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MARATHON PETROLEUM COMPANYLOUISIANA REFINING DIVISIONGARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEM (TAAS)AN INTRODUCTION AND PROCEDURE FOR CONTRACTOR PROCESSES OFDATA COLLECTION FOR PAYMENT OF SERVICESCONTRACTOR PROCEDURE MANUAL1/14/11 Rev. 1, 11/11/2010

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMCONTENTSI. IntroductionA. Contractor Personnel ID Record – GuidelinesB. Information Update FormII. Entry to the RefineryA. Mandatory Indoctrination with TAAS/Cost Control DepartmentIII. Data CollectionA. Work Allocation SheetsB. Green Bar Time SheetsC. Rental EquipmentD. Contractor Material Form (CSM)IV. ReportsV. Manpower Status/Approval ProcedureVI. InvoicingVII.ReviewEXHIBITSExhibit A - Contractor Personnel Identification RecordExhibit B - Work Allocation SheetExhibit C - Green Bar Time SheetExhibit D - Rental Equipment RecordExhibit E - Contractor Material Form (CSM)1

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMI. INTRODUCTIONThe purpose of the Time and Attendance Access System (TAAS) is primarily to monitor thecontractor employee’s time within the refinery and to ensure proper payment for servicesrendered. TAAS will provide the contractor with daily records of its employees who havegained access to the refinery, which will be used to complete the mandatory TAASpaperwork.This procedure will address three distinct parts of TAAS:1) Employee data and personnel ID records2) Data collectionThe contractor is to ensure his full and complete appreciation of the requirements of thisprocedure and to make its employees fully aware of their participation. Any deviation to theprocedures without written approval from a Marathon representative may delay entry of anemployee into the refinery and effect accurate payment or subject to refusal of payment tothe contractor for services rendered.A. Contractor Personnel Identification Record - GuidelinesThe Contractor Personnel Identification Record must be completed for all contractorsentering the Marathon Petroleum Company Garyville Refinery. This form provides thenecessary information for the employee to be correctly entered into the Time andAttendance Access System which monitors contractor employee’s time in the facility and isrequired prior to issuance of a Marathon employee ID badge. The personnel identificationrecord needs to be validated by the company’s designated supervisor or timekeeper. NOTE:Before turning the Personnel Identification Record into security, please specify on it if thisperson is a new hire or a replacement.The following section describes the information needed to complete the ContractorPersonnel Identification Record. All forms must be legible or they will be returned to theContractor representative.Last Name, First Name, Middle InitialEach employee must provide Last Name, First Name and Middle Initial.Employee TypeAn employee can either be classified as a foreman or an employee. A foreman is in chargeof a crew or has other foreman reporting to him/her. The site supervisor would also beclassified as a foreman. An employee is any other worker who does not have supervisoryresponsibilities.Assign CodeThe employees' supervisor/foreman is specified in the Assign Code. If your contractor is2

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMnew to the facility and you do not know the foreman's PIN number, fill in the last namesection. If the form is for the site supervisor who reports to a Marathon employee, place theMarathon employee's name in the last name section. All employees must be undersupervision. Work allocation sheets will be produced by foreman; please make sure whenfilling out the personnel identification record that the appropriate personnel are assigned tothe designated foreman in order for your employee’s to be directed to the correct sheets andTAAS reports.Craft CodeCraft Code describes the work responsibilities of the employee. If you are not familiar withthe Marathon Craft Code categories, provide the description of the craft. A list of allowablecraft codes for each company can be obtained from the TAAS department. Employee’swill be paid per the craft code that appears on the work allocation sheets and the green bartime sheets; if this is not correct, TAAS needs to be notified immediately.After receiving employee data sheets from security, the data sheets will be returned to thedesignated timekeeper for the company of the employee to validate the craft code. Theyneed to insert the correct craft code to be used and initial the sheet for verification.Craft code corrections will not be made after the green bar time sheet has been accepted.Failure to provide correct craft codes will result in improper payment.Contractor CodeEach contractor is assigned an identification code for the Time and Attendance System. Ifthe correct contractor code is unknown, specify the contractor name. If the employees'contractor is sub contracting under another contractor, the main contractor is written in theContractor section and the actual workers' employer will be placed in the Sub Contractorsection.Sub Contractor CodeIf the contractor the employee works for is sub contracting to another contractor, the actualemployees' contractor code/name should be written in the Sub Contractor area. If this areais left blank, the same information as in the contractor section will be assumed.Shift CodeEach employee must be assigned a regular shift time. This shift time does not restrict theemployee from entering the facility at other times, such as call outs and plant emergencies.Each available shift is assigned a code in the Time and Attendance System. If the shift codeis not known, specify the scheduled starting time and stopping time in the space provided.Starting DateSpecify the starting date of the employee. If this section is left blank, the Starting Date willbe assumed to be the Date of Indoctrination as provided by Marathon Security Personnel.Special NotesIf there is any other information about this employee that Time and Attendance personnelshould be aware of for completing the indoctrination of this employee into the facility,3

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMspecify as a Special Note. Examples include, "Will be moving to night shift next week" and"Employee will sometimes be the acting foreman".All other sections of the Contractor Personnel Identification Record will be completed bythe specified personnel.It is important for the contractor representatives to keep in contact with the Time andAttendance office during their work period at the Marathon Petroleum Company GaryvilleRefinery. The Time and Attendance Office can also provide you with several reportssummarizing your employees' time in the refinery. Direct any questions you have to theTime and Attendance Office (extension 7175).An example of the Contractor Personnel Identification Record is attached as Exhibit A.B. Information Update FormThis form has been developed to allow for craft code changes and/or rate changes, i.e.;temporary upgrades for turnarounds or permanent upgrades in craft. This form requiresseveral signatures for approval. In order to get the craft code change form returned in atimely manner, the form should be filled out and distributed within ample amount of timeto have the form returned to Time and Attendance before the revised craft code is to takeeffect. All information should be filled out accordingly to make the approval process goeffectively.II. ENTRY TO THE REFINERYA. Mandatory Indoctrination With TAAS / Cost Control DepartmentAfter the Contractor’s employees have obtained their ID cards, one representative from eachcompany will need to report to TAAS/Cost Control. A review of the contract informationwill take place at that time to ensure that appropriate procedures are followed for datacollection and that all charges are properly documented to allow prompt payment forservices rendered. All contractors performing work at the LRD (including Lump Sumwork) must report to TAAS / Cost Control.The TAAS/Cost Control office is located in the Turnaround Planning Building. At thistime, an exchange of information will take place so that the Data Collection process canbegin. The Contractor’s representative will need to be in possession of their employee’sname and craft designation.III. DATA COLLECTIONThe term Data Collection refers to the accumulation of man hours by work order. This isachieved by the procedures outlined below, utilizing Work Allocation Sheets and Green BarTime Sheets for all T&M reimbursable labor hours. Work allocation sheets will also be4

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMsubmitted for all Lump Sum labor hours. All other reimbursable items (rental equipment,material, travel, per diem, etc.) must also be submitted through TAAS on Marathonapproved documents. Contractor timesheets and other paperwork will not be acceptedfor payment.A. Work Allocation SheetsAn example of the Work Allocation Sheet is attached as Exhibit B.On the afternoon before a work day, or in some instances no later than the beginning of thework shift, Marathon will provide to the contractor printed Work Allocation Sheets. Undernormal circumstances, where a foreman has a previously assigned crew, the allocation sheetwill be specifically provided for that foreman and the crew.The assignment of work order numbers and T/A charge numbers will be issued to thecontractor by their MPC contact. For questions pertaining to charge numbers and work ordernumbers, please contact the TAAS/Cost Control Department.The allocation sheet provides several important criteria and the contractor representative isresponsible for the entry of necessary data.Below is an important checklist for the responsible contractor representative:-check date on allocation sheet-check shift reference-check that the members of crew listed, are part of his team-check that the craft codes of the crew are correct-All time within the shift should be recorded under “NT” (Normal Time); anythingoutside the shift is considered “AT” (After Time).The contractor representative may make amendments to the sheet, if this is necessary;however, the most likely amendment to a preprinted allocation sheet would be the additionof a crew member (to replace an absentee member of the crew or a straight forwardaddition).Below is the essential data that should be inserted by the contractor representative:-the work orders worked that day-the hours expended on each work order by each member of the crew-contract/exhibit on which the work was performed-total hours at the end of each allocation sheetWhen a crew member is requested to work beyond his normal shift period, it is importantthat the contractor representative obtains the initials of the Marathon Supervisor at the ATbox on the allocation sheet for that crew member, to signify his approval. This is essential.Where several crew members may be working additional time, then Marathon must initialeach allocation sheet. The contractor representative is responsible for ensuring that the5

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMadditional hours to be worked are recorded on the allocation sheet.At conclusion of the shift, the contractor representative, shall ensure the following:a) The Work Allocation Sheet has been correctly completed with all expended hoursallocated to the correct work order numbers. (Charge numbers used for Turnarounds.)b) Marathon has authorized (initialed) any additional time (AT) worked, includingworking through lunch.c) Allocation sheets must be delivered to TAAS by noon on the next scheduled work day.During Turnarounds if you have a nightshift timekeeper the previous day shift allocationssheets will be due by 6:00 a.m. upon completion of their shift. There will be no exceptionsto this policy - sheets will be date stamped upon receipt. During turnarounds, this willinclude day and night shift for the previous day.d) For turnaround & shutdown work, all work allocation sheets must be put in theappropriate Cost Representative’s box that has been assigned to your company forreview. The green bar time sheets will be signed by one of the following: T/APlanning Area Lead Planner, T/A Supervisor, or the Cost Control Engineer.The majority of Work Allocation Sheets will be pre-numbered. In the event that the crewsize or numbers or work orders increases necessitating the need for a continuation sheet, theforeman will use a blank allocation sheet, available from Marathon. The foreman shallsimply enter the sheet number on the continuation sheet with the suffix "2", to indicate thatthis is a second sheet.All data included on the Work Allocation Sheet will be entered into the Marathon Time andAttendance Access System on a daily basis. The system will execute a balance/edit routineof clocked versus allocated hours and provide an Exception Report highlighting anydiscrepancies that can not be resolved by the system.In cases where discrepancies occur, the contractor, in conjunction with the MarathonSupervisor, will be responsible for resolving these discrepancies. It is important that thisresolution be concluded no later than the following day.B. Green Bar Time SheetsThe green bar time sheet is a proforma document of a similar format to the allocation sheetand will contain the same data as the allocation sheet.The green bar time sheet will automatically be produced by the TAAS system uponsuccessful integration of the Work Allocation Sheet after the balance/edit routine. The greenbar time sheet will provide for the signatures of both Marathon and the contractor.Certification by Marathon and contractor of this document is the approval for contractor toinvoice the hours. The green bar time sheet will be the only document from which Marathon6

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMwill approve subsequent invoices for labor hours expended and it is therefore essential thatthe contractor instills the importance of correctly completing the Work Allocation Sheets tothe foremen.It is the responsibility of the Contractor to reconcile the clock hours provided by TAAS withtheir own timekeeping system prior to signing the green bar time sheet. The contractor willbe given five (5) calendar days from the date of the work allocation sheet to completethe TAAS process of obtaining a correct signed green bar time sheet to use for billingpurposes. All green bar timesheets will be date stamped upon receipt. If the contractor doesnot obtain an approved correct green bar time sheet within the five (5) day time period andthey have not notified the TAAS coordinator of a problem meeting this deadline, GaryvilleRefinery will not accept the green bar time sheets for that period. In addition, prior tobilling the Contractor must check with the TAAS office to ensure that all paperwork is in asigned status or the invoice will be returned to the Contractor by the Accounts PayableDepartment without a payment. (In the case of end of month, all work allocation sheets andgreen bar time sheets should be received by TAAS by the next business day after the lastday of the month.)The contractor will make a copy of the signed green bar time sheet for their records to besent with their invoice. The original green bar time sheet must be returned to TAAS.A sample green bar time sheet is attached as Exhibit C.C. Rental EquipmentAll rental equipment that is brought on site at the Garyville Refinery must be documentedby MPC Project Controls / TAAS and checked in by the MPC Equipment Coordinator.Prior to mobilizing any equipment, contractors will need to complete a Rental EquipmentRecord (RER) form for each piece of reimbursable rental equipment that will be brought onsite. (See the attached flowchart.)Following Marathon approval, each piece of equipment will be assigned an EquipmentIdentification Number (EIN) that is unique for that item. This EIN number will bereferenced by the contractor on all TAAS paper work and invoices.All rental equipment that is brought on site must also be field verified and checked in by theMPC Equipment Coordinator. The rental period does not start until this has been done.Important!!! Failure to obtain an EIN number will result in non-payment for rentalequipment used at the LRD.Company Owned EquipmentSee the attached flowchart for MPC approval procedures.Third Party EquipmentSee the attached flowchart for MPC approval procedures.7

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEM*Special note:Rental Services Corp. (RSC) is the on-site rental company for the Garyville refinery. Forthird party rental equipment, the agreement with RSC will be utilized as the first option. IfRSC cannot provide the requested equipment, then other vendors may be used at that time.8

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEM9

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMNON T/A RENTAL EQUIPMENT REQUISITION (RER)FLOW CHART FORCONTRACTOR SUPPLIED EQUIPMENT10

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMD. Contractor Material Order Forms (CSM)Whenever possible, the Garyville Refinery intends to purchase all materials needed for aparticular project or turnaround. If any material is purchased by the contractor, it will requirethe completion of the Contractor Supplied Material (CSM) form. The CSM is a five-part,multi-colored form that is available from the TAAS Department. These forms must be usedfor the approval (and payment) of all expenses other than T&M labor. This includesmaterial, travel pay, mileage, per diem and anything else that is an approved reimbursableexpense, per the terms of the contract. A separate CSM must be filled out for eachexpense category. (Ex. Labor, equipment, material, or other)The CSM must be completed and signed before material, travel, per diem, and otherexpenses are incurred. Approval signatures are required by the Contractor Supervisor(Representative) and one of the following Marathon personnel: Turnaround Supervisor,Maintenance Supervisor, ER Crew/Construction Supervisor, or Cost Control Engineer.(For Turnaround work, the CSM can only be approved by one of the following: TurnaroundSupervisor, Area Lead Supervisor or Lead Cost Control Person.)Once the CSM has been completed and signed by all parties, return the entire form (all fivecopies) to the TAAS department for processing. Marathon will keep the original and thegreen copy. The remaining three copies will be returned to the contractor to be used forbilling purposes; a copy of the CSM and the original supplier invoice(s) are required forinvoice payment.IV. REPORTSThe following reports are available to the contractor from the TAAS Department:• Daily Time Clock Report-provides “time-in” and “time-out” of all billable employees• Absenteeism/Tardy Report-provides absent and late arrivals of billable employeesV. MANPOWER STATUS/APPROVAL PROCEDUREThe Manpower status/approval form has been developed to allow for the addition ofcontractor personnel. (See attached Exhibit A). Contractors will not be permitted tobring additional personnel on site without prior approval.This form is a time sensitive report, and will therefore be produced on demand on an asneeded basis.The contractor should adhere to the following process for requesting additional11

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMpersonnel:• Contractor obtains approval from their Marathon coordinator that additionalpersonnel are required.• Contractor will request a copy of the Manpower Status/Approval Report from theTime and Attendance Office.• The report will contain the following information:1. Date and time produced. This information is important because asmentioned before, this report is time sensitive and could change at anypoint in time.2. Contractor Name3. Number of active employees the contractor has at that point in time bycraft code.4. Number of employees on site by craft code and a variance between thenumber of active employees and the employees on site.• Contractor will complete the number of additional personnel required and thereason necessitating additional personnel prior to seeking Marathon approval.• Contractor will sign and date form and deliver to Marathon coordinator forapproval/rejection and processing.• Coordinator signs and dates and delivers to the Marathon Supervisor hisapproval/rejection.• Marathon Supervisor signs, dates and delivers to the Maintenance Manager for hisapproval/rejection.• Maintenance Manager returns the completed form to the Time and AttendanceOffice.• The Time and Attendance Office notifies coordinator that request has either beenapproved or denied.Completed forms are maintained by the Time and Attendance Office to be used asauthorization for the processing of new employees upon arrival.VI. INVOICINGMarathon Petroleum Company12

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMInvoicing Guidelines for Contractor Labor, Material, and EquipmentIn order to facilitate timely payment for your services, please follow the guidelinesbelow. Note that labor, material, and equipment charges should be billed on separateinvoices. In addition, please make sure that Purchase Order numbers are shown on allinvoices.LABOR INVOICESLabor invoices should only include labor charges including charges for per diemsand travel. Invoices should only include one week of labor per contract / purchaseorder. The invoice should include a weekly summary with the employee’s name,PIN number, straight time hours and rate, and overtime hours and rate by day.See below for example:EMPLOYEEPINMON TUE WED THURS FRI SAT SUN TOTAL RATE TOTALHOURSJOE DOE ST 1234 10 10 10 10 0 0 0 40 10.00 400.00JOE DOE OT 1234 0 0 0 2 8 0 0 10 15.00 150.00JOHN SMITH ST 5678 8 8 10 12 2 0 0 40 10.00 400.00JOHN SMITH OT 5678 0 0 0 0 8 8 0 16 15.00 240.00TOTAL ST 18 18 20 22 2 0 0 80 800.00TOTAL OT 0 0 0 2 16 8 0 26 390.00TOTAL 18 18 20 24 18 8 0 106 1,190.00Green bars do not need to be attached. However, if per diem and travel charges are being invoicedthey must be supported by a signed CSM.13

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMEQUIPMENT INVOICESEquipment invoice should only include equipment charges. Invoices should onlyinclude one week per contract/purchase order. Invoice should include EIN, hours,and work order. We will also need a summary showing bill cost per work order.See below for example:HOURS PER WORKORDERWORKORDER WORKORDER WORKORDER TOTAL RATE AMOUNTEIN 00Z043 010C007 025R03C HOURS07233 5 2 5 12 50.00 600.0007234 3 5 6 14 60.00 840.00TOTAL 8 7 11 26 1,440.00WORKORDER HOURS BILL COST00Z043 8 430.00010C007 7 400.00025R03C 11 610.00TOTAL 26 1,440.00Equipment time sheets do not need to be attached. However, if equipment time sheetsare not turned in and equipment charges are approved through a signed CSM, a copy ofthe CSM must be attached to the invoice.MATERIAL INVOICESMaterial invoices should only include material charges. Materials must beinvoiced by purchase order. All materials purchased by contractor must besupported by a signed CSM. This signed CSM must be attached to the invoice.All invoices must be remitted to the following address:Marathon Petroleum Company, LLCAttn: S657B-5018P.O. Box 22169Tulsa, OK 74121-2169For invoicing or payment questions contact:Val Clayton at (985) 535-7119 orKim Girard at (985) 535-712514

MARATHON PETROLEUM COMPANY - GARYVILLE REFINERYTIME AND ATTENDANCE ACCESS SYSTEMVII. REVIEWIt is important to remember, that the only way to record the presence of an employee on therefinery is by ensuring that each employee is familiar with the time clock / badge scanningprocedure. Each employee must be responsible for his/her own scan. Failure to obtain avalid scan could result in non-payment for that employee. Should the vehicle carry morethan the driver, then all passengers must exit and proceed to the turnstiles on foot togain entrance to and exit from the refinery.It is also important to remember, that the only way of establishing the validity of workundertaken by an employee, is by the completion of the Work Allocation Sheet.Payment by the Garyville Refinery for ANY services rendered will only be made from acorrect and signed green bar timesheet or CSM form.Failure to ensure compliance of all the above procedures may haveserious ramifications on the Contractor’s reimbursement for servicesrendered.Failure to submit an invoice without the proper TAAS paperwork(supporting documents) will result in non-payment for all workperformed.15