Dear IHD colleagues,

As the fiscal year comes to a close, it is essential that all time be cleared from the subaccount as soon as possible, and no later than 27 March.  To achieve this undertaking, the Division needs help from each of you. But first a round of kudos! 

Last month, due to the collective efforts of the field teams and the home office program management teams (the PM/PD’s, FCA’s, and TPO’s), we were able to reduce the subaccount by nearly half, $422,000. of its total value. I applaud your achievement! 

While our efforts from January are notable, we must continue to bring the subaccount to $0 by the end of the fiscal year, to avert a write-off and loss of billable revenue. Furthermore, the amount in the subaccount is deducted from Divisional administrative funds, thus decreasing the dollars we have for charge time for non-program activities, professional development opportunities and Divisional social events.

How each of you can contribute to eliminating the subaccount balance:

Complete your timecard at the end of each week, and make sure to submit the timecard to your supervisor by mid-day Friday. If you will not be in the office at the end of the week, you can project vacation or holidays and submit your timecard early, before you depart, or ask your location’s timekeeper to proxy your timecard so it can be submitted on time.

Supervisors, please approve the timecards which are submitted to you in a timely manner. If you do not see a timecard from one of your reports, please reach out to them to ensure the timecard is submitted on time.

Timekeepers, please be diligent in following up within your office, and with your team to ensure that each person has completed and submitted his or her timecard by mid-day Friday.  Please run an active timecard report at the close of each week to ensure everyone has submitted a timecard, and follow-up with those that have not.

FCA’s and FCM’s, please be mindful of the paper timecard submissions that are sent to the home office at the end of each month, within the ROV from the field.  Be sure to review them for accuracy and send them to Cambridge for processing.

 In closing, congratulations on the large reduction in the January subaccount. I am confident, with everyone taking responsibility for timely submission of his/her timesheet, and the efforts of supervisors, timekeepers and the home office program management teams, we will be successful in bringing our balance to $0 by the close of the fiscal year.