Submission of an Activity Report (AR) by a Consultant for a Time and materials project

Impact of the Activity Report (AR)

An Activity Report (AR) is a supporting document that links you to your Client. It records the number of work units performed, any expenses or on-call duties incurred, as well as an evaluation of the assignment. Its approval is required in order to trigger billing.

The AR must be approved at the end of each month of your assignment because it is essential for generating the invoice / billing voucher (BV) and thus triggering payment.

To ensure that you receive your payment in a timely manner, we recommend that you submit your AR before 28th and approved by the Business Manager before the end of each month.

Tip

On the right side of the AR page, in the “Summary of AR” box, you can view the status of your AR and see a summary of the approval steps in the “Approval Steps” box.

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How to fill out and submit your Activity Report

Here are the steps to complete and submit your AR for a time-and-materials assignment:

1. Go to the tab AR/Invoices, then click on My Activity Report.

2. In the calendar at the top of the page, enter the number of work units (UO) you performed. You can do this:

for each day by clicking the (+) or (–) buttons,
for an entire week by clicking the pencil icon below the week number,
or for the whole month by clicking Edit entire month at the top right of the calendar.
You can verify that updates are reflected in the Summary of the AR box on the right.

Note

If you need to record units on weekends, activate the toggle Activate Weekends above the calendar. By default, Saturdays and Sundays are set to 0 UO. If you activate the toggle and do not enter any units, the weekends will still appear to your business-manager and your Client. The daily rate is the same as for weekdays.

3. Add details to your AR (Optional): If you need to add further details to your AR, click the toggle Add details to the project to display the corresponding fields. Then you can provide:

Documents and deliverables: upload the files produced during the month.
Expenses: add expenses incurred in the month (e.g., lunch, travel, equipment rental), indicating their amount inclusive of tax and attaching receipts.
Adjustment: if there was an error in a previous month’s CRA (for example: one day billed too much), indicate the number of work units to add or subtract.
On-call duties and overtime: indicate the total amount (excl. tax) of your overtime or on-call services. You may contact your business-manager if needed.

4. Monthly activity report (optional): describe the deliverables of the month you attached, and you may provide a rating (via stars) of the interest, work-environment atmosphere and visibility of the assignment, and leave a public review. This helps other suppliers understand what working with this Client is like.

5. Breakdown of the project (if applicable): If your Client has enabled this premium feature, you will see a section Project Breakdown under the calendar allowing you to indicate time spent on each project of your assignment. To do this:

Search for the project code in the list or enter it in the search bar, then click Add this code.
Enter the number of work units spent on this project.
Add a comment if needed.

Important

The sum of the work units associated with the project codes must equal the number of units entered in the AR calendar.
Example: If you have entered 20 days in the CRA calendar, the sum of days across the project codes must also be 20 days.

6. Finally, verify the information in the “Summary of AR” box on the right of your screen, then click Submit this AR.

After submission:

your AR can no longer be edited,
the “Approval Steps” box will be updated,
your business-manager will be notified that it is now their turn to approve your AR.

Tip

If you wish to correct an error or make a modification after you have submitted your AR, you can refer to this article.

FAQ

A Activity Report (AR) is a monthly document in which you indicate your number of work units, any expenses or on-call duties, and optionally provide deliverables or feedback on the assignment.
Once submitted it is no longer editable. If you made a mistake, you should consult the dedicated procedure article to submit a correction.
If the client enabled project breakdown feature, you will need to indicate how many units you spent on each project code. The sum must equal the units in the calendar.