Online Timesheets Guide for Contractors

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1 Online Timesheets Guide for Contractors Table Of Contents 1. Welcome To Online Timesheets Page Activation Page 2 3. Logging Onto The Online Timesheet Portal Page 2 4. Online Timesheet Portal Page 4 5. Placements Page 4 6. Creating and Submitting Timesheets From Active Placements Page 4 7. Cancelling A Timesheet Page Expenses Page Of Timesheet Status Page Adobe Acrobat Reader Page Forgotten Username And Password Page 14

2 Welcome To Online Timesheets By using the online timesheets you will be able to access the secure web portal from any location with internet access. You will be able to view your active placement detail and enter timesheets. By using the portal in this way you will be able to track your own timesheets from initial creation through to final payment as well as being able to view future contracts. Activation You will receive an asking for you to activate your online account. Once activated, you will be able to logon to the secure online timesheet portal. You will be sent an using the address you supplied to us during registration. Contained within the will be a link to take you to the online timesheet portal. Once your account has been established you can enter and track your live Timesheets by logging onto your account. Logging Onto The Online Timesheet Portal Follow the link on your account activation to activate your account on the online timesheet portal. Your User ID will automatically be set based on your forename and surname, decide on a new password enter it here and then click on Activate Account. 2

3 The following message will then be displayed if the account activation has been a successful:- At this stage it asks for you to click on the link to login to the online timesheet portal. Please note: The activation can only be used to activate your online account, you will therefore need to use the combination of the User ID and password each time you logon to the secure online timesheet portal. If you forget either your username or password, follow the Forgotten username OR Password link and the instructions on pages 12 and 13 of this guide 3

4 Online Timesheet Portal On successful login to the secure online timesheet portal you will be taken to the home page of your account, this can be seen below:- The home page of your account will contain information about your current active placement(s). From here it is possible for you to create timesheets and enter hours against each active placement ready for authorisation by the client. Placements The placement area of the home page will display your active placement detail. You will be able to see the client you will be working for and start and end dates of the placement. From the placement, it is possible to create your Timesheets. Timesheets can be entered for the current period as well as previous and missed weeks. Creating and Submitting Timesheets From Active Placements When you are ready to create a timesheet for one of your active placements, click on the option Create Timesheet next to the relevant placement line, the following screen will be displayed:- 4

5 The detail of the placement will be displayed, including details of the client you will be working for and start and end dates of this assignment. The start and end date will automatically default to the first week of the assignment. If you are entering this timesheet for a different week, amend the start date accordingly, the end date will then default to the correct week ending for you. Under timesheet entry, enter the hours worked for each payment element for each day worked. At the bottom you will see a line which says Daily rate or Standard rate. If it says Daily rate you will need to enter the number of days that have been worked; you will need to enter 1 if you do a full day, 0.5 if you do a half day and so forth. The system allows for parts of days worked in increments of If the entry says Standard rate, will have to enter the number of hours worked each day, as will be shown in the Total box above it. 5

6 For example, a completed Daily rate Timesheet should look like this:- 6

7 And a Standard rate should look like this:- Then click on the option Save Timesheet. Once saved you can then select any of these options:- 7

8 Back Returns you to the home page. Under Timesheets, you will see the timesheet that has been created with a status of Timesheet Created. Click on the Timesheet Created Status option next to the correct timesheet and you can make changes to the entries you have made or if you have been completing the timesheet daily, complete the remaining days. Delete Timesheet If you want to delete the timesheet, click on Delete Timesheet. Lock Timesheets & Create PDF This facility is not currently used by Outsource UK; please use the Lock Timesheet & Submit for Approval option. 8

9 Lock Timesheet & Submit For Approval When all the hours have been entered and the timesheet is ready to be sent to the client for online authorisation click on Lock Timesheet & Submit For Approval. Once selected you will be taken back to the home page, where the timesheet status will now state that the timesheet has been submitted for approval:- If the timesheet has been authorised by the client successfully the status will state Authorised Online, this can be seen below:- 9

10 If your timesheet is rejected by the client the status will change to Rejected Cancelled, this can be seen below:- 10

11 To view the reason that the timesheet was rejected click on the status, the following will be displayed:- If a timesheet has been Rejected you will need to create a new corrected Timesheet for that week and re-submit for Approval. Save Timesheet This will simply save the timesheet that is being worked on. Cancelling a Timesheet If a timesheet has been saved and Submitted For Approval it is still possible to cancel the timesheet possibly because a mistake has been made on the timesheet e.g. incorrect hours entered against a timesheet element. This can be done by going into the relevant timesheet and selecting the Cancel Timesheet option as shown on the screen below. 11

12 12

13 Expenses If you are advised to submit Expenses Online, these will need to be entered onto a separate timesheet on their own. You will need to Create a Timesheet for the relevant week and on the Expenses line enter the amount that you are claiming for each day. The same process is then followed as if you were Submitting a Timesheet. For example:- Of Timesheet Status You will receive an notification informing you when there is a change in the status of timesheets entered. Adobe Acrobat Reader In order to view /create timesheet images successfully, Adobe Acrobat Reader will need to be installed on the PC. Adobe Acrobat Reader can be downloaded free by clicking on from the home page. 13

14 Forgotten Username and Password If the User ID and/or password have been forgotten it is possible to have a reminder sent to your registered address. To enable this, go to the Outsource UK home page and click on the link. The following will be displayed:- Click on the Forgotten Username OR Password link, the following will then be displayed:- 14

15 If the password has been forgotten / lost, enter in the username normally used to login to the portal as well as the registered address. Alternatively, if the username has been forgotten / lost, enter in the password normally used to login to the portal as well as the registered address. An will then be sent to you informing you of your credentials. 15

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