ONLINE TIMESHEETS. Training for easytimesheet

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1 ONLINE TIMESHEETS Training for easytimesheet

2 The Basics Time is entered online DCAA compliant daily, by job, change reasons, audit log. We bill labor for some jobs based on hours you enter. It is critical that your time against specific jobs is correct. If using dual screens or monitors, make sure to use the primary screen/monitor when entering information. Important DO NOT ENTER TIME ON A MONDAY AFTER THE PAY PERIOD ENDS.If you do the time entered won t be seen and you won t get paid for it. COME SEE ME TO FIX OR ADD. Future and past time cannot be entered (except for the different kinds of leave, i.e. PTO, Holiday, Jury Duty, LWOP, etc).

3 Logon Screens

4 Preferences The Preferences Form (found on the left menu bar of the home screen) allows users to: Determine leave request settings (e.g. keep items up to 360 days) Set Panel bar defaults - allows users to set the menu tab when logging into the system (like a home page). Select a Password retrieval question Use the drop-downs to toggle between the weeks in a payperiod and the different pay periods

5 Entering Time Select the following items: Location Job (listed by customer and number) Activity (usually only one to pick from) Department always stays the same Pick box with correct date & enter hours Click Save time moves to a grid below If using same job on a different day, just go to bottom grid, click on the box under correct date, and enter hours in pop-up box. Load Previous Week If you have time in the previous payperiod, you can click Load Previous Week to automatically pull the same jobs in (with zero hours) to pick from.

6 Completing Timesheet Must be on 2 nd week of payperiod for the Timesheet Complete button to show. Re-enter Password. Click Continue button with your mouse. Do not use the enter key as it won t accept the password.

7 Adjustments If time (with the exception of any type of leave) is not entered by 9:00am the following day then it must be entered as adjustment. Required Internet settings for adjustments to take: Tools -> internet options-> general tab -> browsing history -> settings -> Click every time I visit the webpage -> click ok To enter an adjustment: Click on Adjustment link in left menu. Select: Location, Job, Activity and hours. Make sure to select correct adjusted payperiod and adjusted date. Click note icon and enter note. Click Save adjusted time moves to grid below Adjustment hours will not show on your default timesheet view, you have to click on View Timesheet to see total hours. Please note that any type of leave does not need to be entered as an adjustment (and the system won t allow it).

8 Change Reasons & Explanations When you hit save to change anything in a recorded entry you will be prompted to also enter a Change Reason. (DCAA requirement for government contractors) If changes are made after a timesheet is completed and/or approved the system also requires an explanation (in addition to the change reason). Usually when both are required the reason and explanation you enter will be the same.

9 Paid Time Off - Balances To view your PTO balances click on left menu link. The summary shows: Projected (which is current balance plus what you will accrue the rest of the year) YTD this is the amount you have accrued year to date Carryover from previous year, if any Balance this is your YTD accrual minus what you have used. (does not include future payperiod accruals.) Taken shows total hours of PTO that you have taken so far this year. If you click on the number, the details will show up at the bottom (i.e. dates, etc) PTO must be used prior to any LWOP. Ignore the Extended Sick line item unless you have specifically been approved for it.

10 PTO Request Function To request PTO: click on add new on left menu link under Requests. Follow steps through the leave request form. Request is sent to your supervisor for approval. Status of requests can be viewed by clicking on the My Request link under the Request section of the left menu bar. Any approved leave will autopopulate in your timesheet the night of the planned PTO day. The hours can be adjusted directly in the timesheet if need be (ie didn t need as many hours). Holidays do not autopopulate. You must enter them manually into the timesheet.

11 Leave Without Pay (LWOP) For non-exempt (i.e. hourly) employees the hours for each week must total 40 hours. If you have exhausted all Paid Time Off (PTO), then any hours not worked must be entered as Leave_LWOP until the weekly hours total 40.

12 Travel For Non-Exempt Employees Hardwire pays for additional hours of travel time that are beyond your normal regular scheduled work hours (i.e. before 8:00am and after 4:30pm). The hours traveled outside of your normal working schedule will not count towards overtime calculations. Any time traveled within normal working hours, however, will continue to count towards overtime calculations. See examples at the bottom of this document.

13 Entering Travel Non-Exempt Employees When you are traveling during your normal working hours, your time should be allocated as travel (04) in the location field and against the appropriate job being worked. The notes section should include your usual description of work, but also indicate what hours, if any, were in transit travel.

14 Entering Travel Non-Exempt Employees When you are traveling outside of your normal working hours (e.g. in transit before 8:00am or after 4:30pm), your time should be allocated as travel (04) in the location field, but should be entered against the job labeled travel. Then select the appropriate activity. The notes section should include your usual description of work, but also indicate the specific hours of in transit travel time. Please note, once at your overnight destination, time that would not be paid for at your home location is still unpaid, i.e. commute to and from hotel before and after work, meals, and travel to and from meal locations, etc.

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