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Comprehensive Guide to Timecard Submission and Approval Workflows in MyTimeCard LMCO
The MyTimeCard system at Lockheed Martin Corporation (LMCO) automates time and attendance tracking, ensuring compliance with labor laws, internal policies, and division-specific regulations. Employees across aerospace, IT, and other business units must adhere to structured submission deadlines, mandatory field requirements, and approval hierarchies to maintain accurate payroll processing. This guide outlines the end-to-end workflow for timecard submission, manager review processes, and common errors, with distinctions between salaried and hourly employee approval pathways.LMCO’s MyTimeCard system integrates with HRIS and payroll systems to enforce real-time validation, reducing discrepancies in hours worked, overtime calculations, and leave balances. The approval workflow varies by division (e.g., aerospace vs. IT) due to differing labor agreements, overtime policies, and audit requirements. Managers use system-generated flags to identify policy violations, missing punches, or inconsistent time entries, with escalation protocols for unresolved discrepancies. Below, the submission process, approval mechanics, and error correction procedures are detailed with actionable checklists and workflow comparisons.
End-to-End Timecard Submission Process
Employees must submit timecards via MyTimeCard LMCO within specified deadlines, which differ by location and division. The system enforces mandatory fields for accurate payroll processing, including:
- Date range (aligned with LMCO’s pay period calendar).
- Hours worked (broken down by project/task code, if applicable).
- Overtime indicators (for hourly employees exceeding 40 hours/week or division-specific thresholds).
- Leave balances (sick, vacation, or compensatory time used).
- Manager approval status (auto-populated during submission).
Submission Deadlines by Division:
- Aerospace/Defense (e.g., Fort Worth, Palmdale): Timecards must be submitted by Friday, 11:59 PM of the pay period end date to avoid late penalties.
- IT/Digital (e.g., Bethesda, Owego): Deadlines extend to Monday, 12:00 PM due to remote work policies, but overtime must still comply with FLSA regulations.
- Global Operations (e.g., UK, Australia): Local labor laws dictate deadlines (e.g., Thursday, 5:00 PM local time).
Overtime Rules:
- Hourly employees trigger overtime after 40 hours/week (or 8 hours/day in certain unionized roles).
- Salaried exempt employees (e.g., managers, engineers) are not eligible for overtime but must document non-exempt hours separately if performing hourly tasks.
- Double-time pay applies for hours worked beyond 12 hours/day or 80 hours/biweekly in aerospace divisions, as per collective bargaining agreements (CBAs).
Submission Steps:
1. Log in to MyTimeCard LMCO via the LMCO Intranet or Mobile App.
2. Select the current pay period from the dropdown menu.
3. Enter hours worked by date, categorized under:
- Billable projects (linked to customer contracts).
- Non-billable tasks (training, meetings, administrative work).
4. Validate leave balances to prevent negative accruals.
5. Submit for manager approval before the deadline.
Manager Review and Approval Workflows
Managers access MyTimeCard LMCO via the Approval Dashboard, where timecards are flagged for review based on system alerts or manual triggers. The approval process includes:
- Automated validation for missing punches, policy violations, or inconsistent hours.
- Manual review for discrepancies in project codes, overtime eligibility, or leave usage.
- Escalation paths for unresolved issues (e.g., HR intervention for CBA violations).
Approval Hierarchy:
- First-level managers approve timecards for direct reports.
- Department heads override rejections if documentation supports the hours (e.g., approved overtime for critical project deadlines).
- HR/Payroll intervenes for systemic errors (e.g., payroll system glitches).
Common Flags and Resolutions:
The system generates alerts for:
- Missing punches (e.g., unrecorded lunch breaks or shift start/end times).
- Overtime policy violations (e.g., non-exempt employees exceeding 40 hours without approval).
- Project code mismatches (hours billed to unauthorized tasks).
- Leave balance errors (e.g., using more sick leave than accrued).
Manager Actions: | Flag Type | System Alert | Resolution Steps |
|---|
| Missing Punch | "Incomplete Time Entry" | Employee resubmits with corrected punches or provides manager-approved justification. |
| Overtime Policy Violation | "Excess Hours Without Approval" | Manager verifies if overtime was pre-approved; if not, hours are adjusted to 40. |
| Project Code Error | "Unauthorized Task Code" | Employee corrects the code or submits a Project Code Exception Form for approval. |
| Leave Balance Negative | "Insufficient Accruals" | Payroll contacts HR to adjust balances or deduct from future paychecks. |
If a manager cannot resolve a discrepancy (e.g., disputed overtime), the timecard is locked and escalated to:
1. Department Head (for policy interpretation).
2. HR Business Partner (for CBA or FLSA compliance).
3. Payroll Administrator (for system-related errors).
Checklist of Common Timecard Errors in LMCO and Correction Steps
Preventing submission errors reduces payroll delays and audit risks. Below is a checklist of frequent mistakes and their resolutions, including error message examples from MyTimeCard LMCO.Pre-Submission Validation:
- Verify pay period alignment with LMCO’s calendar (e.g., biweekly vs. monthly).
- Cross-check hours against timesheets or project logs to avoid rounding errors.
- Confirm leave balances in the Employee Self-Service (ESS) portal to match MyTimeCard entries.
Error Category 1: Time Entry Issues
"Error: Time entry for [Date] exceeds 24 hours. Please adjust or provide explanation."
Resolution:
- Split the entry into two 12-hour shifts or correct to actual hours worked.
- If valid (e.g., split shifts), attach a manager-approved note in the "Comments" field.
Error Category 2: Overtime Misclassification
"Warning: Non-exempt hours exceed 40 for the pay period. Overtime approval required."
Resolution:
1. For hourly employees, ensure overtime was pre-approved via the Overtime Request Form.
2. For salaried employees, reclassify hours as non-exempt if performing hourly tasks.
3. Submit corrected timecard with approval documentation attached.Error Category 3: Project Code Errors
"Error: Task code [XXX] is not authorized for your role. Please select a valid code."
Resolution:
- Use the Project Code Lookup Tool in MyTimeCard to verify eligible codes.
- If no valid code exists, submit a Project Code Exception Request via the HR Service Center.
Error Category 4: Leave Balance Discrepancies
"Error: Sick leave balance insufficient. Current balance: 0 hours. Adjusted hours: 4."
Resolution:
- Reduce sick leave hours or use compensatory time if available.
- If balance is incorrect, contact Payroll Support to reconcile accruals.
Error Category 5: Missing or Late Submission
"Error: Timecard submission missed deadline. Payroll processing delayed."
Resolution:
- Submit immediately via the Late Submission Portal (available until the next pay period’s deadline).
- Include a manager’s approval to override late penalties (if applicable).
Approval Workflow Comparison: Salaried vs. Hourly Employees
LMCO’s MyTimeCard system distinguishes between salaried (exempt) and hourly (non-exempt) employees in approval workflows, audit trails, and system alerts. Key differences include:1. Audit Trails and Documentation Requirements
- Hourly Employees:
- Mandatory to log start/end times for each shift.
- Overtime requires pre-approval via the Overtime Request Form.
- Audit trail includes timesheet snapshots, manager approvals, and payroll adjustments.
- Salaried Employees:
- Not subject to overtime laws but must document non-exempt hours (e.g., if performing hourly tasks).
- Audit trail focuses on project billing accuracy
Leave Management and PTO Tracking in MyTimeCard LMCO
MyTimeCard LMCO serves as the centralized platform for managing employee leave requests, accruals, and approvals, aligning with Lockheed Martin’s structured leave policies. The system integrates with LMCO’s Paid Time Off (PTO), sick leave, military leave, and other approved leave types, automating tracking, validation, and reporting to ensure compliance with federal, state, and company-specific regulations. Employees interact with the platform to submit, modify, or cancel leave requests, while managers and HR oversee approvals through a tiered hierarchy. MyTimeCard also enforces accrual limits, triggers alerts for low balances, and facilitates dispute resolution for discrepancies, ensuring transparency and operational efficiency.
Integration with LMCO Leave Policies and System Workflow
MyTimeCard LMCO consolidates leave management by enforcing Lockheed Martin’s leave accrual policies, eligibility rules, and approval workflows. The system supports the following leave types, each governed by distinct accrual rates, carryover limits, and usage restrictions:- Paid Time Off (PTO): Accrues based on tenure (e.g., 1.5 hours/month for full-time employees), with annual carryover caps (typically 40–80 hours, depending on role).
- Sick Leave: Federally mandated (FMLA-compliant) with no accrual limit for eligible employees; usage is tracked separately from PTO.
- Military Leave: Exempt from accrual limits under the Uniformed Services Employment and Reemployment Rights Act (USERRA); requires documentation for approval.
- Other Leave Types: Includes bereavement, jury duty, voting leave, and company-specific leaves (e.g., sabbaticals), each with predefined accrual or usage rules.
Employees access their leave balances, accrual history, and policy details via the MyTimeCard dashboard, which syncs with LMCO’s HRIS (e.g., Workday or SAP SuccessFactors) to ensure real-time accuracy. The system validates requests against:
- Eligibility: Confirms the employee’s tenure, role, and contract type (e.g., exempt vs. non-exempt).
- Accrual Status: Checks available balances and pending requests to prevent over-submission.
- Overlap Conflicts: Flags requests that conflict with existing time-off or scheduled shifts.
- Policy Compliance: Ensures requests adhere to LMCO’s leave rules (e.g., no PTO usage during probationary periods).
Leave Request Submission, Modification, and Cancellation Process
Employees initiate leave requests through MyTimeCard’s self-service portal, where they select the leave type, dates, and reason (e.g., "Personal PTO" or "Military Leave"). The system guides users through a multi-step validation process before submission:1. Request Creation:
- Employees enter start/end dates, leave type, and optional notes (e.g., "Approved for military deployment").
- For military leave, users must upload DD Form 2977 (Military Leave Request) or equivalent documentation.
- The system auto-calculates accrual impact and displays remaining balances.
2. Draft and Review:
- Requests are saved as drafts for edits (e.g., adjusting dates or leave type).
- Employees can preview impact on payroll, project timelines, or team coverage via integrated tools (e.g., LMCO’s project management systems).
3. Submission:
- Finalized requests are submitted to the approval hierarchy (described in the next section).
- Employees receive a confirmation email with a reference number and estimated approval timeline.
Modification/Cancellation:
- Employees may edit or cancel requests before approval via the portal.
- Post-approval changes require manager/HR intervention and may trigger re-validation of accruals or project impacts.
- Cancellations restore accrued hours to the employee’s balance (unless company policy dictates otherwise).
Leave Approval Hierarchy and Role-Based Workflows
MyTimeCard LMCO employs a multi-tiered approval structure to balance efficiency with compliance, ensuring requests are reviewed by the appropriate stakeholders. Below is the textual flowchart of the approval process, including escalation paths for sensitive cases:Start → [Employee Submits Request]
│
▼
[System Routes to Primary Approver]
│
├─── [Team Lead/Supervisor] (Standard PTO/Sick Leave)
│ │
│ ├─── Approve → [Request Finalized]
│ │
│ └─── Deny → [Employee Notified; Option to Escalate]
│
├─── [Department Head] (Requests >5 consecutive days or cross-departmental impact)
│ │
│ ├─── Approve → [Sent to HR for Final Review]
│ │
│ └─── Deny → [Employee Notified; Escalation to HR]
│
└─── [HR Representative] (Military Leave, FMLA, or Policy Exceptions)
│
├─── Approve → [Sent to Executive Override (if required)]
│
└─── Deny → [Employee Notified; Right to Appeal via HR] Key Roles and Responsibilities:
- Team Lead/Supervisor:
- Approves routine requests (≤5 days) without HR intervention.
- Flags requests requiring business impact analysis (e.g., critical project deadlines).
- Department Head:
- Reviews requests for strategic or high-impact roles (e.g., program managers).
- Consults with HR for leave clustering risks (e.g., multiple team members out simultaneously).
- HR Representative:
- Handles military leave, FMLA, or policy disputes.
- Validates documentation (e.g., military orders, doctor’s notes for sick leave).
- Escalates to Executive Override for sensitive cases (e.g., leave during a major program milestone).
- Executive Override:
- Reserved for C-level or program-specific exceptions (e.g., CEO approval for senior executive leave).
- Requires written justification and is logged in the system for audit trails.
Approval Timelines:
- Standard Requests: 24–48 hours (excluding weekends/holidays).
- Complex Requests (e.g., military leave): 3–5 business days (due to documentation review).
- Escalated Cases: Up to 7 business days, with status updates provided to the employee.
Accrual Limits, Balance Alerts, and Enforcement Mechanisms
MyTimeCard LMCO enforces accrual policies, carryover limits, and usage restrictions through automated checks and employee alerts. The system prevents over-submission by:1. Real-Time Balance Validation:
- Displays available accrued hours and carryover limits during request submission.
- Blocks requests that would exceed annual carryover caps (e.g., 40 hours PTO for new hires).
- For sick leave, the system enforces FMLA compliance (e.g., no accrual limit for eligible employees).
2. Proximity Alerts:
- Triggers email/SMS notifications when an employee’s balance approaches critical thresholds (e.g., ≤10 hours PTO remaining).
- Example alert:
"Your PTO balance is at 5 hours. Consider planning leave before the year-end carryover limit (40 hours) is reached. Review accrual details in MyTimeCard."
3. Accrual Freeze Periods:
- Halts PTO accrual during probationary periods (typically 90 days) as per LMCO policy.
- Resumes accrual upon probation completion, with a one-time catch-up (if applicable).
4. Leave Expiration Warnings:
- Notifies employees 30 days prior to PTO carryover expiration (e.g., December 1 for year-end limits).
- Provides a self-service portal link to submit unused leave before expiration.
Reporting Leave Discrepancies and HR Escalation Process
Employees or managers encountering leave discrepancies (e.g., incorrect accruals, denied requests, or system errors) must follow a structured escalation process via MyTimeCard. The system guides users through the following steps:1. Initial Reporting:
- Employees access the "Dispute Leave Entry" option in MyTimeCard.
- Required documentation includes:
- Accrual Discrepancies: Screenshots of balance history, pay stubs, or prior approval emails.
- Denied Requests: Approval rejection emails with reasons (e.g., "Insufficient accruals").
- System Errors: Error codes or timestamps from the MyTimeCard portal.
2. HR Case Assignment:
- The system routes the dispute to the appropriate HR representative based on:
- Leave Type (e.g., P
Troubleshooting Common MyTimeCard LMCO Issues
MyTimeCard LMCO is a critical system for Lockheed Martin employees to manage time tracking, leave requests, and payroll submissions. Despite its robust design, users may encounter technical disruptions that impact productivity. This section addresses the top five recurring issues, including login failures, submission errors, and payroll synchronization delays, along with structured resolution workflows. Additionally, it provides LMCO-specific error code references, password recovery procedures, and escalation protocols for unresolved technical challenges.
Top Five Technical Issues and Resolution Workflows
Users frequently report disruptions in MyTimeCard LMCO that fall into five primary categories. Below are step-by-step guides to diagnose and resolve these issues independently, minimizing reliance on IT support for routine fixes.
Note: Before proceeding, ensure the user’s browser is updated, cookies are enabled, and LMCO’s internal network (e.g., VPN or corporate Wi-Fi) is active. Clear browser cache if issues persist.
-
Login Failures
Login issues often stem from incorrect credentials, expired sessions, or MFA misconfigurations. Verify the following:- Credential Validation:
- Confirm the LMCO email address and password match company records.
- Use the password reset link (available via LMCO’s IT portal) if forgotten.
- Multi-Factor Authentication (MFA):
- Ensure the MFA app (e.g., Duo Security) is synchronized with the correct device.
- If prompted for a new MFA token, regenerate it and retry login.
- Session Timeout:
- Inactive sessions expire after 15 minutes. Log out and re-enter credentials.
- Check for browser pop-ups blocking the session (e.g., "Your session will expire").
- Corporate Network Access:
- If accessing remotely, ensure VPN (e.g., Cisco AnyConnect) is connected.
- Test connectivity via LMCO’s internal intranet (e.g., Lockheed Martin SharePoint).
-
Timecard Submission Errors
Submission failures typically occur due to incomplete data, payroll sync conflicts, or system timeouts. Resolve with these steps:- Data Completeness Check:
- Validate all required fields (e.g., hours worked, project codes, date ranges) are populated.
- Cross-reference with the LMCO Timecard Submission Guidelines (available in the employee handbook).
- Payroll Sync Conflicts:
- If the error references "payroll lock," wait 24 hours and resubmit.
- For recurring conflicts, contact the Payroll Processing Team (payroll.lmco@lockheedmartin.com) with the error code.
- System Timeout During Submission:
- Avoid submitting large batches (>50 entries) at once. Split submissions into smaller groups.
- Refresh the page and retry. If the issue persists, use a different browser (e.g., Chrome or Firefox).
-
Payroll Sync Delays
Delays in payroll synchronization often result from backend processing lags or manual approval bottlenecks. Mitigate with:- Approval Workflow Status:
- Navigate to the "My Submissions" tab to check approval statuses.
- If stuck in "Pending Manager Review," notify the manager directly via LMCO’s internal messaging system.
- System-Side Delays:
- Payroll syncs occur nightly (UTC-5) on Fridays. Delays beyond 72 hours require IT escalation.
- Verify no pending leave requests or time adjustments are blocking the sync.
- IT Notification:
- Submit a ServiceNow ticket (LMCO’s IT portal) with:
- Error code (if displayed).
- Screenshot of the sync status page.
- Employee ID and department for tracking.
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Leave Request Rejections
Rejected leave requests may result from policy violations, incomplete documentation, or manager overrides. Corrective actions include:- Policy Compliance Review:
- Recheck LMCO Leave Policy (Section 4.2 of the HR manual) for eligibility.
- Ensure all required attachments (e.g., doctor’s notes for medical leave) are uploaded.
- Manager Communication:
- If rejected without explanation, request clarification via LMCO’s Manager Approval Portal.
- Resubmit with corrections within 48 hours to avoid further delays.
- Escalation for Overrides:
- If the rejection is unjustified, escalate to the HR Leave Management Team (hr.leave@lockheedmartin.com) with:
- Original rejection reason.
- Supporting documents.
- Employee ID and supervisor’s contact details.
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Browser or Device Compatibility Issues
Incompatible browsers or outdated devices may trigger rendering errors or functionality failures. Resolve with:- Supported Browsers:
- Use Google Chrome (latest version) or Microsoft Edge (Chromium-based).
- Disable browser extensions (e.g., ad blockers) temporarily.
- Device Requirements:
- Ensure the device meets LMCO’s minimum specifications (Windows 10/11 or macOS Ventura+).
- Update JavaScript and cookies settings to "Allow" for mytimecard.lmco.com.
- Mobile Access:
- MyTimeCard LMCO is not optimized for mobile. Use a desktop/laptop for submissions.
- If accessing via a company-issued tablet, verify it meets IT’s remote access policies.
LMCO-Specific Error Codes and Corrective Actions
MyTimeCard LMCO generates standardized error codes to diagnose technical issues. Below is a reference table for common codes, their meanings, and resolution steps. For unresolved errors, contact LMCO IT Helpdesk (ext. 12345) with the error code and provided details.
| Error Code |
Description |
Corrective Action |
Support Contact |
|---|
| ERR-404-LMCO |
Page not found (invalid URL or expired session). |
- Clear browser cache and cookies.
- Log out and re-enter credentials via mytimecard.lmco.com.
- If using a bookmark, update the URL to the current session link.
|
IT Helpdesk (ext. 12345) |
| ERR-500-LMCO |
Internal server error (system-side failure). |
- Wait 1 hour and retry. If persistent, submit a ServiceNow ticket.
- Check LMCO’s system status page for outages.
- Provide error timestamp and screenshot to IT.
|
IT Helpdesk (pager: 555-IT-ALERT) |
| ERR-1001-LMCO |
Invalid credentials (wrong password or locked account). |
- Reset password via LMCO Password Portal.
- If locked, request unlock via IT with employee ID and manager approval.
- For MFA issues, verify device synchronization with the IT Security Team.
|
IT Security (security@lmco.com) |
| ERR-2002-LMCO |
Timecard submission timeout (exceeded 30-minute limit). |
< Mastering MyTimeCard LMCO transforms time and leave management from a routine task into a strategic asset for Lockheed Martin’s workforce. By leveraging its automation tools, compliance features, and seamless integrations, employees and managers can enhance accuracy, reduce errors, and focus on mission-critical objectives. This guide equips users with the knowledge to navigate challenges, resolve issues efficiently, and fully utilize the system’s capabilities—ultimately fostering a more agile and compliant operational environment. |
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