SECTION 1 – DEALERSHIP ADMINISTRATION

1.2 WARRANTY RECORD REQUIREMENTS

1.2.6 Time Recording Requirements

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Time recording requirements apply to all labour for which reimbursement is claimed. Dealers are required to have a mechanical or electronic method to record a technician’s time. (In the event there is a temporary disruption in the dealerships ability to mechanically or electronically record a technician’s time, handwritten times must be initialled by Service Management). A technician’s time that is electronically recorded is an acceptable method of time recording provided that the computer system administrative controls are in place and operational.

The following requirements apply to all claims submitted to Ford Motor Company for payment.

• Time recording is required for all operations (i.e., operations listed in the Service Labour Time Standards Manual, supplemental labour operations, similar labour operations and actual time repairs) that are used in repairs reimbursed by Ford Motor Company.
• This requirement includes all labour operations submitted on any claims paid by Ford Motor Company (including warranty claims, Extended Service Plan, Mechanical and Wear claims, Field Service Action claims, and vehicle loss and damage claims. Excluded from this clocking requirement are Maintenance claims, Ford Fleet Care (where applicable) and sublet repairs).
  NOTE: Time clocking is required at an Outside Repair Facility that is owned (in part or entirely) by the dealer (e.g., offsite body shop) as this is not a sublet repair. Refer to Sublet Invoice Requirements.
• Time recording requirements apply to all employees involved in performing a repair.
• Enter Time/Date when a repair is performed
• Enter repairing technician’s STARS ID or Wsl-x ID
• Accurate time recording is the responsibility of Service Management.
• All dealerships must also time record actual time repair operations
• Record the start and finish times of each actual time repair. This must include stopping and starting times if the repair is interrupted.
• If actual time is claimed and your time clock(s) measure time in minutes, each six-minute time period equals 0.1 (one tenth). Round time up to the nearest tenth for additional three to five-minute periods, and round time down to the nearest tenth for additional one to two-minute periods (e.g., 44 minutes clocked = 0.7 hours + 2 minutes - claim 0.7 hours).
• If actual time is claimed and your time clock(s) measure time in hundredths round up or down as follows. For time periods of 0.01 to 0.04 round time down to the nearest tenth. For time periods of 0.05 to 0.09 round times up to the nearest tenth (e.g., 1.14 hours clocked - claim 1.1 hours).
• Technicians may not have time recorded on more than one Repair Order at a time. Only one Repair Order may be assigned at a time.
• Warranty repairs must be clocked separately from other repair types (i.e., customer pay, internals, etc.).
• When actual time is claimed, technician comments supporting the actual time must be recorded on the claim shop copy.

IMPORTANT: Actual time may not be claimed for time spent checking OASIS/SERVIS2, contacting the Technical Assistance Center, other Company hotlines or Company sponsored hotlines.