# SOP — Weekly Timesheet Submission

**Owner:** Rivet (automated)
**Who:** Michael McLoughlin
**Where:** LFCS emails: lynda@lfcs.com.au, admin@lfcs.com.au
**Template:** `/home/ccuser/rateright-growth/rivet/timesheet-template.xlsx` (LF Construction Services)
**Deadline:** **COB Tuesday each week** (if late → not processed for that pay cycle)

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## Timeline

| When | What | Who |
|------|------|-----|
| **Monday 7:00 AM** | Rivet prompts Michael in Siteops topic for hours | Rivet (cron) |
| **Monday-Tuesday** | Michael sends voice note or text with hours + descriptions | Michael |
| **Tuesday (before COB)** | Rivet fills LFCS template, attaches parking receipts, sends to LFCS | Rivet |

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## Process

### 1. Collect Hours (Monday)
- Rivet messages Michael in **Telegram topic 6 (Siteops)**
- Prompt: "Timesheet day — send me a voice note with your hours for the week and I'll fill the LFCS template."
- Michael responds with: days worked, hours per day, work descriptions
- If Michael doesn't respond by Monday 6pm, send a reminder

### 2. Fill Template
- Open latest LFCS template in workspace
- Fill in week number, dates, hours, project details
- Save as: `timesheet-Michael-W{XX}-{startDate}-{endDate}.xlsx`

### 3. Collect Receipts
- Remind Michael to photo his **Eat Street Parramatta parking receipts** (~$40.60/day)
- Attach receipts to email

### 4. Send to LFCS (Email - COB Tuesday)
- **To:** lynda@lfcs.com.au, admin@lfcs.com.au
- **Subject:** Timesheet - Michael McLoughlin - Week {XX} ({dates})
- **Body:** Brief email with total hours, attached timesheet + receipts
- **Method:** Gmail API or direct SMTP

### 5. Confirm & Log
- Confirm to Michael in Siteops topic that everything was sent
- Log the submission in `memory/work-log/` with week number and hours

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## Key People
- **Lynda @ LFCS** — processes timesheets, invoices
- **LFCS emails:** lynda@lfcs.com.au, admin@lfcs.com.au
- **Joe** — Ford Civil office (legacy, no longer used)
- **Michael** — General Foreman, LF Construction Services → Ford Civil → Lendlease

## Cron Job
- **Name:** `timesheet-monday-reminder`
- **Schedule:** Monday 7:00 AM AEST
- **ID:** (new - to be created)

## Failure Modes
- Michael doesn't respond → remind at 6pm, then again Tuesday 7am
- Email fails → try again, or send files to Michael in Telegram to forward manually
- Template missing → recreate from header info in this SOP
- **Correction needed** → Create new file with "CORRECTED" in name, include correction note in file, re-send to LFCS

## Correction Protocol
When hours are sent incorrectly:
1. Create corrected timesheet with "CORRECTED" in filename
2. Include clear correction note in the Excel file
3. Re-send to lynda@lfcs.com.au and admin@lfcs.com.au
4. Update this SOP with correction details

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*Created: 2026-02-28 | Last updated: 2026-03-17*