1. Purpose and Relationship to Governing Documents
This Attendance & Time Tracking Policy ("Policy") is published by VA WORKS, LLC ("Consultant") and forms part of the Governing Policies referenced in the Master Service Agreement (MSA), the MSA Terms and Conditions (https://vaworks.com/MasterServiceAgreement), and any applicable Scope of Work Terms and Conditions (https://vaworks.com/SOWSelection). In the event of conflict, priority shall be determined in accordance with the MSA.
The purpose of this Policy is to establish standards for attendance, work time verification, and productivity tracking of Consultant's personnel assigned to provide services to Company.
2. Scope
This Policy applies to all employees and independent contractors engaged by Consultant and assigned under any MSA or SOW. It governs how work hours are recorded, monitored, and reported to ensure accuracy, compliance, and transparency.
3. Attendance Standards
- Consultant personnel are required to adhere to the schedules set forth in the applicable Statement of Work.
- Attendance includes punctuality at the beginning of shifts, consistent presence during assigned hours, and timely reporting of breaks.
- Absences, tardiness, or schedule changes must be reported in advance in accordance with Consultant's internal procedures.
4. Time Tracking Technology
Consultant utilizes secure time tracking technology that:
- Records hours worked in real-time;
- Tracks user activity such as keystrokes and mouse movement to confirm presence;
- Captures randomized screenshots of active work sessions;
- Identifies idle time when no activity is detected;
- Generates automated reports for review by Consultant management.
This technology is used strictly for attendance and productivity monitoring and does not replace the Company's oversight of deliverables or service quality.
5. Reporting and Transparency
- Reports generated by the time tracking system are reviewed by Consultant to verify attendance and work activity.
- Summaries may be made available to Company upon request, ensuring visibility into time allocation and productivity.
- Company is billed in accordance with the agreed terms under the SOW and MSA, regardless of underlying monitoring technology.
6. Privacy and Confidentiality
- Time tracking technology is limited to work-related activity during logged hours.
- Consultant does not monitor personnel outside of logged work sessions.
- Screenshots and data collected are retained only as long as necessary for operational and compliance purposes and are handled in accordance with Consultant's Privacy Policy and Safeguard Policy.
7. Client Systems Disclaimer
Where Consultant's personnel access Company-provided systems (including virtual desktops, licensed platforms, or third-party applications), Consultant does not own, manage, or control such environments. Monitoring technology applies only to Consultant's personnel devices or logins and does not extend to Company's internal systems. In accordance with the Data Security and Breach Disclaimer, Company remains solely responsible for securing its systems.
8. Review Cycle
This Policy is reviewed annually by Consultant's leadership, or sooner if required due to regulatory or contractual changes.