MAINE BULLETIN NO. ME 330-8-5

                                                                                     April 18, 2008

SUBJECT:  MGT – WebTCAS Activity Codes – Updated Definitions for FY08

Purpose:  To provide updated WebTCAS Activity Code Definitions

Expiration Date:  September 30, 2008

Recently NRCS released updated WebTCAS Activity Code definitions.  It is very important that each supervisor periodically review with their staffs the definitions for WebTCAS Activity Codes and that they periodically monitor employee charges to assure that the right activity codes are being used.

Attached is the “Program and Activity Code Descriptions for FY2008”.  This provides information to stress the importance of accurate timekeeping.  The ABC exercise we conducted in FY2006 relied largely on WebTCAS charges to help us estimate time needed to develop plans, implement practices or administer contracts.  The agency found that the numbers states/field offices reported in WebTCAS were different than what they thought a job would take.  We often had to use “error in WebTCAS reporting” as justification to change numbers.  The agency uses WebTCAS data in a Costs of Programs model that is used to justify program funding to OMB.  The data is also used in state to help with workload management.  It is important that all employees be familiar with and charge their time accurately.  Also attached you will find an Excel spreadsheet that provides a matrix of activity codes appropriate for each program fund.  When the Excel macros are enabled, you can press on the red button and get the activity definitions.

To the extent possible, employees should be recording their time in WebTCAS throughout the pay period and not just at the last two days of the pay period.  It is recommended that employees note actual work in a diary or their calendars to justify charges made.  It is very difficult to start “guessing” what you did three to six days ago and assure accurate charges.

We plan to do a net meeting in the near future to review the activity definitions and to discuss scheduling and use of calendars.

If you have questions about a particular job you are doing and are not sure how to charge your time, please review these documents, talk to your supervisor for guidance or contact Pauline Paré, ASTC for Operations.
 

/s/  Joyce A. Swartzendruber

JOYCE A. SWARTZENDRUBER
State Conservationist

 DIST:  E

The following documents require Adobe Acrobat (.pdf)

Attachment 1 - Program and Activity Codes Descriptions for FY 2008 (.pdf)
Attachment 2 - Activity Codes (.pdf)

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