Seattle Biomed Uses Award-winning Timesheet Software for Hassle-free Compliance with Federal Grant Audit Requirements

Seattle Biomedical Research Institute (Seattle BioMed), the internationally renowned research institute, has partnered with the leader in web-based timesheet software to revamp its time-tracking processes.

Seattle BioMed is using Replicon’s Web TimeSheet, an award-winning time-entry solution that enables the organization to comply with strict record-keeping requirements for its federally funded grant projects. The software has automated the organization’s time-tracking operations and significantly minimized the risk of accounting errors.

“Replicon’s solution has helped us become 100% compliant, minimized our risk for losing funding and streamlined our organization’s time entry, so we can focus more resources on our core missions,” said Ann Herbig, project manager at Seattle BioMed. “We have greater peace of mind now that we don’t have to worry if we’re tracking time properly and if we’re compliant with audit requirements.”

Because the institute is non-profit and receives federal grants , it is required to provide after-the-fact actuals on time spent on all projects. Web TimeSheet’s simple online interface allows all BioMed researchers, scientists and staff to enter time from anywhere while keeping all data stored electronically.

Prior to implementing Replicon solutions in 2010, the organization was using a paper-based process to track hours toward projects, time off, and overtime. This involved collecting timesheets twice a month from all 260 employees, plus having accounting reenter that information a second time. The process was not only inefficient; it also increased the risk of compliance errors that could lead to a loss of funding.

“Seattle BioMed is conducting some of the world’s most important, ground-breaking research, but as a non-profit that is funded by both federal and non-federal grants, meticulous record-keeping is essential,” said Raj Narayanaswamy, Co-CEO of Replicon. “Web TimeSheet allows the organization to track time faster, more efficiently and accurately, so that compliance is never a concern.”

Web TimeSheet’s easy-to-use design enabled BioMed staff to pick up the solution and begin using it with minimal training. The software automated the managerial approval of actual hours reported as well as automating the transfer of employee time to the organization’s payroll system.

Additionally, the system provides robust reporting capabilities including effort information, time off and other historical data,– all of which can be compiled with just a few clicks for internal or external audits.

“Because we get funding from multiples sources, we liked that the Replicon solution was able to accommodate a tiered approach to projects so that only valid tasks assigned to projects would be displayed to users,” said Herbig. “This eliminates errors in time-tracking and ensures that users are able to track hours for the appropriate funding sources.”

Seattle BioMed is the largest independent, non-profit organization in the U.S. focused solely on infectious disease research. Our research is the foundation for new drugs, vaccines and diagnostics that benefit those who need our help most: the 14 million who will otherwise die each year from infectious diseases, including malaria, HIV/AIDS and tuberculosis. Founded in 1976, Seattle BioMed has more than 360 staff members. By partnering with key collaborators around the globe, we strive to make discoveries that will save lives sooner. For more information, visit www.seattlebiomed.org.