TIME TRACKING AT LANTANA Overview As a services company, labor is Lantana s primary cost of doing business and, in many cases, labor hours are directly billable to our clients. Accurate timekeeping is imperative both to successfully managing costs within the business and to compliant billing of our clients. By submitting a timesheet, staff members certify that they have submitted a complete and accurate record of work performed on behalf of the company or client for the work period. After staff members submit their timesheets, project managers review and approve the time submitted for their projects, and supervisors review and approve timesheets. No individual will approve his or her own time. If a project manager or supervisor rejects a timesheet for any reason, the timesheet is re- opened so that the staff member can make adjustments and resubmit it. Once timesheets are approved, the timesheet data is available for processing by Finance. The following table summarizes the timesheet submission and approval process: Day Activity Person Responsible Friday Complete timesheet and submit it* All employees Monday Approve project time Project Managers Tuesday Approve timesheets Supervisors Wednesday Move data from Journyx to Quickbooks Accountlink Administrator * If you have not submitted your timesheet by 9 am Monday morning, the time tracking system (Journyx) sends a reminder email to you and will continue to send the email every morning until you submit the timesheet. What do you want to do? Record time and submit your timesheet (all employees) Approve project time (Project Managers) Approve timesheets (Supervisors) Time Tracking at Lantana 5/30/13 1
Recording time and submitting timesheets (all employees) The following steps describe the process for recording, editing, and submitting timesheets each week. For more information about any step, click its link. 1. Log in to the Journyx website. 2. Enter time worked. 3. Edit entries, if necessary. 4. Add notes, if necessary. 5. Save your changes. 6. At the end of the week, submit your completed timesheet. To log in to Journyx Use the following procedure to log in to Journyx. 1. Navigate to the Journyx website by using this address: https://lantanagroup.journyx.com The Login screen appears. 2. Type your user name and password (these were sent to you by your project manager or supervisor), and then click Login. The timesheet for the current time period appears. To enter time worked Use the following procedure to navigate to the correct timesheet and enter time for the timesheet. 1. Navigate to the correct timesheet. When you first log in, Journyx displays the timesheet for the current period. To see a timesheet for a different time period, click the << or >> buttons to the left of the date displayed in bold at the top of the timesheet. Notes: You can view timesheets for any time period, but you can edit a timesheet only if it is currently open (unsubmitted). If you have navigated away from the current timesheet to another page on the Journyx website, you can quickly navigate to the current time sheet by selecting Time > Standard Time Entry from the menu bar at the top of the Journyx screen. 2. Enter time worked for the selected period: To enter time for a new task for the time period, under the New section of the timesheet, select the project, task, pay type, and bill type for the work you performed, type the number of Time Tracking at Lantana 5/30/13 2
hours you worked in the box for the appropriate day, and the press ENTER. To enter additional time for a task for which you ve already entered time, either enter time in the applicable date box for the task in the Current section of the timesheet, or select the project/task, etc. under the New section of the timesheet and enter the time in the appropriate date box. Regardless of how you enter the time, Journyx will combine all entries for the same project/task/pay type/bill type into a single record and display it in the Current section. You can also edit or delete time you ve already entered, and add notes to time records. To edit time Use the following procedures to edit your time entries either by changing the time you ve already entered, adding additional time for a task, or deleting time entered. To edit time entered, type the new time in the correct date box for the applicable task, and then press ENTER. You can make as many changes as you need until you submit the timesheet for approval. To enter additional time for a task for which you ve already entered time, either enter time in the applicable date box for the task in the Current section of the timesheet, or select the project/task, etc. under the New section of the timesheet and enter the time in the appropriate date box. Regardless of how you enter the time, Journyx will combine all entries for the same project/task/pay type/bill type into a single record and display it in the Current section. To delete time entered, change the time in the date box to 0 (zero) and then press ENTER. The time for that date is deleted, as well as any notes added for that time entry. To delete all time entered for a whole row, click at the far right of the row that contains the entries you want to delete, and then press ENTER. All the time for that row, as well as any notes added for the row, is deleted. To enter notes Use the following procedures to enter notes about the time you have worked. You can enter a note for an entire row and for specific time records in a row. To enter a note for all time performed for a task, type a note in the Notes box for that row. Time Tracking at Lantana 5/30/13 3
To enter a note for a specific time record, click to the right of the date box where the time is entered, type a note, click Add Entry, and then close the Note window. Note: The appears next to a date box only after you have already entered time in the box. To save timesheet changes Use the following procedure to save your changes to the current timesheet before moving to a different timesheet or logging out of Journyx. Click the Save button at the bottom of the timesheet. To submit a timesheet Use this procedure to submit your completed timesheet at the end of the week so that it can be approved. 1. In Journyx, navigate to the timesheet that you want to submit (most often, this is the timesheet for the current time period, which appears by default when you log in to Journyx). 2. Review the timesheet to be sure it is complete. 3. Click Submit for Approval. Approving project time (Project Managers) If you are a project manager, you need to approve all time submitted by staff for your project by the end of the day on Monday each week. If any submitted entry appears to be incorrect, you can reject or reopen the entry so that the submitter can fix it and resubmit it for approval. 1. From the Approvals menu at the top of the Journyx screen, choose Project Approvals. The Project Approvals page appears and displays a list of all project time entries awaiting your approval. 2. Review the list of entries. For each entry, you ll see the project name, user s name, time period for the entry, the total number of hours the user worked for your project, as well as other details about the entry. Tip: To see more details for a listed entry, click the link in the Period column for the timesheet. 3. In the list of entries to approve, select the check boxes for those that you want to approve. 4. To approve one or more entries, select the check boxes for the entries, and then click Approve. Time Tracking at Lantana 5/30/13 4
5. To reject one or more entries, select the check boxes for the entries, type a reason for the rejection in box to the right of the Reject button, and then click Reject. When you reject an entry, the entire timesheet is reopened and the approval process is reset. 6. To reopen one or more entries that have been submitted or approved, select the check boxes for the entries and then click Open. When you reopen an entry, the entire timesheet is reopened and the approval process is reset. Approving timesheets (Supervisors) If you are a supervisor, you need to approve all timesheets submitted by your staff by the end of the day on Tuesday each week. If any submitted timesheet appears to be incorrect, you can reject or reopen the timesheet so that the submitter can fix it and resubmit it for approval. 1. From the Approvals menu at the top of the Journyx screen, choose Time Approvals. The Time Approvals page appears and displays a list of all timesheets awaiting your approval. Tip: Use the Search options on the page to select the timesheets you want to review. For more information about these options, view the online Help for the Approvals page (Help > Help for This Page). 2. Review the list of timesheets. For each timesheet, you ll see the user s name, the time period t, the total number of hours, and the current status. Tip: To view complete details for any listed timesheet, click the link in the Period column for the timesheet. The timesheet opens in a separate window. You can open, approve, or reject the timesheet in that window. 3. In the list of timesheets to approve, select the check boxes for those that you want to approve. 4. To approve one or more timesheets, select the check boxes for the timesheets, and then click Approve. 5. To reject one or more timesheets, select the check boxes for the timesheets, type a reason for the rejection in box to the right of the Reject button, and then click Reject. When you reject a timesheet, the timesheet is reopened so that the employee can make corrections and the approval process is reset. 6. To reopen one or more timesheets that have been submitted or approved, select the check boxes for the timesheets and then click Open. When you reopen a timesheet, the timesheet is reopened so Time Tracking at Lantana 5/30/13 5
that the employee can make corrections and the approval process is reset. Time Tracking at Lantana 5/30/13 6