Online Timesheets User Guide

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1 Online Timesheets User Guide Table Of Contents 1. Welcome To Online Timesheets Page Activation Page 2 3. Logging onto the online timesheet portal Page 3 4. Online Timesheet Portal Page 4 5. Placements Page 4 6. Creating Timesheets From Active Placements Page 4 7. Cancelling A Timesheet Page Reprinting A Timesheet Page Of Timesheet Status Page Adobe Acrobat Reader Page Forgotten Username And Password Page Entering Expenses Page 15

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 If your agency has enabled you to enter your timesheets online, 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 the agency 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. 2

3 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. 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. 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 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. Then click on the option Save Timesheet. Once saved you can then select any of these options:- 5

6 Back Returns you to the home page. Under Timesheets, you will see the timesheet that has been created with a status of unprocessed. Click on the Unprocessed Status option next to the correct timesheet and enter the remaining hours. Delete Timesheet If you want to delete the timesheet, click on Delete Timesheet. Lock Timesheet & Create PDF / Lock Timesheet & Submit For Approval Dependant on your agency, you may use one or both of these options to enable timesheet authorisation. Lock Timesheets & Create PDF When all the hours have been entered and the timesheet is ready to be sent to the client for authorisation click on Lock Timesheet & Create PDF. If the option is also available for you to submit your timesheets electronically for authorisation, the following message will be displayed:- If the timesheet is to be authorised via fax back, click on OK and you will then be taken back to the home page, and a separate window will be opened showing the timesheet as a PDF. To print timesheets that are awaiting approval, click on the Adobe icon next to the timesheet number, the timesheet will then be displayed:- 6

7 The timesheet can now be printed off to be signed by the client. After signing the timesheet it can be faxed, or scanned and ed, to the number/ address on the timesheet, or to the number/ provided by your agency. 7

8 Once the authorised timesheet has been faxed / ed back, on the home page the timesheet status will change to state that the image has been received, this can be seen below:- 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:- 8

9 If your timesheet is not authorised the status of the timesheet will change to Rejected Cancelled, this can be seen below:- To view the reason that the timesheet was rejected click on the status, the following will be displayed:- 9

10 Click Back to return to the home page. If the timesheet has been authorised by the client successfully the timesheet status will state Authorised Online, this can be seen below:- Save Timesheet This will simply save the timesheet that is being worked on. 10

11 Cancelling a Timesheet If a timesheet has been saved and either Submitted For Approval, or a PDF has been produced ready for Faxback, 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. The screen below shows two options which would be displayed when looking at a timesheet which has been submitted for approval. If your agency has setup the assignment for both Faxback and Electronic authorisation it is possible to change the type of authorisation using the respective button i.e. Lock Timesheet & Submit For Approval or Lock Timesheet & Create PDF. 11

12 Reprinting a Timesheet If for any reason a timesheet has been rejected, but can be reprinted, the timesheet overview will show a status of Rejected- Reprint Allowed this could happen if a signature was illegible for example. The timesheet screen would detail the reason for the rejection and allow a reprint of the timesheet in the usual way. The screen below shows an example of this. 12

13 Of Timesheet Status Dependant on your agency, it is possible to receive notification informing you of 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. 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 portal home page ( the following will be displayed:- Click on the Forgotten Username OR Password link, the following will then be displayed:- 13

14 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. 14

15 Entering Expenses Expenses can be entered on the Expenses Entry Tab You will be able to see expenses you have entered in the past and the status of these claims To add a new claim click the Enter Expenses button at the bottom of this list. Here you will be asked to complete a number of fields including: Depending on what is required of you, certain of the above fields may be hidden. To enter a new expense line click the mouse in the date field and a calendar will be displayed You may now enter the expense from left to right. Depending on the expense type you select from the drop-down list, certain fields will be mandatory such as hours away from home or mileage Optionally, you may be able to upload an image of the receipt for the expense you are claiming. This can be done by clicking on the paperclip icon. Here you can select a file from your device by clicking select file 15

16 Clicking the upload file button will send the receipt image. When the image has uploaded, click CLOSE. Expenses can be images or PDF files under 10MB in size, but not documents such as Microsoft Word or Excel. Clicking the Save expense button at the bottom will save the expense for later completion. Your expense claim will not be submitted until you have saved it AND clicked the lock and submit button which will be visible after you have saved the expense. 16

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