Unanet User Guide: Timesheets & Expenses Getting Started Submitting Timesheets Submitting Expenses Contacts & Support

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1 Unanet User Guide: Timesheets & Expenses Getting Started Submitting Timesheets Submitting Expenses Contacts & Support 395 West Passaic Street Rochelle Park New Jersey

2 Getting Started 2

3 Step 1 Logging On As an INSYS employee, you are required to log on to the INSYS Time & Expense Reporting System (a Unanet product) to complete a timesheet on the 15 th and the last day of each month. In order to complete the payroll process, it is important that all timesheets be submitted on time. reminders will be sent to you before each due date. Enter your INSYS address. ********* You can access Unanet: 1. Via the INSYS Employee Portal Visit the INSYS website at Click on the Employee Portal link provided in the left navigation on the home page. Then, in the Links section of the page, click on Time & Expense Reporting System. 2. Or by going directly to the Unanet system at Enter your password. Click OK. Enter your user name (your INSYS provided to you in your Welcome to INSYS employee packet). Enter your password. If you ve forgotten your password, you must contact Tech Support via phone or (see Support for contact info). Check the Remember my password box if desired. If you re using a shared PC at a client site, please do not select this option. 3

4 Step 2 Initial Password Change The first time you logon to the Unanet system, you will be prompted to change your password. Follow the instructions provided on the prompt screen: Click OK. A screen will indicate that your password has been changed and provide a link to the system. Enter your INSYS address. To change your Unanet password at any time: Visit Enter your user name (your first name initial, followed by your last name as provided to you in your welcome to INSYS ). Enter your current password. Enter a new password it must be at least 8 characters long and meet complexity requirements, containing three of the four following conditions: Upper case letters Lower case letters Numbers Special characters Confirm the new password by reentering. Click OK. A screen will display indicating a successful password change and provide a link to the system. Support information is included as the last page in this User Guide. 4

5 Step 3 Navigating the System You have control over how your dashboards display. Click [config] to choose your preferences. The Unanet global navigation bar is role-driven, displaying only the sections of the system to which you have access. Managers will have an expanded menu which may include People, Reports, etc. Each section of the system has its own dashboard or initial screen. You can modify each dashboard so that it contains the items you access most often. From the upper right corner of the navigator you can Log Out, Access your Profile, access Help and display information about the system. 5

6 Step 4 Accessing Your Profile You can access your user profile from any page within the Unanet system by selecting Preferences in the upper right hand corner of the global navigation bar. Click on Preferences to access your Unanet profile. The Unanet Profile is a tabbed screen that displays two sections Time and Expense. From these tabs you can select your preferences such as receiving timesheet notifications and auto entry features. 6

7 Step 5 Configuring the Dashboard Unanet has a dashboard for each section of the system for which you have access (Home, Project, Time, etc.). Dashboards vary depending upon your role in the system. You can configure your dashboards via the Preferences link in the global navigator or via the [config] link on the dashboard itself. You can customize: the order of your dashboard sections; Click [config] to configure your dashboards. your Reports list; and Your Shared Reports list. Remember, your role in the system determines the options displayed when configuring your dashboard. Approving managers will have more options than consultants. Click on Preferences to configure your dashboards. 7

8 Step 6 Logging Out You can exit Unanet from any screen in the Unanet system. Click on Log Out to exit the Unanet system. Click the Log Out link in the upper right hand corner of the primary navigator. You will exit the system and return to the INSYS Employee Portal. 8

9 Submitting Timesheets 9

10 Step 1 Adding a Timesheet View active timesheet Edit active timesheet Navigate to your Time dashboard by clicking here. From your Home dashboard, click + Timesheet to create a new timesheet. You can add a timesheet from the home dashboard by clicking on + timesheet or by navigating to your Time dashboard via the global navigator at the top of your screen. The Quick Links navigation allows you to access your completed timesheets, current timesheet and any notes you may have entered in the system regarding your project. When creating a new timesheet, the date will auto populate to the current date. You can change the date manually or by clicking on the calendar icon. Click Save. 10

11 Step 2 Completing a Timesheet Select the project you re entering time for via the Project drop down menu. Your project choice will be associated with a specific Project Type and Pay Code and will automatically populate these fields. Your timesheet field choices are prepopulated depending upon your employment type Consultant, Direct or Indirect. Complete each field, beginning with Project, by choosing from the drop down menu. The Project Type and Pay Code fields will automatically populate when you select your Project. To insert additional rows for other projects, enter the number of needed rows and click here. To view Project information, click here. Enter the number of hours worked each day during the pay period. Overtime must be entered on a separate row. Salaried employees must account for at least eight hours each day. 11

12 Step 3 Completing a Timesheet Select project to charge. A Task must be selected for all Indirect time. You must enter 8 regular hours per day. Overtime must be recorded on a new row. Project drop Down includes Project Code, Client and Project. You can enter timesheet comments for each cell or the entire timesheet. 12

13 Step 4 Completing a Timesheet After all fields are completed click Submit. You can Save, Submit or Preview your timesheet. If you enter time every day or periodically throughout the pay period, click save. This will allow you to revisit the timesheet at a later date. A popup will display in the upper left corner of your screen allowing you to enter additional comments. To confirm and continue the submission process, click on the Submit button again. Clicking Submit will open a new Comments screen. Enter comments if Desired, and click Submit again. 13

14 Step 5 Reviewing a Timesheet After you ve submitted your timesheet you ll be able to review totals and comments. If you need to make changes, click Edit. A timesheet history is kept for each timesheet, from creation through Approvals. 14

15 Step 6 Approving a Timesheet After you submit your timesheet, an notification is sent to the Project Manager, Business Unit Manager or other timesheet approver. Every INSYS consultant is assigned an Approving Manager for this process. The approver must then approve or reject your timesheet. An is sent to you confirming the status of your timesheet. If changes are required, you must logon to the system again and make the appropriate edits and then resubmit the timesheet. Independent Contractors must submit a signed timesheet attached to each invoice. 15

16 Step 7 Accessing Accrual Time To access the accrual display, navigate to the Time dashboard. Click Accrual Details located under Quick Reports to display your Accrual Report. If you are a salaried employee, you will have access to your holiday, vacation and paid absences report, entitled Accrual Details. From any page within the system, click Time in the global navigator. Under Quick Reports, select Accrual Details. This will take you to the Reports section of the system and display a printer friendly table detailing your accrual time. 16

17 Understanding the Accrual Display Time that is earned during each month is displayed as projected hours and appears in gray, italic text. Each Accrual Plan is listed separately. Balance details are provided in hours not days (so in this example display, 238 represents 238 hours which is equivalent to days) The Accrual Details Report is updated each month. Each type of Accrual Plan is listed separately (i.e. Floating Holiday, Paid Leave, Vacation). Regular Holidays are automatic and are therefore not listed. Balance details are provided in hours not days. Accrued time is projected for the specific month displayed and is represented in gray, italic text below the Initial Balance data. This projected time will be included in the Initial Balance figure within three days of the next month. 17

18 Submitting Expenses 18

19 Step 1 Adding an Expense Record Select + Expense to add an expense. From the Details screen, add the specifics about the expense(s) you are reporting Open the Expense dashboard by clicking on Expense in the global navigator. Select + Expense to open a new expense record. This selection is used only for expenses that do not require pre-authorization. To access expenses that have been pre-authorized, select the active expense record in the expense list. Exceptions can be made only with written approval. If necessary, attach background documents By clicking here. Click Details to move to the next screen. 19

20 Step 2 Completing an Expense Record Please use one voucher with multiple lines when submitting for the same expense period. Choose the appropriate expense type from this drop-down menu. You cannot combine different Project Types on the same voucher. A Red Flag symbol indicates the dollar amount threshold was exceeded for this Expense Type, therefore a comment is required. Click this icon to access the system wizard which supports currency conversion, comments, etc. Click to display current list of thresholds (maximum allowable amounts for each expense type). 20

21 Step 3 Submitting an Expense Record Receipts must be uploaded and attached to your Unanet voucher, to eliminate the submission of receipts via mail, or fax outside of the Unanet system. Once your expense report has been submitted, the designated expense approvers will receive an letting them know their approval is required. You will also receive a notification when your expense request has been approved. You can print a hard copy for your records by clicking Preview or View. Select: File > Print > Only the selected frame (or right mouse-click and select Print Only the selected frame & print in Landscape view). Click on Policy to review receipt requirements. 21

22 Step 4 Approving an Expense Click on the text in the Manager Approvals to access the expense records awaiting approval. View Approve Project Approvals list displays time sheets awaiting Approval. Columns display expense details. Expense Managers and Approvers are notified via that an expense voucher is waiting for approval. On logon, the Manager s dashboard will display the type and number of approvals awaiting approval. Clicking on the text in each list will display the record details. From the next screen the record can be approved, disapproved or viewed by clicking on the appropriate icons. When an expense record is opened it provides details of all items listed. If an expense entered is above a threshold, the item will be marked with a red flag. Disapprove 22

23 Expenses Things to Remember All expenses are to be submitted semi-monthly to coincide with timesheet submittals, although billable travel can be submitted on a per-trip basis. Expenses submitted more than 60 days late will not be reimbursed. Vouchers must have the same Project Type selected for ALL expenses per expense voucher (billable, non-billable, or indirect). Invalid Expense items (i.e. missing receipts) will be deducted from the voucher with an explanation via notification. Other valid expenses on the voucher will be paid. If you exceed an expense threshold or pre-authorized estimate, please be sure you add comments that reflect the reason. Lodging/Monthly Rentals - Hotel rates plus taxes must be separated on a day-by-day basis. Corporate Apartment Rent Fees may be submitted on a monthly basis. Receipts must be uploaded and attached to your Unanet voucher. Client expense policies must be followed. If the client does not have a policy, the INSYS Travel Expense Reimbursement Policy is available in the INSYS Knowledge Library and should be followed. 23

24 Contacts & Support To change your password after initial log on or to have your password reset, please contact the INSYS Tech team by phone or Support hours are Monday through Friday from 9:00 AM - 5:00 PM. If you have issues with the system during off-hours, please leave a detailed message with your weekday contact information. A technician will get back to you as soon as possible the next business day. 24

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