- The VENDOR must ensure that it is accountable to the CLIENT for the billable time through updation of Timesheets regularly.
- The VENDOR must seek approval from the CLIENT on the format to be followed for filling the timesheet.
- The VENDOR must ensure that timesheet must have fields for all categories of project related activities and billable hours. The format must be easy and should not take more than few minutes in recording.
- All reporting of employees should be on daily basis at the end of the business day.
- For greater transparency, the VENDOR must ensure that even the non- billable activities (knowledge development, skill upgradation, knowledge sharing, conference calls, breaks/meal time, time off) are reported under non-billable field of the timesheet.
- The VENDOR must get an approval from the CLIENT for recording the time for activities such as – travel time during work days, training programs, meetings etc- under the billable/non billable category.
- The VENDOR must ensure that editing done to the timesheet by either employee or the manager is necessarily be approved and explained.
- The VENDOR must train all team members for accurate reporting of time using the automated system. Every member of the team must report their activities in the time sheet at least once in a day.
- As a best practice, the VENDOR should automate the time tracking process and use a cloud based time tracking software which can be accessed anytime and anywhere both by CLIENT and VENDOR side.
- Compliance with regulations and organizational policy should be defined beforehand by the VENDOR.
- Audit trails should be built in to handle regulatory and security issues and to run the payroll accurately and quickly by the VENDOR organization.
