project Manager or other personnel with the Resource Assigner role in Unanet. -### 4.2 Timesheet Corrections -Timesheet corrections are primarily initiated by the Team Member or their Manager. Team Members are responsible for making all timesheet corrections prior to the timesheet period being closed. If the corrections pertain to a prior closed period, the Team Member must coordinate the corrections with the Accounting Department and Program Finance for the timecard to be administratively adjusted. The Resource and Planning Analyst (A Unanet Administrator) makes the necessary corrective adjustment and adds an explanation as to why the correction is needed. Once the Team Member’s Manager approves the corrected timesheet, the Resource and Planning Analyst extracts the corrected timesheets, reviews for any cost adjustments that will need to be accounted for in the following payroll and notifies the Controller. The Controller posts the labor distribution in the accounting system. -### 4.3 Timekeeping Special Circumstances -In certain instances, People & Operations can input time on a Team Member’s behalf and sign the timesheet at the Team Member’s request. The timesheet will be reviewed and approved by the Manager. This is only done in rare circumstances where the Team Member does not have reasonable access to complete the timesheet, on time on their own, or is on special leave. People & Operations documents the reason for completing the timesheet within the timesheet comments and the Manager reviews and approves. The Team Member must review and approve the timesheet upon returning to work. -### 4.4 General Leave -All CivicActions’ Team Members are expected to record all vacation, holiday, or other leave into the timekeeping system. - -***Paid Time Off*** - -Paid time off (PTO) is managed in accordance with the PTO policy. Leave eligibility is handled by the People Department. The tracking and review of PTO is performed by Managers and the People Department. - -***Holiday*** - -Eligible Team Members are entitled to Holiday pay and associated Office Closing pay as defined in the Benefits policy. Team Members are expected to record all applicable Holiday time to the corresponding Holiday project charge code, within the timekeeping system. The Accounting Department reviews the holiday code usage on a semi-monthly basis, to ensure proper usage of the code. -### 4.5 Timekeeping Training -CivicActions conducts both onboarding and annual timekeeping training, which is required to be attended by all CivicActions’ Team Members. Both trainings include: -- **Section One:** Government requirements for timekeeping and importance of accurate time charging in the Government space -- **Section Two:** Discuss and review the process for entering in time (i.e., how to physically enter in time to the Unanet system) -- **Section Three:** Overview of time charging key policy points / responsibility of all Team Members, which include, but not limited to: - + Defining what Direct and Indirect means - + Discuss types of activities considered to be Direct versus Indirect for labor - + Discuss importance of recording all hours worked (Direct / Indirect) - + Proper recording of hours to the applicable project charge code (Direct / Indirect) - + Requirements for entering time on a daily basis - + Importance of never forward booking time, with the exception of leave - + Discuss process for requesting access to a project charge codes Direct / Indirect (if applicable) - + Discuss what an Team Member should do in the event they are unable to record their time - + Discuss what an Team Member should do if they have a timesheet correction - + Discuss how to record Paid Time Off / Holiday / Leave - -- **Section Four:** Overview of Manager review roles / responsibilities - + Complete, Accurate, Reasonable Review - + Review the process for Managers to physically review the timesheet - -- **Section Five:** Key takeaways and resources - - + Review quick reference / how to guides readily available - + Provide Team Members a place where they can go with questions for time entry or review - + Provide Team Members a place to go, in the event that they suspect fraud - -### 4.6 Self Audits + +### 4.2 Timesheet Corrections + +Timesheet corrections are primarily initiated by the Team Member or their Manager. Team Members are responsible for making all timesheet corrections prior to the timesheet period being closed. If the corrections pertain to a prior closed period, the Team Member must coordinate the corrections with the Accounting Department and Program Finance for the timecard to be administratively adjusted. The Resource and Planning Analyst (A Unanet Administrator) makes the necessary corrective adjustment and adds an explanation as to why the correction is needed. Once the Team Member's Manager approves the corrected timesheet, the Resource and Planning Analyst extracts the corrected timesheets, reviews for any cost adjustments that will need to be accounted for in the following payroll and notifies the Controller. The Controller posts the labor distribution in the accounting system. + +### 4.3 Timekeeping Special Circumstances + +In certain instances, People & Operations can input time on a Team Member's behalf and sign the timesheet at the Team Member's request. The timesheet will be reviewed and approved by the Manager. This is only done in rare circumstances where the Team Member does not have reasonable access to complete the timesheet, on time on their own, or is on special leave. People & Operations documents the reason for completing the timesheet within the timesheet comments and the Manager reviews and approves. The Team Member must review and approve the timesheet upon returning to work. + +### 4.4 General Leave + +All CivicActions' Team Members are expected to record all vacation, holiday, or other leave into the timekeeping system. + +**_Paid Time Off_** + +Paid time off (PTO) is managed in accordance with the PTO policy. Leave eligibility is handled by the People Department. The tracking and review of PTO is performed by Managers and the People Department. + +**_Holiday_** + +Eligible Team Members are entitled to Holiday pay and associated Office Closing pay as defined in the Benefits policy. Team Members are expected to record all applicable Holiday time to the corresponding Holiday project charge code, within the timekeeping system. The Accounting Department reviews the holiday code usage on a semi-monthly basis, to ensure proper usage of the code. + +### 4.5 Timekeeping Training + +CivicActions conducts both onboarding and annual timekeeping training, which is required to be attended by all CivicActions' Team Members. Both trainings include: + +- **Section One:** Government requirements for timekeeping and importance of accurate time charging in the Government space +- **Section Two:** Discuss and review the process for entering in time (i.e., how to physically enter in time to the Unanet system) +- **Section Three:** Overview of time charging key policy points / responsibility of all Team Members, which include, but not limited to: + + - Defining what Direct and Indirect means + - Discuss types of activities considered to be Direct versus Indirect for labor + - Discuss importance of recording all hours worked (Direct / Indirect) + - Proper recording of hours to the applicable project charge code (Direct / Indirect) + - Requirements for entering time on a daily basis + - Importance of never forward booking time, with the exception of leave + - Discuss process for requesting access to a project charge codes Direct / Indirect (if applicable) + - Discuss what an Team Member should do in the event they are unable to record their time + - Discuss what an Team Member should do if they have a timesheet correction + - Discuss how to record Paid Time Off / Holiday / Leave + +- **Section Four:** Overview of Manager review roles / responsibilities + + - Complete, Accurate, Reasonable Review + - Review the process for Managers to physically review the timesheet + +- **Section Five:** Key takeaways and resources + + - Review quick reference / how to guides readily available + - Provide Team Members a place where they can go with questions for time entry or review + - Provide Team Members a place to go, in the event that they suspect fraud + +### 4.6 Self Audits + Periodically, CivicActions performs self-audits, which are intended to test its population's compliance and understanding of the policy and procedures within this document. Self-audits include review of labor reporting, including but not limited to recording of hours worked in a given day, reviewing the Floor Check report, and interviews with Team Members for understanding of key policies. A review of the self-audits is briefed to the Leadership team allowing for discussion, is subsequently documented, and any agreed upon corrective action is implemented timely. ## 5 – Supplemental Documents -### 5.1 Accounting Policies and Procedures -For reference to CivicActions’ Accounting Policies and Procedures, see CivicActions Accounting Policy -### 5.2 Timekeeping Training FAQ -For reference to CivicActions’ Timekeeping Training, see CivicActions’ Timekeeping FAQ + +### 5.1 Accounting Policies and Procedures + +For reference to CivicActions' Accounting Policies and Procedures, see CivicActions Accounting Policy + +### 5.2 Timekeeping Training FAQ + +For reference to CivicActions' Timekeeping Training, see CivicActions' Timekeeping FAQ From ead2928380a13e559ba4c8a943d2e453dd8bb11f Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 14:38:40 -0700 Subject: [PATCH 13/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 788836a65b..d24003a274 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -141,11 +141,11 @@ In certain instances, People & Operations can input time on a Team Member's beha All CivicActions' Team Members are expected to record all vacation, holiday, or other leave into the timekeeping system. -**_Paid Time Off_** +#### Paid Time Off Paid time off (PTO) is managed in accordance with the PTO policy. Leave eligibility is handled by the People Department. The tracking and review of PTO is performed by Managers and the People Department. -**_Holiday_** +#### Holiday Eligible Team Members are entitled to Holiday pay and associated Office Closing pay as defined in the Benefits policy. Team Members are expected to record all applicable Holiday time to the corresponding Holiday project charge code, within the timekeeping system. The Accounting Department reviews the holiday code usage on a semi-monthly basis, to ensure proper usage of the code. From 583e14c85b4af6e6b037def23dcfe4cf8b1ee1c4 Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 14:45:18 -0700 Subject: [PATCH 14/21] Update timekeeping-policies.md --- company-policies/timekeeping-policies.md | 8 ++++++-- 1 file changed, 6 insertions(+), 2 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index d24003a274..b624dae89c 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -1,6 +1,10 @@ # Timekeeping Policy and Procedures -### Policy & Procedures for Timekeeping - April 1, 2023 +## Policy & Procedures for Timekeeping + +|Date| +|---| +|April 1, 2023| ## 0—Roles and Responsibilities @@ -125,7 +129,7 @@ It is expected that all CivicActions' Team Members will comply and follow the re For All Team Members, CivicActions uses the Unanet integrated timekeeping system, which is managed by the Accounting Department. Access to Unanet is username and password restricted and requires a specific number of hours per day/week/period depending upon the arrangement with the Team Member. -**_Workforce Management_** +#### Workforce Management When a new Team Member is hired, the hiring team and People Ops team notify the Resource Planning Analyst (RPA) who assigns the Team Member to required internal projects and tasks in Unanet. The RPA asks the Project Manager to assign the Team Member to required client projects and tasks. For Team Members not considered new hires, requests for access to particular projects and tasks are made via Slack (#unanet channel) and are reviewed by either the RPA, the Project Manager or other personnel with the Resource Assigner role in Unanet. From 9b09ec07c4dfb5a57254590f950c856753a1d1e3 Mon Sep 17 00:00:00 2001 From: "pre-commit-ci[bot]" <66853113+pre-commit-ci[bot]@users.noreply.github.com> Date: Wed, 5 Apr 2023 21:45:30 +0000 Subject: [PATCH 15/21] [pre-commit.ci] auto fixes from pre-commit.com hooks for more information, see https://pre-commit.ci --- company-policies/timekeeping-policies.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index b624dae89c..aa25136281 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -2,9 +2,9 @@ ## Policy & Procedures for Timekeeping -|Date| -|---| -|April 1, 2023| +| Date | +| ------------- | +| April 1, 2023 | ## 0—Roles and Responsibilities From 2cd5643d17888a097826d1b69aa06e91263bbb80 Mon Sep 17 00:00:00 2001 From: Prasuna Medisetty <77456090+prasuna-m@users.noreply.github.com> Date: Wed, 5 Apr 2023 14:47:27 -0700 Subject: [PATCH 16/21] Update mkdocs.yml --- .config/mkdocs.yml | 1 + 1 file changed, 1 insertion(+) diff --git a/.config/mkdocs.yml b/.config/mkdocs.yml index c4c82412c5..74129c5b75 100644 --- a/.config/mkdocs.yml +++ b/.config/mkdocs.yml @@ -33,6 +33,7 @@ nav: - company-policies/travel-time-tracking-and-expenses.md - company-policies/timesheets.md - company-policies/security.md + - company-policies/timekeeping-policies.md - Employment policies (US employees): - company-policies/employment/us/employment.md - company-policies/employment/us/introductory-period.md From f0b4e94aa51934bc9e3f2d2a7207797650f415c0 Mon Sep 17 00:00:00 2001 From: Daniel Mundra Date: Fri, 5 May 2023 15:58:56 -0700 Subject: [PATCH 17/21] Updated title following new format. --- company-policies/timekeeping-policies.md | 4 +++- 1 file changed, 3 insertions(+), 1 deletion(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index aa25136281..ca954f6771 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -1,4 +1,6 @@ -# Timekeeping Policy and Procedures +--- +title: Timekeeping Policy and Procedures +--- ## Policy & Procedures for Timekeeping From 21983664827f05f73bde9146a7deb4e13a2235c4 Mon Sep 17 00:00:00 2001 From: Daniel Mundra Date: Thu, 11 May 2023 09:21:41 -0700 Subject: [PATCH 18/21] Put back main header. --- company-policies/timekeeping-policies.md | 2 ++ 1 file changed, 2 insertions(+) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index ca954f6771..9134371c07 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -2,6 +2,8 @@ title: Timekeeping Policy and Procedures --- +# Timekeeping Policy and Procedures + ## Policy & Procedures for Timekeeping | Date | From 54e9e2bd1b9a7be1fa2a531f50d3fcc76b8df1ed Mon Sep 17 00:00:00 2001 From: Denise Eisner <92043982+ContentBrewmaster@users.noreply.github.com> Date: Tue, 13 Jun 2023 10:20:37 -0400 Subject: [PATCH 19/21] Update timekeeping-policies.md Changed headings to sentence case to follow guidebook style. Did not change headings in section 0 (roles). Changed link to FAQS to "timesheet guidance". --- company-policies/timekeeping-policies.md | 42 +++++++++++------------- 1 file changed, 20 insertions(+), 22 deletions(-) diff --git a/company-policies/timekeeping-policies.md b/company-policies/timekeeping-policies.md index 9134371c07..c9932bfdc6 100644 --- a/company-policies/timekeeping-policies.md +++ b/company-policies/timekeeping-policies.md @@ -1,16 +1,14 @@ --- -title: Timekeeping Policy and Procedures +title: Timekeeping policy and procedures --- -# Timekeeping Policy and Procedures - -## Policy & Procedures for Timekeeping +# Timekeeping policy and procedures | Date | | ------------- | | April 1, 2023 | -## 0—Roles and Responsibilities +## 0—Roles and responsibilities ### 0.1 Leadership @@ -48,7 +46,7 @@ The Timekeeping Policy ("Policy") of CivicActions, Inc ("CivicActions" or "The C These policies have been designed to promote accuracy, efficiency, and consistency in CivicActions' Timekeeping. The Policy includes CivicActions' current timekeeping policies which have been developed by CivicActions' Leadership and Accounting Department through the effective date of this document. The Policy applies to all individuals who work with or within the CivicActions organization to include CDSULC subcontractors. Failure to comply with the Policy can result in Company criminal and civil penalties, with potential for the Company being disqualified or disbarred from working on future Government contracts. -### 1.2 Policy Maintenance +### 1.2 Policy maintenance This Policy is available to all CivicActions' Team Members. It is the responsibility of all CivicActions' Leadership to implement and enforce compliance with the Policy. Each applicable Team Member must be aware of and abide by the policies in the Policy, and exercise sound business judgment in the application of these policies. The CivicActions' Leadership and Accounting Department are responsible for the establishment, review, and approval of the Policy, as well as the review and approval of subsequent changes. @@ -65,7 +63,7 @@ The CivicActions' Leadership and the Accounting Department will review and updat | | | | | | | | -## 2— Key Definitions +## 2— Key definitions ### 2.1 Costs @@ -99,9 +97,9 @@ Any cost that is allocable to a project but may not be billable due to certain c A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business. -## 3—Timekeeping Guiding Principles & Team Member Procedures +## 3—Timekeeping guiding principles and team member procedures -### 3.1 Guiding Principles +### 3.1 Guiding principles It is the policy of CivicActions to ensure accurate timekeeping and subsequent invoicing of all labor costs to its customers, either directly or indirectly. The procedures provided in this Policy, are to provide a formal process for recording labor associated with Direct and Indirect cost objectives. It is the responsibility of CivicActions' Leadership and all Team Members, to abide by and promote the following principles which serve as guiding principles throughout this Policy: @@ -113,7 +111,7 @@ It is the policy of CivicActions to ensure accurate timekeeping and subsequent i - CivicActions' Project Managers and Managers must review all time / timesheets, for completeness, accuracy, and reasonableness - Appropriate segregation of duties exists between those individuals who are responsible for administrative timekeeping management and the processing of payroll -### 3.2 Timekeeping Requirements +### 3.2 Timekeeping requirements It is expected that all CivicActions' Team Members will comply and follow the referenced timekeeping requirements: @@ -129,23 +127,23 @@ It is expected that all CivicActions' Team Members will comply and follow the re ## 4 —Timekeeping -### 4.1 Timesheet Entry +### 4.1 Timesheet entry For All Team Members, CivicActions uses the Unanet integrated timekeeping system, which is managed by the Accounting Department. Access to Unanet is username and password restricted and requires a specific number of hours per day/week/period depending upon the arrangement with the Team Member. -#### Workforce Management +#### Workforce management When a new Team Member is hired, the hiring team and People Ops team notify the Resource Planning Analyst (RPA) who assigns the Team Member to required internal projects and tasks in Unanet. The RPA asks the Project Manager to assign the Team Member to required client projects and tasks. For Team Members not considered new hires, requests for access to particular projects and tasks are made via Slack (#unanet channel) and are reviewed by either the RPA, the Project Manager or other personnel with the Resource Assigner role in Unanet. -### 4.2 Timesheet Corrections +### 4.2 Timesheet corrections Timesheet corrections are primarily initiated by the Team Member or their Manager. Team Members are responsible for making all timesheet corrections prior to the timesheet period being closed. If the corrections pertain to a prior closed period, the Team Member must coordinate the corrections with the Accounting Department and Program Finance for the timecard to be administratively adjusted. The Resource and Planning Analyst (A Unanet Administrator) makes the necessary corrective adjustment and adds an explanation as to why the correction is needed. Once the Team Member's Manager approves the corrected timesheet, the Resource and Planning Analyst extracts the corrected timesheets, reviews for any cost adjustments that will need to be accounted for in the following payroll and notifies the Controller. The Controller posts the labor distribution in the accounting system. -### 4.3 Timekeeping Special Circumstances +### 4.3 Timekeeping special circumstances In certain instances, People & Operations can input time on a Team Member's behalf and sign the timesheet at the Team Member's request. The timesheet will be reviewed and approved by the Manager. This is only done in rare circumstances where the Team Member does not have reasonable access to complete the timesheet, on time on their own, or is on special leave. People & Operations documents the reason for completing the timesheet within the timesheet comments and the Manager reviews and approves. The Team Member must review and approve the timesheet upon returning to work. -### 4.4 General Leave +### 4.4 General leave All CivicActions' Team Members are expected to record all vacation, holiday, or other leave into the timekeeping system. @@ -157,7 +155,7 @@ Paid time off (PTO) is managed in accordance with the PTO policy. Leave eligibil Eligible Team Members are entitled to Holiday pay and associated Office Closing pay as defined in the Benefits policy. Team Members are expected to record all applicable Holiday time to the corresponding Holiday project charge code, within the timekeeping system. The Accounting Department reviews the holiday code usage on a semi-monthly basis, to ensure proper usage of the code. -### 4.5 Timekeeping Training +### 4.5 Timekeeping training CivicActions conducts both onboarding and annual timekeeping training, which is required to be attended by all CivicActions' Team Members. Both trainings include: @@ -187,16 +185,16 @@ CivicActions conducts both onboarding and annual timekeeping training, which is - Provide Team Members a place where they can go with questions for time entry or review - Provide Team Members a place to go, in the event that they suspect fraud -### 4.6 Self Audits +### 4.6 Self audits Periodically, CivicActions performs self-audits, which are intended to test its population's compliance and understanding of the policy and procedures within this document. Self-audits include review of labor reporting, including but not limited to recording of hours worked in a given day, reviewing the Floor Check report, and interviews with Team Members for understanding of key policies. A review of the self-audits is briefed to the Leadership team allowing for discussion, is subsequently documented, and any agreed upon corrective action is implemented timely. -## 5 – Supplemental Documents +## 5 – Supplemental documents -### 5.1 Accounting Policies and Procedures +### 5.1 Accounting policies and procedures -For reference to CivicActions' Accounting Policies and Procedures, see CivicActions Accounting Policy +For reference to CivicActions' Accounting Policies and Procedures, see CivicActions Accounting Policy (to come). -### 5.2 Timekeeping Training FAQ +### 5.2 Timekeeping guidance -For reference to CivicActions' Timekeeping Training, see CivicActions' Timekeeping FAQ +For reference to CivicActions' timekeeping training, see CivicActions' [timesheet guidance](timesheets.md). From 6bbd590509bb7e6c43a1f170d78360ef235ecd8d Mon Sep 17 00:00:00 2001 From: Daniel Mundra Date: Fri, 22 Mar 2024 08:38:21 -0700 Subject: [PATCH 20/21] Testing setting the errorformat matching manually for reviewdog. --- .config/remark/remark.sh | 12 ++++++++++-- 1 file changed, 10 insertions(+), 2 deletions(-) diff --git a/.config/remark/remark.sh b/.config/remark/remark.sh index 14b9113ce6..486ca2024c 100755 --- a/.config/remark/remark.sh +++ b/.config/remark/remark.sh @@ -18,7 +18,11 @@ export REMARK_PATHS=$(git diff --diff-filter=AM --name-only "${MASTER}" ':*.md') if [[ -n "${INPUT_GITHUB_TOKEN:-}" ]]; then export REVIEWDOG_GITHUB_API_TOKEN="${INPUT_GITHUB_TOKEN}" remark --rc-path=/usr/src/remarkrc.suggestion --no-color ${REMARK_PATHS} 2>&1 >/dev/null | - reviewdog -f=remark-lint \ + reviewdog -efm="%-P%f" \ + -efm="%#%l:%c %# %trror %m" \ + -efm="%#%l:%c %# %tarning %m" \ + -efm="%-Q" \ + -efm="%-G%.%#" \ -name="remark-lint-suggestions" \ -reporter="github-pr-check" \ -fail-on-error="false" \ @@ -26,7 +30,11 @@ if [[ -n "${INPUT_GITHUB_TOKEN:-}" ]]; then -tee remark --rc-path=/usr/src/remarkrc.problem --no-color ${REMARK_PATHS} 2>&1 >/dev/null | - reviewdog -f=remark-lint \ + reviewdog -efm="%-P%f" \ + -efm="%#%l:%c %# %trror %m" \ + -efm="%#%l:%c %# %tarning %m" \ + -efm="%-Q" \ + -efm="%-G%.%#" \ -name="remark-lint-problem" \ -reporter="github-pr-check" \ -fail-on-error="true" \ From b0f0978506c5125adbdc9e0b354546971e643f24 Mon Sep 17 00:00:00 2001 From: Daniel Mundra Date: Fri, 22 Mar 2024 09:24:09 -0700 Subject: [PATCH 21/21] Added a comment for reviewdog option change. --- .config/remark/remark.sh | 5 +++++ 1 file changed, 5 insertions(+) diff --git a/.config/remark/remark.sh b/.config/remark/remark.sh index 486ca2024c..69d5b775e5 100755 --- a/.config/remark/remark.sh +++ b/.config/remark/remark.sh @@ -17,6 +17,11 @@ export REMARK_PATHS=$(git diff --diff-filter=AM --name-only "${MASTER}" ':*.md') if [[ -n "${INPUT_GITHUB_TOKEN:-}" ]]; then export REVIEWDOG_GITHUB_API_TOKEN="${INPUT_GITHUB_TOKEN}" + + # For reviewdog we removed '-f=remark-lint' option because the remark output format changed. A fix has been submitted + # at https://github.com/reviewdog/errorformat/pull/146. Once the fix is merged and deployed to a new version of + # reviewdog we can put the option back and remove -efm options. + remark --rc-path=/usr/src/remarkrc.suggestion --no-color ${REMARK_PATHS} 2>&1 >/dev/null | reviewdog -efm="%-P%f" \ -efm="%#%l:%c %# %trror %m" \