Timesheets and Invoices. Once the Temporary Worker has commenced work they will be required to complete their timesheets which they should be able to access through the SAP portal on Source (TfL intranet). It is the responsibility of the Service Provider to ensure that their workers are aware of this and they are given adequate guidance to complete these on time. It is expected that all Temporary Workers will complete their timesheets electronically. TfL will take responsibility for the generation and delivery to the Service Provider of both the Timesheet and the Invoice. The invoice will be produced using the timesheet and the contract details, and will contain multiple lines, one for each member of staff. Negotiations regarding rate increases for Temporary Workers and extensions to existent contracts will be managed by the Temporary Worker Recruitment Team on behalf of the Temporary Worker Recruitment Managers. All invoices must include the following information: the Contract number; the Purchase Order number; the Specification number; an invoice number; the project number; a detailed description of the Services and/or Deliverables; a detailed description of any expenses and the amounts of such; the location, date or time period of delivery of the Services and/or Deliverables; the Service Provider’s VAT number; confirmation of the agreed pay rate and charge rate and the xxxx-up applied; the amount due exclusive of VAT, other duty or early settlement discount; the VAT rate; the amount of any other duty or early settlement discount; the amount due inclusive of VAT and any other duty or early settlement discount; the source/name of the person responsible for the order to which the invoice relates; the source of authorisation of payment; details of the Service Provider’s BACS details or other method of payment; the Service Provider’s contact details; and the date of the invoice. State if the invoice is a copy where appropriate.
Timesheets and Invoices. 5.6.1. As part of the onboarding process the Temporary Worker will be set up on the Authority’s SAP or Oracle system by the Authority’s NPL Recruitment Team and a purchase order is then generated.
5.6.2. Once the Temporary Worker has commenced their Assignment they will be required to complete their timesheets electronically using the Authority’s SAP or Oracle Timesheeting system. This includes Temporary Workers sourced through Secondary Suppliers. It is the responsibility of the Service Provider to ensure that their Temporary Workers are aware of this and they are given adequate guidance and complete the timesheets on time on a weekly basis.
5.6.3. Hiring Managers will be required to approve the timesheet on a weekly basis. It is the responsibility of the Service Provider to ensure that Hiring Managers are aware of this and they are given adequate guidance to approve these on time.
5.6.4. All timesheeting/invoicing back office activity will be managed off site by the Service Provider who will deal with all timesheeting/invoicing enquiries liaising with the Temporary Workers, the Authority’s Hiring Managers, Finance/Accounts Payable Teams and Secondary Suppliers.
Timesheets and Invoices. 5.6.1 Contractor shall submit monthly invoices directly to the Requesting Agency. Lunch or mealtime must not be included in the number of billable working hours, nor City holidays, vacations, or sick leave taken by the Consultant during the engagement. Services performed by a Consultant after Business hours, over a weekend or on a City holiday must be pre‐approved by the Requesting Agency. Services, if any, authorized to be provided after Business Hours, on weekends, or on City holidays are billable in accordance with the Hourly Xxxx Rate for the Consultant’s labor category.
5.6.2 Contractor shall instruct Consultants to comply with the Requesting Agency’s timekeeping policies, including that Consultants must submit timesheets to the Requesting Agency for approval (“Consultant Timesheets”). Consultant Timesheets must be submitted on a weekly basis. Contractor is encouraged to review the Consultant Timesheets for accuracy before submission to the Requesting Agency. Each Consultant Timesheet must include the following for the applicable time period:
(i) the number of hours worked per day rounded to the nearest quarter hour;
(ii) lunch hours or other work breaks;
(iii) a reaso n abl y detailed narrativ e description by project or activity per day tied to the applicable/identified Consultant and tracking a specific Task Order activity, task or project deliverable, and rounded to the nearest quarter hour;
(iv) work location (meaning on‐site or off‐site) for reported hours; and
(v) certification by the Consultant.
5.6.3 Contractor must submit monthly timesheets to Requesting Agency for work performed by its Consultants (“Contractor Timesheets”). Contractor Timesheets must be submitted within thirty (30) days of the last day of month to which they pertain (Requesting Agency may, under extraordinary circumstances approve in writing, an extension). Each Contractor Timesheet must include the following for the applicable month:
(i) the number of hours worked per day rounded to the nearest quarter hour;
(ii) lunch hours or other work breaks;
(iii) a reaso n abl y detailed narrativ e description by project or activity per day tied to the applicable/identified Consultant and tracking a specific Task Order activity, task or project deliverable, and rounded to the nearest quarter hour;
(iv) work location (meaning on‐site or off‐site) for reported hours; and
