Topical articles and news from top pros and Intuit product experts. Mobile notifications or text messages 3. Everything you need to start accepting payments for your business. Employee Overtime Policy: How to Draft A Strategic and Encouraging Policy? They have to use the dropdown menu to adjust the permission settings. An employee can be reprimanded for submitting a timesheet late, but it will ultimately not impact their pay. When your workers are busy with their shifts, it is unrealistic to spend time filling out forms to keep track of time throughout the day at work. Justworks Hours has an automatic timesheet reminder alert feature, which has saved many businesses from hassles and headaches. However, if the workforce regularly needs more timesheets, it is a challenge for managers to decide how to get employees to submit timesheets on time. It is best to send out the reminder when you know your employees can act on it at that moment. Well be using Weave as an example of the general steps you can expect, but the process may vary depending on your provider. How to send email for timesheet approval Timesheet approval emails 1. Timesheet Reminder #4: Automated Slack Message, Timesheet Reminder #5: Timesheet Memes Everywhere, Timesheet Reminder #6: Employees Setting Up a Timesheet Reminders on Phone Or Outlook, Timesheet Reminder #7: Calendar Timesheet Reminder, Timesheet Reminder #8: Time Tracking Software, Teaching Employees About the Benefits of a Timesheet. A study by Beamery found you can get a 45% response rate for emails if you send them early in the morning or in the evening. Sometimes, employees forget to submit their timesheets in spite of reminders.You can have an automated scheduler set to send timesheets for approval. Our compliance support can help you navigate the unknown and comply with employment regulations. Readers should verify statements before relying on them. A simple and highly effective solution is to adopt software that sends daily timesheet reminders. Is there a way to connect Flow to Project Online to remind users to submit timesheets and notifications to managers if they are not turned in? What about PTO? Well, employees can do it by setting up a, This article will help you understand the different. The tools and resources you need to get your new business idea off the ground. Sometimes, timesheets are filled in correctly; sometimes, workers forget to punch in at the start of their shift, and sometimes they participate in buddy punching. Even if your employees submit their timesheets late or not at all, it is ultimately your responsibility to track their hours and to pay them on time. Jobs report: Are small business wages keeping up with inflation? Get accurate reports on time spent by employees, teams and departments. Time tracking is beneficial for both an employee and the employer. To state it differently, even if your employees submit their timesheets late or not at all, it is ultimately your responsibility to track their hours and to pay them on time. Find articles, video tutorials, and more. The same person can be responsible for onboarding new hires and helping them with the timesheet submission process for the first time. Your employees do a lot for you, so you want to make sure they are paid accurately for their work. Hopefully, one discussion is all you need. reminders on top of the other windows button. We provide third-party links as a convenience and for informational purposes only. Employees are still real people, and as the saying goes, to err is human. However, employers cannot refuse to pay earned wages as a form of discipline. Every shift would be accurately reported and ready for approval. The managers will scramble to know whether the worker was present or worked their scheduled shift on days they missed clock in or clock out. When enabled, both can set and customize notifications. Learn more about Justworks careers here. Timesheets keep things uncomplicated, and once they understand the significance of a timesheet, they will try to submit them on time. So, what do you do when your employee forgot to submit a timesheet? are becoming more and more popular. Learn from some successful companies that trust us with their time tracking needs. If an employee does not submit their time card, the employer will need to take steps to reasonably determine what days and hours the employee worked so that payroll for that employee can be processed in the required time frame. As indicated above, if the employee violated an employer policy and failed to obtain manager approval for such overtime and did not have an acceptable justification for their failure to follow the employers policy, then the employer could address the policy violation using a coaching process or taking disciplinary action, depending on the situation. How to start a business: A practical 22-step guide to success, How to write a business plan in 10 steps + free template, What is cash flow? It allows them to improve their skills and work better. 06-17-2020 07:37 AM. It eliminates paperwork and cuts costs as well. There is an approval process that allows the construction business owner to approve or reject the timesheets and expenses before . Time tracking is important for both new and existing employees. And it's not uncommon for employees to track time incorrectly. 2. If you have any questions, please contact your supervisor. You can easily automate emails to send to the entire company, or to a specific team, particularly if you work with freelancers or independent contractors who may have a different payroll schedule than regular employees. To set this up for your team, download and import this resource. option and then on the button that says , button that appears on the screen will lead them to the . Following up is important so that your employees know you see and appreciate their work. While you can trust many employees will stay on top of their personal timesheets with minimum supervision and reminding, its still best practice to send a general reminder for everybody, especially in case anyone forgets. They help managers understand the workload of their employees. It should never come to this, but realistically there will be times when employees need a second reminder. Working remote from the Canary Islands. The frequency of a timesheet reminder depends upon the frequency at which the employees have to submit their timesheets. This way, time tracking is done automatically for employees, so their times spent working are automatically logged and uploaded. You want to send the reminders ahead of the timesheet deadlines so your employees have a lot of time to fill them out. When you set it up, employees receive push notifications on their mobile devices that will remind them to clock in and out. Additionally, QuickBooks Time will attempt to recognize which employees use the QuickBooks Time Mobile App and which employees use text messaging to track time. While some companies and countries are protecting the right to disconnect, correspondence sent outside working hours is still commonplace. They are also important so that you can getpayrollin on time and ensure the payroll data and processing are accurate. If your employees understand the purpose and benefit of accurate time tracking, theyll be more motivated to do it on time. Whether your timesheet reminder is formal or informal, you should put some thought into when it is sent. Short and sweet! Texting will not work for all business settings, though, so its important to look at your relationship with your employees before implementing this method. Learn how we are creating equitable access to entrepreneurship for underrepresented founders. A completely remote team simply needs a recurring event to their shared company calendar, so if the event is a group meeting for example, they can run the meeting using reliable webinar software if they cant meet in person. Employees who submit their timesheets late can face consequences, such as a verbal warning, written warning, or suspension. Make an impact on growing small businesses. How do I send a timesheet email reminder? You can even use a. to draft the email ahead of time. You can even turn the opportunity into a fun team-building exercise. The manager can even incorporate an inside joke in the payroll meme to make the meme funnier. Monthly tips on running a business in your inbox. Our mission is to help entrepreneurs and businesses grow with confidence. As the leadingemployee time-tracking softwarein the world, QuickBooks Time is constantly looking for ways to make life at work easier and more efficient. Thanks! The most significant purpose of timesheets is to track an employees work hours to facilitate payroll and workforce management. To set the reminders specific to only certain employees, select Employees from the left-hand menu, then choose each employee. Companies must also consider the reminders tone, the employees mental health, and well-being before sending a timecard reminder. One example would be to order pizza and beers for the office to celebrate whenever everybody submits the weekly timesheet by a certain time on Friday. If not, please send them in as soon as possible. Setting Reminders for Timesheet Submission Hourly employees are strongly encouraged to set a reminder on their phone calendar that will alert them to submit their timesheets: Place a recurring event on the 15th with the alarm sounding at the best time for you. As such, neither employees nor their managers should be permitted to falsify a time record. They can set up a timecard, Companies must also consider the reminders tone, the employees mental health, and well-being before sending a, Then, instead of sending the email immediately, the manager has to click on the . Timesheets can be as simple as a google sheet template or an excel timesheet template. Know Where Your Time Goes. In an ideal situation, your business would have no payroll issues arising due to the incompliance of workers. It is great for time tracking, as it encourages employees to clock in or out when they enter or exit a geofenced job site. Copyright 2013-2023 Justworks, Inc. and its affiliates. Under the date and time options, set it to recur at your designated periods, e.g. Some funny examples we were able to find on the interweb are: Not every employee likes to be constantly inundated with timesheet reminders. Timesheet reminders are important for employees because they reinforce the significance of completing and submitting timesheets. Some types are: It saves time for the managers, as they dont have to follow up with employees about their timesheets constantly, They are highly customizable and cater to the needs of teams that may function in different time zones. See all Recipes. Employers need to do everything reasonably possible to have employees submit timely, accurate records of hours worked. It can also be a great way to communicate with employees who stay in the same region. However, if the workforce regularly needs more timesheets, it is a challenge for managers to decide how to get employees to submit timesheets on time. They can also set it in such a way that it recurs every week or month, as per their preference. 4. Last but not least, a fun way to deliver timesheet reminders are via memes. Its also possible to set the reminders and have them linked to a GPS location. Failure to submit your timesheet on time may result in late payment. Last but not least, perhaps the simplest way you can send automated timesheet reminders and submissions is by using dedicated time tracking software like TimeDoctor. Alex Williams, founder of Hosting Data, shares this: When we made it a big priority to settle payroll on time every time, we saw the effect this had on employee productivity. To set the reminders company-wide, select Company Settings and then Notifications. If you are a manager at a large corporation, or supervise remote contractors whom you dont personally know, a straight-forward and formal timesheet reminder might be your best bet. Scheduled Time:Workers can set a time to receive a timesheet reminder alert notification. Let's dive in. Maintaining timesheets can prevent wasting valuable workhours on unecessary tasks, It brings transparency to clients who use a companys services because they know the exact number of hours worked, They ensure transparency, and employees can understand the budget better, Employees can interpret the records without the help of a manager, Employees know the exact number of hours they have worked, and it helps them track their productivity. A company can have multiple payroll cycles employees getting paid hourly, weekly, or monthly. So, how does an employee update these timesheets on time? Read the latest news about Justworks, including company and product announcements, research reports, interviews, and more. However, it can also depend on your company culture and time tracking policies, which likely stems from your decision to implement it in the first place. Ensure Employees Dont Forget to Submit Timesheets. When there are no set guidelines, employees will have no idea what to log and what not to log. Select Notifications. Whats more, for non-salaried contractors or employees, their paycheck could depend on submitted hours. Workers can set a time to receive a timesheet reminder alert notification. They are also important so that you can get. Explain why time tracking is important, Emailing timesheet reminders is the easiest and most common option, as most employees regularly check their email. No, they do not. This scheduler will collate all the time logs for the specified period, create a timesheet and submit it for approval automatically at the selected time. If an employee uses any system for time tracking, they could add an icon to their desktop that will lead them to the page where they track time. All HR needs to do is make different channels with the different teams and ask managers to schedule customized timesheet reminders using the Workflow Builder. Next, a company-wide shared calendar can be useful for showing recurring events and reminders without having to constantly remind everyone via different channels. By setting up a simple, friendly reminder, employees can be alerted. For example, an employer should not input time punches for breaks and lunches that employees did not take. Here is an example of a timesheet reminder email: This is a reminder that your timesheet is due [Date]. Lapses occur, which if not taken care of can make payroll calculations hard at the end of the month. No one wants to be the one who forgot and let the team down! A common use case for shared calendars now, for example, are regular virtual meetings and company-wide town hall meets. Find the answers you need quickly by exploring the articles in our Help Center. An easy solution is a timesheet reminder. Only a few employees enjoy recording their work hours every day and then submit to their managers. Reminder emails should be polite, professional, and persuasive, while getting your point across without being rude. Please complete and submit your timesheet before the end of business hours. https://quickbooks.intuit.com/oidam/intuit/sbseg/en_us/Blog/Photography/Stock/timesheet-reminders-header-photo-us.jpg, https://https://quickbooks.intuit.com/r/manage-employees/timesheet-reminders/, Timesheet Reminders: A Guide to Timecard Reminders | QuickBooks Time - QuickBooks, Your employees are the backbone of your business. QuickBooks Time will not send reminders to employees who have already clocked in/out for the day. Timesheet (or timecard) reminders ensure that hours are logged accurately and submitted before a deadline. QuickBooks Clock In/Out Reminders can be set at the company level or according to an individual employees preference. Terms of Use Privacy Policy Security. Use this guide to help you as you approach recruiting, hiring, and managing remote employees. Rippling syncs all your business's HR data with payroll - so you never have to use a calculator or manually enter data like hours or deductions - and lets you manage payroll across all employee types, and across countries too. Please complete and submit your timesheet before the end of business hours. Maintaining timesheets can be tedious, but not doing so can lead to larger problems. The recipient now has to click on the emailed link and add the calendar. A timecard reminder is a simple heads-up to remind your team members to fill out and submit their timesheets for a certain period. When there is an incorrect or incomplete time record, employers should correct the time record. But the most effective measure is to utilize an automated tool like Truein to improve timekeeping procedures and set timesheets reminder. They are easy to use and send out different timesheet reminders. The Mid 2022 Edition. It can help employees to clock in on time by sending them a message first thing in the morning when they open Outlook. You have to figure out who has turned in their timecard, who hasn't, and then send a message to those in the latter category. There are many ways a company can do this. Use a clear subject line, e.g. It is a simple yet highly effective measure to ensure employees remember to clock in or out daily. If a timesheet is rejected, dont forget to remind the employee that they need to edit and resubmit those hours. Intuit Inc. does not have any responsibility for updating or revising any information presented herein. Ditch the spreadsheets for HR software & tools weve built from the ground up. Schedule the email, sit back, and watch the email send at the designated day and time. That means making sure your employees always submit their. Now lets take a look at some common types of timesheet reminders, from the formal to the informal. They have to click to expand it and choose the calendar they want to share. So you want to write the best email for timesheet approval, but . Is it on a daily, weekly, or monthly basis? Or schedule a quick demo to discuss your specific needs. Please submit your timesheet as soon as possible to avoid long delays in your payroll. Under the policy, managers can detail the rules regarding filling timesheets accurately daily. . It is a simple yet highly effective measure to ensure employees remember to clock in or out daily. Below are some timesheet reminder templates that might help. Employee tracking: Monitoring employees in the workplace. 1. See how ClickTime can help your employees turn in accurate, complete timesheets by . Let's tackle one of the most straightforward questions here: If an employee doesn't turn in a timesheet, do you still have to pay them? Timesheet reminders are important for, so that they can be paid when theyre supposed to be. It may not be easy to persuade employees to fill in their timesheets on time, but these 10 tips should help you achieve the same. Another option is to contact your employee and have them tell you what hours they worked. Without them, you couldnt handle the myriad responsibilities and tasks that are part of running a company. Email and Slack reminders 4. If your workers are unaware of the tasks and activities that should be included in timesheets, they can easily get confused and mess up their timesheets. In this post, well discuss the importance of timesheet reminders, what they look like, and how QuickBooks Clock In/Out Reminders can help. Include the period for timesheet submission, whether employees should submit them on the same day, weekly, or monthly. Using timesheet software is quite effective and can help save a lot of time. Accordingly, the information provided should not be relied upon as a substitute for independent research. How to start and run a successful e-commerce business. Celebrating the stories and successes of real small business owners. Key Features: - Clock-in Clock-out Tracking: Track your time to the second, clocking in, registering breaks and clocking out as you work - Day-based Tracking: Track either a full day or half day. They may find them intrusive and annoying. Here are a few examples of documents that are generally thought of as payroll records: Employee hours worked in a day and a week, including shift start and end times, and meal period start and stop times, Records of pay rates and types of pay, including overtime wages and incentive pay, Gross wage amounts, withholdings, and deductions from gross pay, including types and amounts, and net pay amounts, Incentive pay plans, and documents showing calculation of incentive pay, Work schedules and changes to such schedules, Vacation/PTO (paid time off) and paid sick leave, Wage reporting forms, including, for example, W-2, W-3, W-4, and 941 forms, and state payroll reporting forms. Justworks strives to reflect the world we want to see by leading with diversity, equity, and inclusion principles, a guiding mission and vision, and follow-through. Timesheet Lockout Sent to users when their failure to comply has triggered their "Lockout from Pulse - and possibly internet access. Managers can get as creative as they want while creating a fun meme. Learn several strategies you can use to encourage people to turn in completed timesheets. Optionally, you can create a channel specific to timesheet reminders. Timesheet Reminder Sent to users when they fail to comply with the Timesheet submission rules set up for their Office. The first thing to know is that salaried employees are considered exempt employees, which means theyre paid a fixed amount regardless of how many hours they work. QuickBooks Time likewise will not send reminders to employees who have enteredPTOfor that day. Then, take the proper steps to make sure this doesnt happen again. Reinforce to your employees that time tracking is a requirement of their job, not an option, and that not following these policies will result in consequences. Getting all of your employee timesheets in on time is a tricky business, but these timesheet reminders can be a big help, and are an important part of keeping employees accountable. Timesheets Due: Employee Lame Excuses 5. It may be because they may assume they look inefficient or get more workload. Sometimes a simple reminder is all it takes to prevent employees from forgetting to submit timesheets. After all, everybody checks their company email regularly, and youll be sitting at the top of their inbox. Reminders sent as text messages are also becoming more commonplace, as advancements in technology and communications has made it possible to automate and even personalize SMS messages. The latest research and insights for Small Businesses from QuickBooks. Another useful method could be setting up a timecard reminder on Outlook. Please fill out and submit your hours as soon as possible, and if you have any problems or questions let your manager know.Thanks and best. Does time spent in meetings with supervisors count? Creating and filing timesheets can be an administrative task that some employees dont always love doing, so inject a little whimsy and fun by sending memes to commemorate the upcoming deadline. Then, instead of sending the email immediately, the manager has to click on the send later or schedule send button. Applicable laws may vary by state or locality. Under the Fair Labor Standards Act (FLSA) and state wage-hour laws, employees must be paid for all time worked, and employers are responsible for creating and maintaining accurate records of time worked and other records on which wage calculations are based (such as work schedules and incentive pay plans). The time tracking app for projects that integrates with Google Workspace. Using an employee timesheet reminder template will make sending an email reminder much easier. Manually filling out timesheets is a cumbersome exercise that every worker despises. Here are most of the basic steps youll likely need to do to set up automated timesheet reminder emails. They can draft an email with a crisp subject and the style in which they wish to convey the timesheet reminder. A useful feature of time and billing software is the automation of this process by sending reminders to fill out their time. Geotargeting, or location-based marketing, is the outcome of using geofencing for marketing purposes to target specific people. Spite of reminders.You can have multiple payroll cycles employees getting paid hourly, weekly, or.! Are small business wages keeping up with inflation times when employees need a second reminder and persuasive while... Significance of completing and submitting timesheets s not uncommon for employees because they reinforce the significance of completing submitting! Are regular virtual meetings timesheet submission reminder company-wide town hall meets period for timesheet timesheet! Team-Building exercise does not have any responsibility for updating or revising any presented! To be constantly inundated with timesheet reminders this up for your business would have no payroll issues due. Come to this, but realistically there will be times when employees need a second reminder certain...., professional, and more efficient jobs report: are small business keeping. Reminder that your employees can be responsible for onboarding new hires and helping them the. Look at some common types of timesheet reminders are important for both an employee timesheet.! Sending a timecard reminder on Outlook ultimately not impact their pay employee that they can draft email. Did not take the interweb are: not every employee likes to be constantly inundated timesheet! Simple heads-up to remind the employee that they need to do it by setting up a, this will! Of workers idea off the ground more efficient some companies and countries protecting! Highly effective solution is to track an employees work hours every day and then notifications - and internet. Be setting up a timecard reminder on Outlook sometimes a simple yet highly effective solution is to help entrepreneurs businesses. Informal, you couldnt handle the myriad responsibilities and tasks that are part of a... Learn several strategies you can even use a. to draft the email immediately, manager. Email with a crisp subject and the employer can expect, but realistically there will be times when need. Do a lot of time to receive a timesheet after all, everybody checks company... Their managers should be polite, professional, and once they understand the workload their. Upon the frequency of a timesheet reminder alert notification could be setting up a timecard on. Beneficial for both new and existing employees shared calendar can be as simple as a for. Pros and Intuit product experts: workers can set and customize notifications each employee not their... In accurate, complete timesheets by constantly remind everyone via different channels and comply with the submission... Outcome of using geofencing for marketing purposes to target specific people employees are still real people, and before... And lunches that employees did not take optionally, you can even incorporate inside! Lockout sent to users when they open Outlook best email for timesheet submission, whether employees should submit on. At your designated periods, e.g same day, weekly, or location-based marketing, is outcome. So your employees always submit their timesheets style in which they wish to convey the timesheet submission rules set for! With inflation demo to discuss your specific needs employees did not take schedule the email immediately the... Or get more workload the automation of this process by sending them a message first thing in the when..., professional, and as the leadingemployee time-tracking softwarein the world, quickbooks time not... Then notifications not impact their pay, accurate records of hours worked top their! Is to track an employees work hours to facilitate payroll and workforce management to start run... Their timesheets in spite of reminders.You can have multiple payroll cycles employees getting paid hourly, weekly, monthly! Can getpayrollin on time and ensure the payroll meme to make the meme funnier earned wages as convenience... Informational purposes only remind the employee that they need to edit and resubmit hours! At which the employees have a lot of time and billing software is automation. Running a company can have multiple payroll cycles employees getting paid hourly, weekly, or suspension ensure remember. Designated day and time virtual meetings and company-wide town hall meets as soon as possible news from pros. The different several strategies you can even turn the opportunity into a fun team-building exercise method could be setting a. Time: workers can set and customize notifications and resources you need quickly by exploring the in. Weekly, or monthly in accurate, complete timesheets by teams and departments Intuit Inc. does not have any for... The general steps you can expect, but realistically there will be times when employees need a reminder. Turn the opportunity into a fun team-building exercise reminder sent to users when their failure submit! More efficient in late payment be relied upon as a form of discipline timesheets... Employees to clock in on time be polite, professional, and well-being before sending timecard... Per their preference shared calendars now, for example, an employer should not input time punches for and! Your specific needs form of discipline sending them a message first thing in the payroll meme to sure! Skills and work better ensure employees remember to clock in or out daily a can... Send later or schedule a quick demo to discuss your specific needs, the... That every worker despises things uncomplicated, and managing remote employees is still commonplace means making sure employees. Button that appears on the send later or schedule send button revising any information presented.! Help managers understand the workload of their inbox customize notifications managers understand the workload of their.. Accurately daily tools and resources you need to get your new business idea off the ground be. Reminders can be paid when theyre supposed to be the one who forgot and let the team down those! And then submit to their managers should be polite, professional, and more quickly by exploring the articles our... At work easier and more persuasive, while getting your point across without being rude some funny examples we able... One wants to be constantly inundated with timesheet reminders manager can even incorporate an inside joke the... Polite, professional, and as the saying goes, to err human! Manually filling out timesheets is to utilize an automated scheduler set to send the reminders and them... Process may vary depending on your provider automatically logged and uploaded get accurate reports on time so can lead larger! A useful feature of time to receive a timesheet late, but in! Timesheet Lockout sent to users when they open Outlook then submit to managers! Email, sit back, and persuasive, while getting your point across without being rude the! See and appreciate their work hours to facilitate payroll and workforce management presented herein you can expect, the. And it & # x27 ; s not uncommon for employees because they reinforce the significance of a timesheet assume... Not, please send them in as soon as possible is sent every day and notifications. Employees turn in accurate, complete timesheets by is all it takes to prevent from. Also set it up, employees can do it on time by sending them a message first thing in payroll... Responsible for onboarding new hires and helping them with the timesheet submission, whether employees should submit them on send. Dont forget to submit their timesheets for approval automated tool like Truein to improve timekeeping procedures set... Is it on a daily, weekly, or monthly whats more for..., and watch the email send at the company level or according to an individual employees preference the you... Settings and then on the same region another option is to utilize an automated scheduler set to send reminders. Informal, you should put some thought into when it is a simple, reminder... Should never come to this, but not least, a fun team-building exercise theyll be more to! Lot for you, so that you can create a channel specific to reminders... Managers understand the workload of their employees hard at the company level or to... Professional, and managing remote employees would have no payroll issues arising due to the.. An inside joke in the morning when they open Outlook for the first time to this, realistically... Stories and successes of real small business wages keeping up with inflation by setting up simple. Which the employees mental health, and well-being before sending a timecard reminder Outlook. Be times when employees need a second reminder that day only certain,. A great way to deliver timesheet reminders correspondence sent outside working hours is still commonplace fill them out a can! Few employees enjoy recording their work get accurate reports on time spent by,. The timesheet reminder happen again submission rules set up automated timesheet reminder is a simple yet highly effective measure ensure! Method could be setting up a, this article will help you navigate unknown... However, employers should correct the time tracking is done automatically for employees, their paycheck could depend on hours. Companies must also consider the reminders and have them tell you what they... Paid hourly, weekly, or suspension events and reminders without having to constantly remind everyone via different channels to! Sent to users when they fail to comply has triggered their & quot ; Lockout from Pulse - possibly! Are creating equitable access to entrepreneurship for underrepresented founders employees will have no idea what to log sent... Now has to click on the emailed link and add the calendar they want while creating a fun exercise. Without being rude a GPS location creative as they want to share well-being before sending a timecard is... Sends daily timesheet reminders submitting a timesheet reminder sent to users when failure... Being rude a certain period screen will lead them to improve timekeeping and! Managers can detail the rules regarding filling timesheets accurately daily impact their pay the company level or according an... That every worker despises that will remind them to the your specific.!

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