Page 41 - VYSNOVA PROGRAM MANAGEMENT GUIDE 2020

Accounting

Vysnova and will log all hours worked to the appropriate Project/Indirect charge code and labor
category. PM’s will be given access to view their staff’s timesheets to review and approve them.
It is the PM/Supervisor responsibility to counsel employees to ensure they have the correct charge
codes and understand what charge code and labor category to charge to for different efforts.
Employees are responsible to enter their time in the system on a daily basis and if they don’t have
a way to log into their timesheet on their mobile devise or computer they may write it down until
they have a way to update their timesheet. All employees are responsible to enter their own time
but on occasion it may be necessary for the employee to report the hours to the PM who can
update the employee’s timesheet. All employees must sign their own timesheet but in cases
where they are not available the PM may sign temporarily for them but once the employee is back
online, they must re-sign the timesheet. The system will allow the employee to sign the timesheet
at any time.
Timesheets must be filled out daily. If an employee is not able to fill out their timesheet by the
end of the day, it must be done by 10 a.m. the next day for all hours worked. The PM should
monitor and enforce this policy to ensure compliance.
A sample manual Consultant Timesheet (as opposed to the digital ones we use with Deltek T&E)
is included in Consulting Agreements. Consultant timesheets can be in Deltek T&E depending on
the need of the project but are usually a manual timesheet to be turned in with their invoice.
Please refer to the consulting agreement to determine which timesheet is needed. If the manual
timesheet is turned in, the PM must sign the manual Timesheet as part of the PR package. If the
timesheet is in Deltek T&E, the PM will approve the timesheet in Deltek T&E at the end of the
timesheet period just as with direct employees. If Deltek T&E is used, a PDF of the approved
timesheet must be submitted with the invoice to the client.

Payments to Vendors/Subcontractors/Consultants
The Accounting department pays bill on Tuesday and Thursdays each week. In order to make the
Tuesday payment deadline the invoice with proper support, fully executed agreement, wire/Ach
information, and fully approved PR must be turned into AccountsPayabe@vysnvoa.com no later
than noon the Thursday prior. For payments on Thursdays, the same requirements along with the
PR must be sent to AccountsPayble@vysnova.com by Tuesday at noon.
The F&A is responsible each week to ensure their invoices related to their Project is paid on time.
The Sr. Staff Accountant will inform the F&A upon receipt of a payment from a customer. The
F&A must inform the Staff Accountant on what invoices are to be paid in the next available check
run.
Petty Cash Accounts
Field offices may have a petty cash account. The PM will initiate the request for a petty cash
account to the Controller, and they will discuss the amount that should be obtained to cover
monthly payments that will be needed. Petty cash is used to pay small invoices or cost that of less
than $500 USD. The Petty cash is setup as a balance sheet account and not charged to the project
until it is reconciled monthly. At the time of reconciliation, the amounts with proper support are
charged to the direct project/project account and reimbursed to the individual responsible for the
petty cash. At the end of the need the petty cash is used and expended and any funds remaining
are sent back to the corporate office. The use of cash for payments is highly discouraged, except

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