Accurate Reporting

Every one of us, regardless of our position at LANL, must ensure the information we report and record about our work here is accurate and complete. The records we create and maintain are important assets too. Always be honest and accurate in what you record and follow recordkeeping requirements associated with your job.

Summary of Policy

All information cited in records and reports (financial, business, employment, benefits, etc.) must be as accurate and complete as possible. Dishonest reporting includes conveying or organizing information in a way that is intended to mislead or misinform those who receive it. Providing false or misleading information can lead to discipline, up to and including termination. It can also lead to civil or criminal liability to you and Triad.

Types of reporting include:

Entering time records
Completing expense reports
Listing educational qualifications and work history on employment applications
Making material and equipment test reports
Completing technical data sheets
Recording of revenues and costs
Completing as-built documentation at the job site
Responding to audits and inquiries

LANL is committed to preventing fraud from occurring in these and any other reporting. Fraud is defined as wrongful or criminal deception intended to result in financial or personal gain. LANL will not tolerate fraud, impropriety, or dishonesty and will investigate all reported instances of this conduct by LANL staff or subcontractors. Every employee should be alert to the possibility that unusual events or transactions could be symptoms of fraud or attempted fraud. If you suspect that fraud may be occurring, you should contact your manager or the Employee Concerns Program to report the situation.

Time Recording

The primary cost to the government and sponsors of our work is the direct labor of our staff. Therefore, we all must accurately record the time we work. You should not charge an incorrect time code (e.g. time worked versus vacation), amount of time worked, account or cost objective, or shift costs or approve such mischarging. By submitting your timecard, you are certifying that your time is being charged in accordance with LANL’s time charging policies and procedures. Managers are responsible for reviewing and approving the time charges made by staff. Questions regarding time recording procedures or the proper account or cost objective for a specific activity should be discussed with your manager.

Travel and Other Expenses/Costs

We must properly document and charge applicable expenses, purchases, facilities charges, and equipment usage rates to the correct account or cost objective for which they were incurred. LANL only reimburses authorized, reasonable, and actual expenses incurred and the Federal Travel Regulations (FTR) meal per diem while conducting business on behalf of the Laboratory. Staff are responsible for ensuring that travel, hotel, meal, and other business expenses are consistent with LANL policies on reimbursement. False, inflated, or misidentified costs (such as charges for alcohol reported as other types of allowable cost) submitted for reimbursement are in violation of LANL policy. Questions regarding the appropriateness of a business expense should be directed to your manager.

Do the Right Thing

Accurately and honestly report information in all business reports and records including time and effort, travel, procurement, hiring documentation, and audits.
Do not mislead or misinform others by supplying inaccurate information in business records.
Follow LANL record retention policies and securely dispose of records.
Time and effort corrections should be performed timely, including reviewing entries made by timekeepers on your behalf in your absence
Ensure time and effort records are accurate and do not under or over report hours worked or Regular time instead of Vacation or Sick leave.
Do not approve a time record indicating time worked when you know the person did not work that day.
Do not charge personal expenses on the corporate travel card.
Do not submit an expense report for meals that were provided or miles not driven.
Do not sign off on test results (e.g., performance or material certification tests) when the test was not actually conducted.

Common Questions

I do not work in Finance or Human Resources. Do I still have to worry about records?

Yes. You still have a responsibility to maintain the integrity of all recordkeeping. From time and effort reports to scientific data, everyday transactions must be accurate, complete, and properly recorded.

I am a timekeeper, and I have noticed that an individual consistently reports more hours than they work. They take long lunches, visit the wellness center daily, and leave early. What should I do?

Talk to your manager about the situation. If you are not comfortable talking to your manager, you may contact the Employee Concerns Hotline or Website, (www.ethicspoint.lanl.gov, 844-537-9524), Human Resources-Employee Relations, EA-Ethics, or other applicable office listed on the employee resource page.

There is someone in our group who frequently travels to Nevada for project work. I believe they are reporting and being reimbursed for personal vehicle mileage when they are actually using a government vehicle for travel. What should I do?

You should discuss this with your manager and share your concerns. Do not investigate the situation yourself. You may also contact the Employee Concerns Hotline or Website, (www.ethicspoint.lanl.gov, 844-537-9524), Human Resources-Employee Relations, EA-Ethics, or other applicable office listed on the employee resource page.

When is my timecard due?

Your timecard should be submitted on your last working day of each week. This allows your manager time to approve before the approval deadline on Monday morning. If you are not able to submit time yourself, you can request that your timekeeper submit it on your behalf.

There is a difference between the deadline for submitting time and the approval deadlines, which are typically the following Monday at 10am. Time should be submitted by the employee or timekeeper on the employee's last work day, which would never be later than Sunday. Metrics are kept on time submittal and time submitted after midnight on Sunday is considered late.

Additional Resources:

Further guidance on how to accurately report your time and effort can be found on the CNTL-Payroll page.