HealthTeamWorks Time Tracking & Invoicing Workflow
Comprehensive Process for Accurate Documentation and Prevention of Duplicate Reimbursement
PHASE 1: Project Initiation & Setup
1.1 Contract Award & Team Assembly
Owner: Executive Leadership
- Contract executed with client
- Program Manager assigned
- Project Manager assigned
- Strategic partners identified
- Sub-recipient agreements initiated
1.2 Project Kick-off Meeting
Owner: Program Manager
- Contract & budget review
- Role clarification
- Project plan presentation (Gantt, Critical Path, LOE)
- Q&A to ensure alignment
- Documentation of all decisions
1.3 Celoxis System Setup
Owner: Program Manager + IT
- Project plan loaded into platform
- User accounts created
- Budget codes established
- Reporting dashboards configured
- Team training on time entry
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PHASE 2: Ongoing Time Tracking & Monitoring
2.1 Daily/Weekly Time Entry
Owner: All Team Members
- Contemporaneous entry (within 48 hrs)
- Time linked to specific tasks
- Detailed work descriptions required
- 0.25-hour minimum increments
- No generic descriptions allowed
2.2 Weekly Time Entry Review
Owner: Project Manager
- Review all entries (every Friday)
- Validate task assignments
- Verify reasonableness of hours
- Check description quality
- Flag concerns and request corrections
2.3 Bi-Monthly Time Reconciliation
Owner: Program Manager
- Generate reports (16th & 1st of month)
- Reconcile against budget projections
- Calculate variance by task/individual
- Conduct variance analysis (>10%)
- Update financial projections
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PHASE 3: Deliverable Completion & Acceptance
3.1 Deliverable Submission
Owner: Assigned Team Member
- Complete deliverable per requirements
- Internal quality review
- Package with documentation
- Submit to Program Manager
3.2 Internal Review
Owner: Program Manager
- Review against contract requirements
- Assess quality standards
- Provide feedback or approve
- Prepare for client submission
3.3 Client Submission
Owner: Program Manager
- Submit to client with cover memo
- Request formal acceptance
- Document submission date
- Track review timeline
3.4 Client Acceptance
Owner: Program Manager
- Receive client acceptance
- File acceptance documentation
- Mark “Accepted” in Celoxis
- Mark “Approved for Payment”
- Notify Finance team
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PHASE 4: Invoicing & Payment Processing
4.1 Sub-Recipient Invoice Submission
Owner: Sub-Recipients
- Prepare invoice using template
- Attach timesheets & receipts
- Include progress narrative
- Submit to Program Manager
4.2 Program Manager Invoice Validation
Owner: Program Manager
- Verify deliverables are “Approved for Payment”
- Cross-reference approved time entries
- Check for duplicate billing
- Validate rates and calculations
- Approve or request corrections
4.3 Finance Team Payment Processing
Owner: Finance Team
- Conduct secondary review
- Enter in accounting system
- Generate payment
- Update P&L statement
- Notify Program Manager
4.4 Financial Reconciliation
Owner: Program Manager
- Review updated P&L
- Three-way comparison (deliverables, expenditures, budget)
- Calculate variances
- Update financial dashboard
- Document findings
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PHASE 5: HealthTeamWorks Prime Invoice Submission
5.1 Prime Invoice Preparation
Owner: Finance + Program Manager
- Aggregate accepted deliverables
- Compile approved time entries
- Calculate indirect costs
- Prepare comprehensive package
- Obtain executive sign-off
5.2 Submit to Client
Owner: Finance Team
- Submit via required method
- Document submission
- Enter in tracking system
- Monitor payment timeline
5.3 Client Payment Receipt
Owner: Finance Team
- Receive payment from client
- Reconcile against invoice
- Update P&L with revenue
- Compare revenue vs. outlays
- Notify Program Manager
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PHASE 6: Compliance Monitoring & Audit Readiness
6.1 Monthly Compliance Review
Owner: Program Manager + Finance
- Review all financial transactions
- Verify supporting documentation
- Confirm no duplicate billing
- Check supervisor approvals
- Document corrective actions
6.2 Quarterly Sub-Recipient Monitoring
Owner: Program Manager
- Issue certification forms
- Confirm 2 CFR 200 compliance
- Review Personnel Activity Reports
- Conduct risk assessments
- File certifications
6.3 Project Close-Out
Owner: Program Manager + Finance
- Verify all deliverables complete
- Final time/invoice reconciliation
- Calculate project P&L
- Prepare final financial report
- Archive all documentation (7 yrs)
Key Control Points to Prevent Duplicate Reimbursement
Control 1: Real-Time Tracking
All time entered in single system linked to specific deliverables with system alerts for >100% FTE
Control 2: Deliverable-Based Invoicing
Invoices tied to accepted deliverables; each marked “Approved for Payment” only once
Control 3: Invoice Validation
Program Manager reviews every invoice against prior submissions to prevent duplication
Control 4: Personnel Activity Reports
Multi-project staff certify monthly that time reflects actual effort with no double-billing
Control 5: System Integration
Financial system flags duplicate invoice numbers and tracks cumulative billing vs. ceiling
Control 6: Three-Way Reconciliation
Deliverables completed vs. expenditures incurred vs. budgeted amounts
Control 7: Audit Trail
All entries, approvals, modifications logged with monthly immutable snapshot reports
Key Process Metrics
72 hrs
Maximum Time Entry Lag Target
2x/month
Time Reconciliation Frequency
5 days
Invoice Validation Timeline
3-Way
Financial Reconciliation
100%
Deliverables Require Client Acceptance
7 years
Records Retention Period
