Pay and Timekeeping Policy

Effective Date: April 2025

This policy outlines the pay and timekeeping standards for all consultants and contractors engaged by VDC.cloud in client project assignments. It ensures accurate compensation, transparent billing, and alignment with each customer’s engagement rules.

1. Purpose

To set clear expectations for time tracking, billing, and compensation practices for consultants engaged on VDC.cloud projects.

2. Scope

This policy applies to:

  • All independent consultants and contractors
  • All client-facing and internal projects where billable time is logged and paid

3. Timekeeping Requirements

  • Consultants must maintain accurate and daily records of all hours worked.
  • Time must be tracked using the designated system/platform approved by VDC.cloud or the client (e.g., TimesheetX, client portal, Excel template).
  • Time entries must clearly detail:

    • Project name or code
    • Description of task/work performed
    • Time spent
  • All timesheets must be submitted weekly or as per project/client-specific rules.

4. Working Hours & Breaks

  • Working hours will be defined in the Statement of Work (SOW) or client onboarding documents.
  • Consultants must adhere to the agreed daily schedule unless flexibility is approved by the project manager.
  • Reasonable breaks are allowed but should not be included in the total billable time unless contractually allowed.

5. Pay Terms

  • Consultants are paid based on approved daily rates or hourly rates as agreed in their contract or SOW.
  • Payment will be issued monthly in arrears, based on validated timesheets and any milestone approvals.
  • All invoices must be submitted with accurate timesheet references.
  • Any discrepancies or delays in timesheet submission may lead to payment delays.

6. Client-Specific Rules

Consultants must comply with any additional timekeeping or approval workflows required by the end-client.

This may include:

  • Dual-entry into both VDC.cloud and client systems
  • Manager approvals prior to invoice submission
  • Weekly or biweekly time verification sessions

7. Overtime and Additional Hours

  • Overtime is not billable unless explicitly agreed in advance by VDC.cloud and the client.
  • Consultants must request written approval before exceeding standard hours.

8. Non-Compliance

Failure to comply with timekeeping procedures or inaccurate reporting may result in:

  • Delayed or withheld payments
  • Removal from the project
  • Termination of contract

9. Contact and Support

For questions regarding timesheets, payment schedules, or client-specific billing, contact (depending on your location):

VDC.cloud Accounts & Project Coordination Team

  • VDC.cloud Professional Services Ltd (London, United Kingdom)
  • VDC.cloud Professional Services Asia Pte. Ltd. (Singapore)

Submit a policy enquiry:

Website: https://vdc.cloud

This policy ensures fair pay and proper alignment with client expectations, enabling efficient project delivery and financial transparency for all parties.