Deltek Time & Expense (T&E)Training. Time and Leave Introduction for PGS/RHG Internal Employees

Transcription

1 Deltek Time & Expense (T&E)Training Time and Leave Introduction for PGS/RHG Internal Employees 1

2 Table of Contents Logging in and Navigation Entering Daily Time Submitting Timesheet for Approval Requesting Leave Delegating Roles 2

3 Logging in and Navigation Refer to the Login & Navigation for Time & Expense training located on the NeoSystem site at: 3

4 Entering Daily Time Create a timesheet Click Timesheet on the left menu bar to open your timesheet. Select Open on the menu bar. A calendar dialog box is displayed for the current month and drop-down boxes are available to select other months/years to view. The highlighted default date is the current T&E date. Select the date to view the appropriate timesheet. 4

5 Entering Daily Time Other Timesheet Functions Print Used to print a timesheet, cell comments report or a revision audit detail report. Leave Select to view all leave balances and detail leave transactions. Save The Save button is enabled once data is entered in the timesheet. This allows the information to be saved on the timesheet and re-accessed at a future time 5

6 Entering Daily Time - Add Projects to Charge All employees use the Timesheet page to record time. Supervisors approve or reject timesheets using the Timesheet page. Click the binocular icon to add a new project. Click the plus button to open the list for a selected Project Type (e.g. Direct, Indirect, Bid & Proposal, etc.) Click the icon next to the appropriate Project Type to drill down to the correct project. 6

7 Entering Daily Time Add Projects to Charge, cont d. Click the folder name to navigate backwards in the Charge Tree hierarchy. For example, to see other Indirect projects not related to G&A, click Indirect. Check the box next to each project if multiple projects need to be added under the same Folder. Click the Add to Timesheet button to add the selected project (s) to the timesheet. Note: Clicking the Close button exits the Charge Lookup menu WITHOUT adding projects to the Timesheet. 7

8 Entering Daily Time Exempt Employees Click the box corresponding to the correct day and project. Enter the number of hours. Round the hours by project, by day to 1/10 of an hour (6 min.) The system only allows for one number after the decimal. Note: Refer to Appendix A Time Rounding chart for rounding the minutes to the nearest decimal. Repeat the steps above to enter hours for other projects, as needed. Click Save. Click OK when the pop-up box displays to save the timesheet. 8

9 Entering Daily Time Non-Exempt Employees Non-exempt employees must enter time in punch format for all hours worked. Select the clock icon on the timesheet to open the Punch Time page. Click the Add Line link to enable the fields in the Line Details section. Select a Charge code (Project) from the drop down menu. DO NOT use the Charge code Break as the system does not calculate this as time worked. Using the Charge code Meal is not needed and will require additional Start and Stop time punches. Enter the arrival time in the Start Time field and the time of departure for lunch in the Stop Time field. Punch time should be entered to the exact minute, ensuring that AM or PM are correctly selected. 9

10 Entering Daily Time Non-Exempt Employees, cont d. Click the Add Line button to populate the Start and Stop Time details. Click the Add Line link again to enable the fields in the Line Details section in order to enter time when returning from lunch and leaving for the day, Repeat the steps from the previous slide to enter Stop and Start times. Click the Add Line button to populate the Start and Stop Time details for the remainder of the day. Click the OK button. For punch time entries, the system automatically sums the timesheet by day and project and rounds to 1/10th (6 min.) of an hour. 10

11 Entering Daily Time Non-Exempt Employees, cont d. Non-exempt employees enter time in daily hours for each Fringe Benefit Charge code, such as CTO, Bench Time (Non-Worked) and Holidays. Click the box corresponding to the correct day and project. Enter the number of hours. Round the hours by project, by day to 1/10 of an hour (6 min.) The system only allows for one number after the decimal. Note: Refer to Appendix A Time Rounding chart for rounding the minutes to the nearest decimal. Repeat the steps above to enter hours for other projects, as needed. Click Save. Click OK when the pop-up box displays to save the timesheet. 11

12 Entering Daily Time All Employees Additional features are available in the sub-menu of the timesheet. Check the box for the specific row of the timesheet in order to enable these links. Copy line - Copies the charge information and line comments. Delete line - Deletes the selected line from the Timesheet. Reset line Resets the line to the previous values in the Timesheet. Add Line to Favorites Adds the Charge code to the Favorites Folder of the Charge Tree. 12

13 Missed Meal Periods CA Non-Exempt In CA, non-exempt employees and temporary professionals who work more than 5 hours in a day are entitled to an unpaid 30 minute, uninterrupted meal period starting no later than the end of the 5 th hour of work. Non-exempt employees who work more than 10 hours in a day are entitled to a second unpaid 30 minute, uninterrupted meal period starting no later than the end of the 10 th hour of work. If the employee is discouraged or impeded from taking a meal period, they must report the missed meal period. Select the Missed Meal TMP Charge code found Under Indirect > Unallowable Project. A message is displayed on the punch timesheet page that provides further guidance on when it is appropriate to report a Missed Meal Period. Always enter 1.0 hour when reporting a Missed Meal Period. You will not be required to enter this in punch time. 13

14 Saving the Timesheet Click the SAVE link after time is entered in the timesheet. Click the OK button. Saving a timesheet for the first time changes the Status from Missing to Open. Note: Employees can continue to make changes to a saved timesheet. 14

15 Signing Your Timesheet Click the Signature button next to the Signature field to certify the timesheet. Enter the password and click the OK button. The timesheet status changes to Signed. 15

16 Warning Message If there are errors or the timesheet does not comply with company policies a warning box will appear after clicking the Signature icon. Warning messages are notification of errors. In this example, holiday hours were not charged against a holiday charge code. Click the Continue button to move to next page. 16

17 Revision Audit Any changes made to a timesheet will require an explanation in the Revision Audit page. Enter revised hours in the timesheet. Click the Save link at the top of the page which will display the Revision Audit window. Add detailed comments about the reason for the revision to hours in the Explanation box. Click the OK button and the timesheet Revision field is changed from 1 to 2. 17

18 Revision Audit - Re-Signing Your Timesheet A timesheet in Signed status may be revised, but the system will remove the electronic signature, and requires it to be re-signed. Enter the password and click the OK button. This will change the Timesheet status to Signed. Click on the Audit link to view the explanation for changes as well as a list of historical changes made to timesheet. 18

19 Auto Generated Once the timesheet is in Signed status, an auto-generated is sent to the supervisor. Notice that the is sent from the employee s address. 19

20 My Timesheets - Employee Employees may monitor the progress of the timesheet from the MyDeskTop page. In this example the timesheet has been approved. 20

21 Work Schedule & Requesting Leave 21

22 Work Schedule Work Schedules defines workdays, non-workdays, holidays, and vacations. Employees use the work schedule to update their vacation/leave requests. Supervisors use the work schedule to approve/reject the Vacation Request. Navigate to the Work Schedule in the menu on the left side of the page to request/view current, past, or future work schedules. 22

23 Requesting Leave Click each day on the Work Schedule page where leave is being requested. All days requested will be highlighted with a darker box. Click the Request Leave button to display the Request/Schedule Leave window. Enter the number of hours in the Hours column and enter a reason for the leave in the Notes column. Click the OK button. 23

24 Requesting Leave, cont d. PGS employees are required to request leave and have it approved. Until the approval occurs, the leave request is considered pending. Pending leave is color-coded in red from scheduled leave in the Work Schedule calendar and also appears in the list under Pending Leave Requests. 24

25 Automated Once the Leave Request is saved, an auto-generated is sent to the supervisor. 25

26 Cancelling a Leave Request Check the appropriate box under Pending Leave Requests to cancel a leave request box. Click the Cancel link. Note: There is no additional pop-up box confirming that the user wants to cancel the Leave Request 26

27 Approved Leave After the leave is approved the requested days in the Work Schedule are displayed in green. 27

28 Edit Day/Date of Week Properties Select the day to edit, click the Edit Date/Day of Week Properties button. A pop-up screen appears where the properties can be edited for a specific day. NOTE: When multiple days need to be edited, the system only allows one day at a time to be changed. Deselect the Leave box and click the Update button. Once updated the day will change from Green (Leave) to White (Work Day). Note: If the day was edited in error, the day off will need to be requested again and it will need to be approved by the supervisor. 28

29 Delegation 29

30 Delegation Select the Delegation button when needing to give rights to another employee to perform tasks on an employee s behalf. 30

31 Delegation Roles Click the Add Line link. Make the appropriate selections for the following fields from their drop down menu: Delegating Role: the role to delegate. Group: the group the role applies. Delegate: employee to whom is being delegated. Start Date: the first day this access should be granted. End Date: the last day the delegate will have access. Active: Multiple delegates can be set up in the system. De-select the Active button if you don t want to use the delegation. Click the OK button. 31

32 Appendix A: Time Rounding Minutes Per Employee, Project and Day Tenth Hour In Hours Increments Timesheet Minutes Rounding Table Minutes Per Employee, Project and Day Tenth Hour In Hours Increments Minutes Per Employee, Project and Day Tenth Hour In Hours Increments