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Cost Approval#

Labour/Timesheet Approvals#

The Timeline for Timesheets#

TO DO

  • Submission deadline:
    • Routinely: 7pm on each Sunday, or COB Friday for most personnel
    • For month end: 7pm on the final calendar day of a month
  • Approval deadline:
    • Routinely: 12pm on each Monday
    • For month end: COB on the 3rd calendar day of a month

Establishing Timesheet Approvers#

TO DO - generally the PM but may be the Discipline Technical Leads on larger projects. Can also be a client representative

Client Timesheet Approvers#

TO DO - should "only be for embedded personnel such as secondment"

Approving Timesheet Rows#

For each timesheet row, the approver should check that the timesheet resource has:

  1. Selected the correct 'Section' & 'Task' in Avaza, corresponding to the Cost Unit of the work performed.

  2. Selected the correct 'Category', corresponding to the resource's role on the project and generally also the location of work (eg Senior Network Engineer L2 - Office).

    Caution

    Site attendance is generally costed at a higher rate than work in the office. Ensure that 'Site' is appended in the Category name for trips to site. Often, there will be specific Categories for the travel time associated with Site work too.

  3. Entered a sensical, professional description of the specific work completed in the 'Notes'.

If there are issues with any of the above, the approver should reject the timesheet and include appropriate comments for rectification.

Finally, the approver should also review the 'Duration' of each booking both in isolation - in terms of the quantity against the task described - and in the context of past bookings and possibly the status of the task budget. An issue with the task duration/amount should not result in an immediate rejection of the timesheet. The approver should first discuss the issue with the resource and/or raise the issue with the resource's lead, then either reject or accept the timesheet entry after a mutually agreeable outcome has been achieved.