itempaid Timesheets User Guide Temps/Candidates

Transcription

1 itempaid Timesheets Page 1

2 Table of Contents Guide to Icons and Buttons on Website...3 Activating and Accessing Your Account Via Browser...4 itempaid Account Processes...5 EXAMPLE [A] - WITH YOU, THE TEMP, ENTERING YOUR OWN TIMESHEET DETAILS:...5 EXAMPLE [B] - WITH THE CLIENT ENTERING THE TIMESHEET DETAILS...8 Disputing Timesheets...8 itempaid Timesheets Mobile App ANDROID APP - INSTALLATION APPLE APP - INSTALLATION USING THE MOBILE APP Page 2

3 Guide to Icons and Buttons on Website Clicking this icon will export the timesheets to Excel. This icon will take you back one stage. In the timesheet each icon represents one day there is also an All Week view option at the end. When you click on a job line you will be presented with an entry box where you can fill in the details and/or copy the data to auto fill the same details into other days. When entering the detail in the timesheet line this allows you to Cancel your entry. When entering the detail in the timesheet line this allows you to Save your entry. This is the icon you must click to confirm your Timesheets once all dates and times have been entered and checked. If you have already confirmed the Timesheet you can click this Unconfirm icon and then correct any mistakes If the Client is confirming the Timesheet you can log in to inspect the Timesheet and click this icon to Dispute the Timesheet. The Agency will be obliged to resolve the issue. Page 3

4 Activating and Accessing Your Account Via Browser If you are new to itempaid then you will need to activate your new itempaid account before you can use it for the first time, you do this by clicking on the Activation Link you have been sent You should have received an activation for itempaid from your Agency. When you click on the activation link it should take you to a window where you need to enter a password of your choice, we recommend that you use a combination of letters and numbers. Once you have entered a password to activate your account you will then be taken to the normal login screen The activation link will no longer be active, so to log into your itempaid Temp Portal account from now onwards go to: Every time you access the URL you will need to enter your address and password to log in. Enter your address and your Password and click the Login button. This will take you into your confirmation screen: To confirm you are the person named press Continue and this will take you into your Timesheets, if you are NOT the person named then click Log Out and contact your agency. Page 4

5 To confirm you are the person named press Continue and this will take you into your Timesheets. NOTE: If the Agency has both the Payslips and Timesheets options configured then you will have access to each of them via the buttons at the top of your main account screen. itempaid Account Processes EXAMPLE [A] - WITH YOU, THE TEMP, ENTERING YOUR OWN TIMESHEET DETAILS: Double clicking on a Timesheet in this list will take you into the details of that Timesheet: Page 5

6 Double click on a line and the edit/entry pop-up window will be activated: Enter the period you worked, with a from and to time, and then any break time in minutes then click save. The number of hours is automatically calculated from the entered values. Repeat the process for as many lines as you have on your Timesheet where work was done. Any days on which the exact same hours and breaks exist can be populated by using the Copy option. Continue the operation until the week is complete. If you did not work on a given day then the details must be left at zero. At the bottom of the screen there is an icon which you will use to Confirm the Timesheet: Page 6

7 By clicking the green tick you are confirming the timesheet, and stating all details have been entered and are accurate: Clicking on the T&Cs icon will bring up a window containing any terms, conditions, or other information that your agency wishes you to be aware of. You should read this information carefully before continuing: Please read the message before clicking the Green tick and make sure you have entered the full details in your current timesheet. Clicking OK on both will confirm the timesheet and your understanding and agreement of the message displayed. Page 7

8 EXAMPLE [B] - WITH THE CLIENT ENTERING THE TIMESHEET DETAILS Once the client has added the details and confirmed the Timesheet you can log into your itempaid Temp Portal account and check whether you agree with the details the Client has entered. Remember, to log in go to: and enter your details. When you log in the main screen will show up, similar to below, with a list of any currently uploaded timesheets relating to work you have done: If you click into a specific Timesheet then you will be able to see the breakdown of all the entered information either for the Timesheet as a whole, or for specific days only as desired: Disputing Timesheets Important Information: You can dispute any timesheet authorised by the client by clicking the Dispute Timesheet icon. If you are unhappy with the accuracy of any of the details that the Client has entered into any Timesheet then you can click the Dispute icon, once you do so you will be presented with a confirmation window similar to the image below: Page 8

9 If you have made a mistake in clicking the Dispute button then you can just click Cancel, however if you wish to proceed with disputing this Timesheet then click OK and you will then be presented with a window similar to the following: You can now enter into the central text box information confirming the reasons for having disputed this Timesheet. Be as clear as possible with your information, this will help to speed up the process of resolving any disputes, and minimize any need for either your Agency or the Client to contact you to clarify further. Once you have entered the reasons for raising this dispute you will see there is also a tick box option called Client, under normal circumstances then it will aid the process for you to tick that box so that the information you have supplied is ed directly to the Client. However if you do not tick the Client box then your reasons for disputing the Timesheet will be sent solely to your Agency who will then need to contact the Client manually to explain the situation. Once you are happy with the information you have entered, and have decided whether or not to the Client then you simply need to click OK and this information will be sent to the Agency. If you have chosen to the Client then you will be prompted to confirm this with a window like this one: If you made a mistake then you can click Cancel and choose to un-tick the Client box. However if you are happy to proceed then click OK and the Client will be ed the dispute notes that you entered, and the Timesheet s status will be updated to Disputed by Temp which you will see displayed against this Timesheet in the following fashion as shown overleaf just below it: Page 9

10 You can at this point if you should need to click to View/Edit Dispute Notes either to remind yourself of the situation with a specific Timesheet or, should the need arise, you can edit this dispute information and you will at such time once more have the option to either just the Agency or to also send the update/amendment to the Client as well. If subsequent to raising this dispute the information filled in on the Timesheet is altered, and the Timesheet is confirmed again by the Client, then you will receive notification of this so that you can log on and check that the alterations meet with your approval. If an authorised Timesheet has been incorrectly tagged as disputed at any stage then then you can choose to Un-dispute that Timesheet by clicking the icon to the bottom right of it: You will then be prompted to confirm your desire to Un-Dispute this Timesheet as per the image shown below: Once any Timesheets have been filled in, and any possible disputes have been resolved, then all Authorised Timesheets can be downloaded by your Agency for processing Page 10

11 itempaid Timesheets Mobile App ANDROID APP - INSTALLATION Your itempaid Timesheets account can now be accessed via an Android App on virtually all Android based smart phones or tablets so that you no longer need to open up a separate browser to check or update your Timesheet information. The itempaid Timesheets App is available via the main Google Play store, most modern phones or tablets have access to this by default via a pre-installed icon which looks like this: To install the itempaid Timesheets App onto your device simply open up Google Play and search for itempaid Timesheets Select the itempaid Timesheets App from your search results and it will open up the App information screen Here you will see the Install button Simply select this Install button, confirm you accept the required access, and this will download and install the App onto your device. Page 11

12 APPLE APP - INSTALLATION Your itempaid Timesheets account can now be accessed via an Apple Store App so that you no longer need to open up a separate browser to check or update your Timesheet information. The itempaid Timesheets App is available via the main App Store icon, most modern phones or tablets have access to this by default via a pre-installed icon which looks like this: To install the itempaid Timesheets App onto your device simply open up App Store and search for itempaid Timesheets Select the itempaid Timesheets App from your search results and it will open up the App information screen Here you will see the Install button Simply select this Install button and this will download and install the App onto your device. Page 12

13 USING THE MOBILE APP You will need to have activated your itempaid Timesheets account via your browser before you start using the App. Once your account has been activated if you open the App it will take you straight to the login screen where you can enter your and Password. Having entered your login details you will need to confirm your identity before being taken to the main App home-screen which will look somewhat like this: Page 13

14 From the Home screen you can select any of your Timesheets from the list. Once you have selected a Timesheet you will by default see the All Week view where you can see any entry for any day of the week, however if you prefer you can select a specific Day view by tapping a day icon at the top so you can see specifically the entries for that day only: All Week View Day View Page 14

15 If you are allowed to enter your own hours then when you select a particular job line for a day you ll be taken into the time entry screen: Either use the arrows to scroll to the correct Start Time or manually type into the Hour and Minute boxes Either use the arrows to scroll to the correct End Time or manually type into the Hour and Minute boxes Either use the arrows to scroll to the total number of minutes Break taken or manually type the number into the box The total number of Hours Worked will be automatically calculated from the information you have entered and will be shown in this box for you to check To copy the information on this job line for other days with the same amounts select Copy Once you are happy with the Totals shown Select the Save option to store this job line If you have made a mistake and wish to discard the changes made select Cancel Page 15

16 If you have done the same work and taken the same breaks on more than one day for a particular Timesheet then you can choose to Copy a line of your choice and select other days to be filled with the same information. When you select to Copy a line you will see a screen with that day pre-ticked and the other days of the Timesheet available for you to choose, each extra day you select will be given the exact same Start Time, End Time, and Breaks Once you have finished selecting as many other days as you wish to copy the information to simply select the Save option and those days will all be updated for you by the App. Continue to enter work and break time information into the various days and lines on your Timesheet until you are happy that all have been filled in correctly. Page 16

17 Having finished entering the information for this Timesheet you can then Confirm it your Agency will not process the Timesheet until it is Confirmed by you, and then Authorized by your Client, so it is important to check that you have everything correct, and then ensure you Confirm it. So from the main page of that Timesheet select the Confirm Timesheet button, you will be asked to verify that you have filled in the Timesheet fully, and if you click OK you will see the Timesheet status turn green and change to show as Timesheet Confirmed If the Client is entering the hours for you then you will have the opportunity to Dispute the information they have entered just as you would through a normal browser, see overleaf for examples of the screens and options you need to be aware of: Page 17

18 Below you will see a Timesheet as it will appear once a Client has entered the information and Authorised it. Below an authorised timesheet such as this you ll see you have a Dispute Timesheet button. Click the Dispute Timesheet button and you ll get a confirmation box like that as shown on the image above and to the right. If you made a mistake clicking the Dispute button then you can just click Cancel, however if you wish to proceed with disputing the timesheet then click the OK tick to proceed. If you choose to proceed then you ll be shown a window where you can enter notes explaining the reasons why you are disputing the information on this Timesheet, as shown in the image overleaf: Page 18

19 On the left you ll see the box where you can enter the notes for your client so that they can correct any mistakes or omissions. It is recommended that you tick the Client box so that the client is contacted directly with this information, otherwise it will go only to your Agency who will then have to manually contact the client. Assuming you do choose to the client then once you click OK to dispute the timesheet you will see a confirmation window like that in the centre above to confirm you are sending this information to the client. Just click OK and the Timesheet will be update to show as Disputed by Temp as per the image on the right above. Once the client has re-authorised the Timesheet you will be contacted and will have the opportunity to Un-Dispute the Timesheet as per the image below which will then allow the timesheet to be processed: Page 19

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