1) Did you investigate the possibility of data-validation?
If so, what is the result.
I've never used data validation so I'm confused. How do the names get from Spreadsheet B into Spreadsheet A? Am I just copying the info from Spreadsheet B every time I open the file to make sure the pivot table has all the information I need in it (it changes frequently)? I didn't see any linking in the file you sent. If I have all the information inside the files (like Spreadsheet A), I would have to be able to hide and lock that tab because I can't have people seeing the rates of everyone else except those few that are in their project's file.

2) Why don't you answer (all) the questions?
I'm sorry, I thought I had. There is one file for each project and each project gets a new file every 2 weeks with lots of other updated information in it.
Spreadsheet B (rate file) is coming from accounting.
The names I input manually are coming from a timesheet system, hence the difference in their formats.

Thanks for your persistence!