USERGUIDE WEB-TIME EMPLOYEES

Transcription

1 USERGUIDE WEB-TIME EMPLOYEES 1. Login web-time 2. Overview web-time 3. Hour registration 4. Save Timesheet 5. Add comment to Timesheet 6. Submit Timesheet 7. FAQ 1

2 1. Login web-time Your access to register hours electronically by Kelly Services is on condition that you have received an with your username and password. Contact your consultant at Kelly Services if you have not received an with login information. Your username is the same as your address. Your user name ( ) does not have to be changed even if you work for different employers. Remember, if you decide to use the address given by your employer as user name, you will need to change this when your assignment is completed. The you receive from Kelly has following content: (norwegian only) Web Time er systemet vårt for timeregistrering. For å få lønn, må du registrere og sende inn timelisten ved slutten av hver periode. Vi anbefaler at du registrerer timer hver dag. Klikk følgende lenke for å logge inn: Ditt brukernavn er Ditt passord er xxxxxxxx Vennligst logg inn som kundekontakt (standard). Du kan endre passord etter innlogging ved å trykke "Endre passord" på "Min profil"-arkfanen. Dersom lenken ikke fungerer, kan du kopiere og lime inn følgende adresse i adressefeltet på nettleseren din: Ved spørsmål kontakt din kontakt i kelly, telefon., e-post @ .no Dette er en automatisk generert e-post. Vennligst ikke svar. You can choose to click on the link in the , or copy the mentioned URL to your Internet browser. Login 2

3 Enter your user name ( ), and the password you have received by . Forgotten your password?: If you do not remember your password, you will receive a new one by clicking Password? Change Password or ? You can choose to change your password or address as soon as you are logged in to web-time. Go to My Profile Choose change password or change 2. Overview web-time system Web-time consists of the following elements; Timesheets History New Timesheet were you enter your hours Active Timesheets were you find a list of all active Timesheets you have opened, or started entering hours. Submitted Timesheets a list of all Timesheets you have completed and submitted to Kelly. Hours per assignment Here you find a list of all hours you have worked for Kelly, as well as name of employer. 3

4 News Under the News tab you will find announcements and news published by Kelly. My Profile Information related to your web-time user account. Your address, your name and the name of your contact person in Kelly. Additionally you can change your password or Hour Registration Kelly prefers that you register your hours after each completed work day. It is only possible to register hours back in time. If you try to register hours forward in time, these will be rejected by Kelly s internal system. When you log on to web-time, you are routed directly to the screen showing which timesheets to be filled. In order to register the hours, click on the timesheet you wish to enter hours. Note! Make sure you choose the correct timesheet according to assignment and month. Normal Time Profile indicates your normal working hours for the specific assignment. If you are working shifts, there will be more profiles to choose from. IMPORTANT! Choose the right profile in order not to delay your payroll. Enter the hours you worked using the From-To fields. For regular working hours you choose the Normal Time code. Note! You should always enter Break, even if number of minutes = 0. 4

5 Comment field pr day If your timesheet includes a comment field pr day, this is upon request from some clients to record work task / travel / etc on daily basis. Overtime You can only choose overtime if the hours you have worked exceed Normal Time, and when overtime is approved by your client. Choose the code overtime from the menu. Note! Shift premiums are not considered overtime. All shift premiums are identified in the profile(s) connected to your assignment. Therefore always choose normal time even if you are entitled to shift-or hour premiums. Sick leave and other absence (Full Day) Remember that you are obliged to inform your employer about sick leave by the end of the first day of absence. Kelly does not pay sick leave that is not reported according to Insurance Act 8-18, 8-23, Important that you inform your contact person at Kelly before you submit your timesheet. Self-declared (egenmelding) and or sick note from your doctor must be submitted to Kelly as documentation If you have been sick, or for some other reasons have not been at work, you must enter an absence code, and not as normal time. Choose the correct absence code from the drop down menu. You still need to enter the hours according to ordinary working hours and subtract minutes of break. 5

6 Sick leave and other absence (part of day) If you have been away from work only a period of time during the day, this must be registered on two or more lines on your timesheet. Absence must be entered on a separate line. In case of absence in the middle of the day, you must specify actual worked hours as normal time, then a separate line with absence and absence code, followed by a third line with the remaining normal time. Shift work The profiles are created according to your assignment. The hours will be rejected if they differ from the hours defined in the chosen shift. Note! If your shift passes midnight, you need to register hours on 2 different lines in the Timesheet. One line for the hours worked up to midnight (i.e 23:00 00:00). The remaining hours of the shift from 00:00 must be registered on the next day/date. 4. Save timesheets You are able to save the entry you made on your timesheet, which gives you the opportunity to register your hours daily. After having completed your worked hours, choose save below the timesheet. You can open the same timesheet later on and continue time entry. 5. Add comments to a timesheet Note! All comments added to the timesheet in the comment to payroll department field, means that the timesheet will be stopped in Kelly system. This could also lead to a longer processing time of the timesheet. This comment field must be used only in cases where the information is crucial for the payroll department to calculate the correct salary. 6

7 Personal information, such as tax card details and account number shall not be registered here. Comments in the Comments pr day field will not cause a stop to your timesheet and is used to record information requested by our customers. 6. Submit timesheet Deadline for submitting timesheets electronically is 15th and the last day of each month. When you have registered all your hours on the timesheet, you can submit it to Kelly by clicking the submit button on the bottom of the page. Please note that you are not able to make changes on the timesheet after submittal. Submitted timesheets will be available to the employer for approval. If the employer does not agree with the submitted hours, the timesheet will be paused. Your Kelly consultant will contact you and reopen the timesheet for you to make the necessary adjustments. Note! Do not submit your timesheet before completing all the days in the current period/assignment. If you have an assignment with duration beyond the 15 th or last day of the month, you have to wait until the whole period (1 st -15 th ) or (16 th - last day month) is complete before you submit the hours. 6. Frequently Asked Questions (FAQ) 1. I do not have a username and/or password. Contact your consultant in Kelly to send you a password. The username is the same as your address registered with Kelly. 2. I have forgotten my password You are able to order a new password in the web-time login window. Choose Password? 3. I wish to change my username ( address) You can change your address on web-time under the My Profile tab. 4. The Timesheet on web-time lacks days/weeks I have worked. Web-Time only shows the timesheets according to agreed assignment period. If you have worked on days which are not displayed on the timesheet on webtime, you must contact your Kelly consultant. Missing timesheets (days) means there are no assignments registered on you for the specific period. 7

8 5. I work for more than one employer, how do I fill in the timesheets? If you work for more employers simultaneously or within a certain period, you will get a list of all your assignments and Timesheets at web-time. It is very important that you register the hours on the correct assignment/timesheet. Always control the assignment number before registering your hours. 6. Can I submit expense- and mileage allowance form on web-time? No. Expense- and mileage allowance forms must be submitted on separate forms and sent to Kelly the same way as before. 7. I have made mistakes on a submitted timesheet. What do I do? If you discover mistakes on Timesheets already submitted, you have to contact your Kelly consultant. If the Timesheet has not been processed in the system, the consultant can re-open it for corrections in web-time. If the Timesheet has been processed, the corrections must be done internally in Kelly. 8. Can I enter hours in the comments field if I do not find the correct date on the timesheet? No, hours must be entered in the correct columns. Your registered hours are automatically processed in the system, and comments will not be included on your salary. The hours also have to be registered on the correct day. If you do not find the correct date on the Timesheet, you have to notify your contact person in Kelly. 9. I work at a work location were I use a clock-in clock out system. If you use a time clock system on the customer site, it is IMPORTANT! that the time entry in web-time corresponds to the time clock system. NOTE! Some customers adjust the clock in- clock out time to align to shift make sure you do the same corrections on your timesheet. 10. I work shift and the customer use a clock-in clock out system. If you work shift and use a time clock system on the customer site, it is IMPORTANT! that your timesheet reflects the shift plan ( , ). If you clock in at 06.45,and the shift starts at you should correct your timesheet at web time to The same goes for if you clock out at the end of the day; 15.12, your timesheet should be still reflects the shift