New Starts
Why do we Audit New Starts?
To make sure billing is set up correctly from the start so invoices are sent correctly to the client
What is CHS?
Contractor Hours Summary - a report of all of the hours that were entered into Time Entry over the last week and clicked okay to pay.
Like CHS, what information do we audit on the unbilled report and why do those lines pull on unbilled?
What is the overall goal for the report?
Contractors’ hours, rates, weeks aged, reason for not ok to bill.
Hours were unclicked ok to bill or never clicked ok to bill.
To click hours OKTB so we can bill the client
What is the purpose of the RR?
To keep track of any actions taken on any open invoice.
What is a BUR? Why does a BOA receive a BUR?
How often should we be checking our BUR Queue?
Back up request. Client pays TEK, we need to research what invoices they are paying and apply the payment properly to the correct invoices.
We should be checking our BUR queue 4-5 times per day.
What is the purpose of the EID Contacts tab on New Starts?
To make sure invoices are sent to the correct client contact
What information do we audit on CHS?
Why did this information pull to CHS?
Contractor names, hours, rates, POs, billing frequency, time method, taxes.
The hours or expenses were clicked OK to Pay in Time Entry
What is billing release?
What are some of the reasons why hours would be on billing release?
Something is preventing us from billing the customer but the timecard matches time entry and the hours are clicked ok to bill
Two main reasons we would have billing release:
•Incomplete period: one or more weeks within the billing period are not clicked ok to bill.
•Stop Invoicing Flag: usually because we are missing some kind of information we need in order to bill the client.
What do we look for when deciding which clients to reach out to first?
Dollar Amount & Days Past Due
Why would we need to submit an FS Adjustment?
Invoice generated incorrectly. Common types are hours issues and rate issues
What do we audit during new starts?
What resource(s) do we use to audit New Starts?
Bill Rates, POs, Burdens, Billing Frequency, Time Method, EID Contacts, Discounts.
We audit against account maps and SOWs, can also use MSAs and leverage partners like AM’s to fill in any gaps.
What do we look for on a timecard?
Hours, contractor name, client name, week ending, approval
Why would the unbilled report be risky for TEK?
Contractors have already been paid out. If we don’t bill for those hours, we lose money.
What information should we include in a good RR note?
Date, explanation of issue/reach out, who we reached out to or what action we took on the issue, what we will do if the issue is not resolved by the following week, who we CC’d on reach out.
What is an OA?
On Account - money that was paid to TEK that was not applied to any invoices
How do we look for a rate letter?
What do we need to audit on a rate letter before we can approve it?
Rate Letter Tracking Site
Open the form and open the attachment that is on the form. Check to see that the attachment has the information about that contractor's rates and is signed by both the client and TEK. We should then make sure those rates match the form itself as well as the rates on our new starts report
What can happen if hours are entered incorrectly?
Invoices can be delayed to the client or client can be billed incorrectly, and contractor is paid incorrectly.
Where in PS do invoices generate?
CBD (Contractor Billing Data)
When is it necessary to update your RR note?
Whenever we are taking action on an invoice.
What are TEK’s Core Values?
Performance
Open Communication
Relationships
Personal/Professional Growth
Inclusion
Serving Others
What is compared on the Markup Report and why is it important to complete along with New Starts?
The Markup Report compares bill rates and pay rates for flagged consultants. It is important that we complete this report to mitigate risk to TEK, which must adhere to legally acceptable markup percentages
What two things happen when we click ok to bill?
Invoice generates and spread pays out.
What is the escalation process?
What continues to be your responsibility during this process?
Week 1, reach out to payroll.
Week 2, reach out to payroll and cc AM and MOS.
Week 3, reach out to AM directly outlining the amount of unbilled revenue, cc payroll and MOS.
Week 4, reach out again to AM (begin changing the tone of your email), cc payroll and MOS.
Weeks 5-8, Your MOS will run with f/ups to AM, mentioning the spread window is approaching.
Weeks 9-13, your MOS will take over escalations and begin discussing non-billing the hours.
Week 14+, Your SMOS will run with any escalations that have not been resolved.
You are still responsible for updating your notes.
When researching an invoice/OA or AU, where should you start and why?
Item Activity to see what type of maintenance was completed on the item
What are the required tabs for BUR Backup?
Payment, Remit, Query, Difference, Upload.