Table of Contents. Project Time Capture Replicon User Guide. User Guide

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1 Table of Contents Accessing Replicon... 1 URL, Username, and Password... 1 Helpful Links... 2 Entering a Timesheet... 8 Adding a Project to Your Timesheet... 8 Entering Your Regular or Overtime Hours Worked Adding PTO (Paid Time Off) or Holidays When your Timesheet is late and Accessing a Timesheet for a Different Week Saving, Submitting, and Printing your Timesheet Viewing the Audit Trail on your Timesheet Reopening and Editing a Submitted Timesheet Entering an Expense Sheet Adding and Filling out an Expense Sheet Adding an Additional Project to the Expense Sheet Mileage Saving and Submitting your Expense Sheet Viewing your Expense Sheet, after Submitting Viewing the Audit Trail on your Expense Sheet Reopening and Editing a Submitted Expense Sheet Setting up a Substitute User Adding a Substitute User Removing a Substitute User For Project Managers only Approving Timesheets and Expenses Approving Timesheets Reopening an Approved Timesheet Approving Expenses Reopening an Approved Expense Sheet Running Reports Essential Reports... 40

2 Accessing Replicon URL, Username, and Password Step Action 1. The URL for Replicon is 2. Your username will be your Employee ID and your password will be randomly generated. Both will be sent to you via .

3 Helpful Links In addition, there are three links on the login page which give you access to useful tools and information. 1. Pop Up Blockers: Replicon works best with Pop Up Blockers turned off, or, simply add the URL as an allowed site depending on your browser. Some users may be required to select the Compatibility View depending on their browser version. Click the Compatibility View which will correct display problems like misaligned text, images, or text boxes. This will also correct issues with button clicks. Try clicking the "Compatibility View" toolbar button to fix the problem. It's located next to the Refresh button on the Address Bar: Or, by selecting the option in the Tools menu: ProjectTimeCapture May 28, 2010 Revision 2.1 Page 2 of 41

4 Step Action Alternatively, you may add the domain, projecttimecapture.com under Compatibility View Settings. This will turn on this Compatibility View every time you visit this site. 2. Clicking the Can t Log In? link opens a second window giving you three choices: Reset My Password. Click the Reset My Password link to reveal the fields necessary to change your password. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 3 of 41

5 Step Action Change My Address. Click the Change My Address link to reveal the fields necessary to change where your Replicon is sent, such as notifications and reminders. Forgot My UserID. Click the Forgot My UserID link to reveal the fields necessary to request your UserID. When you submit, your UserID will be mailed to your address on file. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 4 of 41

6 Step Action 3. Clicking the Can t Log In? link opens a second window giving you three choices: Reset My Password. Click the Reset My Password link to reveal the fields necessary to change your password. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 5 of 41

7 Step Action Change My Address. Click the Change My Address link to reveal the fields necessary to change where your Replicon is sent, such as notifications and reminders. Forgot My UserID. Click the Forgot My UserID link to reveal the fields necessary to request your UserID. When you submit, your UserID will be mailed to your address on file. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 6 of 41

8 Step Action Clicking the link takes you to a copy of this Guide that you re reading now. 6. Clicking the Payroll & Expense Timeline link takes you to a document which contains useful time and expenses information such as submittal and approval deadlines and also payment schedule. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 7 of 41

9 Entering a Timesheet Adding a Project to Your Timesheet Step Action 1. Replicon will automatically open to your timesheet for the current week. 2. Click the Add/Remove Tasks button. A list of all available projects for you will appear. 3. At the top left, choose the Client (or choose All). 4. At the top right, choose the Project (or choose All). ProjectTimeCapture May 28, 2010 Revision 2.1 Page 8 of 41

10 5. Select which project(s) you want to add by placing a Check next to the Project in the left pane. 6. Click the arrows in the middle of the screen to copy the project(s) to the right pane. Note: If you make a mistake and accidentally move the wrong Project/Task, select the wrong item in the right pane, then move it back to the left pane with the bottom (left facing) arrow. 7. Click the Save button at the bottom. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 9 of 41

11 Entering Your Regular or Overtime Hours Worked 1. Next, input hours for each Project. Each project will have its own line, so be sure to keep them straight. 2. Any Comments you want to put for those hours will be entered with the day worked. The comments box will appear and float with your time entry. Comments are not required, but some managers recommend them for their projects. The Comments box can hold up to 2,048 characters of text. To minimize the Comments box, click the small red arrow at the bottom right. When minimized, the Comments box will appear as a wide border around the cell. To maximize again, click the small red arrow again. Once a comment has been entered in association with a cell, a blue line will appear at the base of that cell. Clicking the List Comments link underneath the time grid will display all comments for all cells. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 10 of 41

12 Step Action Clicking the List Comments link again will hide all comments. 3. Choose Regular from the Time Code column. If you work overtime, add the same project again using the Add/Remove Tasks button, but this time choose Overtime in the Time Code column. Note that you should not enter Paid Time Off hours against regular projects. There is a separate project onto which PTO time should be entered. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 11 of 41

13 Adding PTO (Paid Time Off) or Holidays Vacation days, sick days, holidays, jury duty, and bereavement all fall under the category of Time Off. In Replicon, Time Off is done one of two ways, depending on your assignment: The first way is to treat PTO as if it were another project. The second way is to code PTO to your client s project, but on a separate row. Verify with your Project Leader which method you should use. PTO as a Separate Project 1. Click the Add/Remove Tasks button. 2. Select the client as Technisource House Account and project as your department s SGA project, with the task of TIME_OFF_PTO. 3. Put a check beside TIME_OFF_PTO, move it to the right pane, and click the Save button. Note: If you make a mistake and accidentally move the wrong Project/Task, select the wrong item in the right pane, then move it back to the left pane with the bottom (left facing) arrow. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 12 of 41

14 4. Choose the correct reason for the PTO in the Time Codes column and add the hours to the appropriate day. PTO coded to your Client s Project 1. Click the Add/Remove Tasks button. 2. Choose your client on the top left, and scroll to your project in the left box. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 13 of 41

15 3. Put a check beside TIME_OFF_PTO, move it to the right pane, and click the Save button. Note: If you make a mistake and accidentally move the wrong Project/Task, select the wrong item in the right pane, then move it back to the left pane with the bottom (left facing) arrow. 4. Choose the correct reason for the PTO in the Time Codes column and add the hours to the appropriate day. When your Timesheet is late and Accessing a Timesheet for a Different Week 1. To access a timesheet for a different week, either to review, print, or to submit a late timesheet, start by clicking the calendar in the left hand margin. 2. Use the left and right arrows at the top of the calendar to move to a different month. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 14 of 41

16 3. Click any day on the week that you need, and that timesheet will appear in the main window. You can now review, print or enter and submit your timesheet. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 15 of 41

17 Saving, Submitting, and Printing your Timesheet Step Action 1. Click the Save button at the bottom to save your Timesheet. Note: If you forget to hit the Save button and instead try to logout or go to a different timesheet week, you will get a message reminding you to Save your timesheet. Clicking OK will save your timesheet, and clicking Cancel will forfeit any changes you ve made. 2. When your timesheet is complete, click the Submit button to submit for approval. Note: The most common mistake is Saving, but forgetting to Submit your timesheet! 3. If you want to print your timesheet, click the Print button at the bottom of the screen. A separate window will appear showing a print preview, and a box with print options will appear. It is recommended that you choose Landscape before printing. Viewing the Audit Trail on your Timesheet 1. After your timesheet is submitted, each step in the submittal and approval process will be listed below your timesheet with the date/time stamp. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 16 of 41

18 Reopening and Editing a Submitted Timesheet 1. If your timesheet has not yet been approved, you can Unsubmit your timesheet by clicking the Unsubmit button at the bottom. This allows you to edit your timesheet and resubmit, or save for later. 2. If your timesheet has been approved by any Project Leader, then you do not have the ability to Unsubmit your timesheet. You will only see the Print button at the bottom. In this case, you must contact the Help Desk and ask them to reopen your timesheet for you. Once reopened, you can edit your timesheet and resubmit, or save for later. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 17 of 41

19 3. When you make changes to a timesheet that has been reopened, you will be prompted to enter a reason for each change in a popup box. Enter a comment, then click the OK button. 4. When all of your edits are made and you are ready to submit your timesheet again, click the Resubmit button at the bottom. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 18 of 41

20 Entering an Expense Sheet Adding and Filling out an Expense Sheet 1. Click the Expense icon at the top to show the Expenses. 2. Click the Add button. A blank expense sheet will appear. 3. Type in a Description at the top. The Description is used to quickly identify your expense sheet and to distinguish it from your other expenses. Therefore, make the Description informative and unique. 4. The Date will default to today s date, and the Reimbursement Currency will default to US Dollars. 5. Choose the client in the Filter by field. 6. Choose the Project in the Project field. Note: The first project alphabetically will appear in this box when the page is presented. Take care to select the correct project for your expense. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 19 of 41

21 7. The screen will default to show three rows. You can delete any unneeded rows by clicking the x icon to the left of the row. To add extra rows, click the Add button underneath the grid. Note: Do not accidentally click the Delete button under the grid. That will delete all rows for the project. 8. For each row, enter the Date Incurred and Description. This Description is for the line item only, and does not need to be very detailed. 9. In the Type field, use the drop down arrow to choose what type of Expense it is. 10. In the Reimburse field, check if you want to be reimbursed for the expense. Occasionally, an expense will be paid for by the company, such as Airfare, so reimbursement is not warranted, but the cost of the expense needs to be passed to the client, or calculated into the project s cost, and therefore should be included on the expense sheet. 11. Put the US Dollar amount of the total expense (including any tax paid) in the Amount field. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 20 of 41

22 12. Click the Upload link to add copies of your receipt. Click the Browse button to navigate to and select your JPG file. The maximum file size per row is 4MB. Click the Upload button when complete, or the Close button to cancel the upload. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 21 of 41

23 Adding an Additional Project to the Expense Sheet 1. To code expenses to more than one project, click the Add Project button at the bottom of the expense sheet. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 22 of 41

24 2. The expenses for the new project are visible on the screen, separated by Client Project info. 3. In addition, you can move one line to a different project by clicking the Up-Down arrow to the left of a row. 4. A popup box will appear asking for the Client (Filter by) and Project. Choose that info from the drop downs, then click OK. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 23 of 41

25 Mileage 1. Mileage is automatically calculated at the standard rate per mile. 2. When you choose Mileage from the drop down, a popup box will appear for you to enter Miles. 3. Click OK to save the miles and return to the expense sheet. 4. The Amount field will automatically calculate, and will be greyed out. 5. To access the popup again, click the Detail button at the beginning of the row. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 24 of 41

26 Saving and Submitting your Expense Sheet 1. Click the Save button at the bottom to save your Expense Sheet. 2. When your Expense Sheet is complete, click the Submit button to submit for approval. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 25 of 41

27 Viewing your Expense Sheet, after Submitting Step Action 1. Once submitted, the expense sheet will not be visible from the main Expense screen. 2. Instead, click one of the categories on the left to view your expense: Waiting for Approval, Approved, Rejected. Viewing the Audit Trail on your Expense Sheet 1. After your expense sheet is submitted, each step in the submittal and approval process will be listed below your expense sheet with the date/time stamp. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 26 of 41

28 Reopening and Editing a Submitted Expense Sheet 1. If your expense sheet has not yet been approved, you can Unsubmit your expense sheet by clicking the Unsubmit button at the bottom. This allows you to edit your expense sheet and resubmit, or save for later. 2. When all of your edits are made and you are ready to submit your expense sheet again, click the Submit button at the bottom. 3. If your expense sheet has been approved by any Project Leader, then you do not have the ability to Unsubmit your expense sheet. In this case, your only option is to have the expense sheet rejected and create a new one. Contact the Help Desk, or have the Project Leader contact them, and ask them to Reject your expense sheet. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 27 of 41

29 Setting up a Substitute User Adding a Substitute User You can authorize another user to manage your timesheets and approvals by assigning a Substitute User. Adding a substitute user will ensure that your timesheets and approvals are completed in your absence. This feature is useful for executives who prefer to have an assistant enter and approve timesheets and expenses, but still want to log into the system to view report data. You can still log into Replicon and complete the necessary work while the Substitute User is effective. 1. Click the Settings icon at the top, then click Substitute Users on the left. 2. Click the Add button to create a new substitute user. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 28 of 41

30 3. Select the user of your choice from the drop-down list under User. 4. You can enter a Start Date and End Date if you want to limit the amount of time the Substitute User can act on your behalf, for example, while you are on vacation. If you do not enter a start and end date, the Substitute User will remain effective until you remove the them. 5. Use the Permissions section to specify the type of access you want the Substitute User to have. Substitute permissions include: Timesheet permission allows the Substitute to enter timesheet tasks, time off, and comments on your behalf. Expenses permission allows the Substitute to enter expenses on your behalf. Approvals permission allows the Substitute to approve timesheets/expenses on your behalf. The Substitute does not have to be an approver to be given approval permission. Full (your Access) permission allows the Substitute to do anything you can do. 6. You may want to set up the Forward Notifications so your Substitute User will receive all the reminder and notification s that you receive. 7. Put a check in the Add more field if you want to add additional Substitute Users. 8. When you are finished setting up the substitute user, select the Save button at the bottom of the screen. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 29 of 41

31 Removing a Substitute User 1. To remove a Substitute User, click the X icon beside the User you wish to delete. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 30 of 41

32 For Project Managers only Approving Timesheets and Expenses Approving Timesheets 1. Project Leaders will need to approve hours in Replicon. The Approval button at the top will turn red when there are approvals (either timesheets or expenses) waiting in your queue. 2. In addition, Replicon will auto-generate an when either a timesheet or expense sheet is submitted. For timesheets, Approvals need to be done the same day the timesheet is submitted. Any rejections or changes made to a timesheet after midnight of the submittal day will not be captured by Payroll. For expense sheets, Approvals can be done at any time, but A/P will not pay the expense until it is approved. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 31 of 41

33 3. When you click the Red Approval button you will see a list of all timesheets in your queue. There will also be a red flag in the left margin to show which approvals are waiting. Note: Do not approve timesheets from this List screen. Always review the timesheet first for accuracy. Note: The most common mistake that people entering their hours make is submitting a timesheet for the wrong week. Therefore, pay close attention to the week and reject any miscoded timesheets. 4. Look over the list, and immediately reject any timesheets for the wrong (ie., future) week. To Reject a timesheet, put a check in the box to the left of the timesheet and click the Reject button below. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 32 of 41

34 5. To review the timesheets, click the underlined User Name to open the timesheet. 6. If all hours for your project are correct, click the Approve button at the bottom of the screen. 7. A popup box will appear, asking for your approval comments. Type in your comments and click the Approve button. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 33 of 41

35 8. You also have the ability to edit the timesheet by clicking the Edit button at the bottom of the screen. Make any changes then click the Approve button at the bottom of the screen. Take note that all timesheets are exported at midnight the day they are submitted. Any edits made after that date will not be picked up by Payroll. Reopening an Approved Timesheet 1. If you need to reopen a timesheet that you have already approved, so the user can edit or save for later, you need to contact the Help Desk and ask them to reopen. 2. Once reopened, the user can edit and resubmit their timesheet, which will go back to your queue for approval. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 34 of 41

36 Approving Expenses 1. Approvals for Expense Sheets work the same way as Timesheets. The Approval button at the top will turn red when there are approvals (either timesheets or expenses) waiting in your queue. 2. When you click the Red Approval button you will see a list of all timesheets in your queue. To access the waiting expense sheets, you will need to click the word Expenses in the left margin. A red flag shows that there are Expenses waiting for your approval. 3. The list of all expense sheets in your queue will be visible. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 35 of 41

37 4. To review the expenses, click the underlined User Name to open the expense sheet. 5. If all hours for your project are correct, click the Approve button at the bottom of the screen. Reopening an Approved Expense Sheet 1. If an expense sheet has been approved by you and is wrong, then the only option is to have the expense sheet rejected and have the user create a new one. Contact the Help Desk and ask them to Reject the expense sheet. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 36 of 41

38 Running Reports Project Leaders can run reports to see how well their project is doing. 1. Click the Reports button at the top. 2. Select which report you want to run, either from the popular list in the middle of the screen, or the full list on the left. 3. Each report has a set of parameters to populate, such as Date Range, Project, User. Select the parameters that meet your needs. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 37 of 41

39 4. Click the Settings button to select which columns you want to see, plus the order of the columns. Check the options that you want to see, then click the OK button to save. These options will be saved for subsequent reports. 5. When everything is set, click the Run Report button to see the results on the screen. 6. You can also click the Excel button or PDF button to have the report exported to Excel or to a PDF file. Note: If you want to export to Excel, it is recommended to not use Grouping under Settings. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 38 of 41

40 7. The Save As button allows you to save these parameters for future use. Choose which section you want the report saved under. In this example, My Projects has been added to the Time Reports section. 8. The button allows you to the report to yourself in either Excel or PDF format. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 39 of 41

41 Essential Reports Report Name Timesheet Detail [under Time Reports section] Expense Details [under Expense Reports section] Raw Data Export section Audit Trail [under Time Reports section] Description This is the number one most popular report. This report is used to see how many hours have been coded toward a project for any date range. In addition, you can also see how many hours a user has coded to any project. This report is used to see what expenses have been submitted against your project. This section has three reports: Expense, Project, Timesheet. These reports are designed to let you pull data without any formatting or grouping. This section functions very closely with the prior versions of Replicon. This report is used to see details about a timesheet, to know when it was submitted, approved and modified, and list all changes made during modifications. ProjectTimeCapture May 28, 2010 Revision 2.1 Page 40 of 41

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