Timesheets & Expenses. Version 2015

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Griffin Pitts
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1 Version 2015

2 Contents Introduction... 3 Subject Objectives... 3 The My Timesheets Dashpart... 4 Viewing Timesheets... 5 Printing Timesheets... 6 Adding Basic Hours to Timesheets... 7 Adding Overhead Hours to Timesheets... 9 Adding Overtime Hours to Timesheets Adding Expenses to Timesheets Editing Timesheets Submitting Timesheets for Approval Viewing Timesheet Approval History Completing a Timesheet on behalf of another User Table of Figures Union Square Software Ltd Page 2 of 18

3 Introduction This module covers the population, editing and submission of Timesheets and Expenses from within The Union Square system. Subject Objectives Using the My Timesheets Dashpart Viewing Timesheets Printing Timesheets Adding Basic Hours to a Timesheet Adding Overhead Hours to a Timesheet Adding Overtime to a Timesheet Adding Expenses to a Timesheet Editing Timesheets Submitting Timesheets for Approval Viewing Timesheet Approval History 2012 Union Square Software Ltd Page 3 of 18

The My Timesheets Dashpart Timesheets manage time and expense information and can be accessed via a Dashpart on the Personal Zone. Timesheets can be viewed, edited and printed from this Dashpart.

4 The My Timesheets Dashpart Timesheets manage time and expense information and can be accessed via a Dashpart on the Personal Zone. Timesheets can be viewed, edited and printed from this Dashpart. This Dashpart allows for a date range to be selected which allows for historical Timesheets to be displayed for viewing and printing that fall outside of the default date range being displayed. The My Timesheets Dashpart 2012 Union Square Software Ltd Page 4 of 18

Viewing Timesheets Timesheets that have been completed and submitted can be viewed from The Union Square system by using the magnifying glass for the required Timesheet listed in the My Timesheets

5 Viewing Timesheets Timesheets that have been completed and submitted can be viewed from The Union Square system by using the magnifying glass for the required Timesheet listed in the My Timesheets Dashpart. The My Timesheets Dashpart showing the View icon To view the timesheet detail, click on the next to the relevant week. The View Timesheet Window 2012 Union Square Software Ltd Page 5 of 18

6 Printing Timesheets Timesheets that have been completed, or partially completed can be printed from The Union Square system. The My Timesheets Dashpart showing the Print Icon To print the timesheet detail, click on the window which can then be printed. next to the relevant week. This will display a PDF file in a new The Timesheet PDF Report 2012 Union Square Software Ltd Page 6 of 18

7 Adding Basic Hours to Timesheets The Timesheet holds the hours worked information for a Contact in the Union Square system. Time items can be project specific or overhead (e.g. holiday, administration). The My Timesheets Dashpart showing the Edit Icon 2012 Union Square Software Ltd Page 7 of 18

The Timesheet Window Showing Basic Time and Overhead Line Items To add basic hours to a timesheet, click the icon: 1. Click the Add Time Item link 2. Lookup the required Project / Enquiry record 3.

8 The Timesheet Window Showing Basic Time and Overhead Line Items To add basic hours to a timesheet, click the icon: 1. Click the Add Time Item link 2. Lookup the required Project / Enquiry record 3. Select the appropriate value from the Analysis dropdown 4. Enter your hours into the Basic section. E.g Click the Save and Close button to save your amendments but not submit the timesheet 6. The minimum amount of time which can be entered into timesheets is 15 minutes. This should be entered as The Use Last Weeks link will populate the Timesheet window with Project Line Items and Overhead Line Items from the previous weeks Timesheet. Note: This does not populate the hours worked from the previous week, only the line items. The Use Current link will populate the Timesheet window with line items for all Projects listed in the My Projects Dashpart Union Square Software Ltd Page 8 of 18

Adding Overhead Hours to Timesheets 1. From the My Timesheets Dashpart, click the icon 2. Click the Add Overhead Item link 3. Select the appropriate value from the Analysis dropdown 4.

9 Adding Overhead Hours to Timesheets 1. From the My Timesheets Dashpart, click the icon 2. Click the Add Overhead Item link 3. Select the appropriate value from the Analysis dropdown 4. Enter your hours into the Basic section. E.g Click the Save and Close button to save your amendments but not submit the timesheet The Timesheet Window Showing Overhead Time Line Items The minimum amount of time which can be entered into timesheets is 15 minutes. This should be entered as Union Square Software Ltd Page 9 of 18

Adding Overtime Hours to Timesheets 1. From the My Timesheets Dashpart, click the icon 2. Click the Add Time Item link 3. Lookup the required Project / Enquiry record 4.

10 Adding Overtime Hours to Timesheets 1. From the My Timesheets Dashpart, click the icon 2. Click the Add Time Item link 3. Lookup the required Project / Enquiry record 4. Select the appropriate value from the Analysis dropdown 5. Enter your hours into the Overtime section. E.g Click the Save and Close button to save your amendments but not submit the timesheet The Timesheet Window Showing Overtime Hours Line Items Note: Overtime is an optional section in The Union Square system Timesheets and therefore may not be displayed. The minimum amount of time which can be entered into timesheets is 15 minutes. This should be entered as Union Square Software Ltd Page 10 of 18

Adding Expenses to Timesheets 1. From the My Timesheets Dashpart, click the icon 2. Click the Expenses tab 3. Select the required Project / Enquiry from the drop down list 4.

11 Adding Expenses to Timesheets 1. From the My Timesheets Dashpart, click the icon 2. Click the Expenses tab 3. Select the required Project / Enquiry from the drop down list 4. Select the appropriate value from the Analysis dropdown 5. Enter data into the Quanity field 6. Click the Save and Close button to save your amendments but not submit the timesheet The Expenses Section of the Timesheet Window Note: You can also add expense items by double clicking on the relevant cell in the Time section of the timesheet Union Square Software Ltd Page 11 of 18

12 Editing Timesheets 1. From the My Timesheets Dashpart, click the icon 2. Amend the displayed data as required 3. Click the Save and Close button to save your amendments but not submit the timesheet The My Timesheets Dashpart showing the Edit Icon 2012 Union Square Software Ltd Page 12 of 18

13 Submitting Timesheets for Approval 1. From the My Timesheets Dashpart, click the icon 2. Click the Submit button The Timesheet Window Showing the Submit Button 2012 Union Square Software Ltd Page 13 of 18

14 Viewing Timesheet Approval History 1. From the My Timesheets Dashpart, click the icon 2. Click the Submit button The Timesheet Approval History Window 2012 Union Square Software Ltd Page 14 of 18

15 Completing a Timesheet on behalf of another User It is possible to complete a timesheet on behalf of another user however this is something that must be set up by your Union Square Administrator. When set up, there will be a drop down in the top left had side of your timesheet displaying your name. The My Timesheets Dashpart highlighting the User Drop Down To complete a timesheet for another user, select their name from the drop down list. The My Timesheets Dashpart highlighting another User s name in the drop down The timesheet can then be populated and submitted as explained in the previous sections of this document Union Square Software Ltd Page 15 of 18

16 Table of Figures The My Timesheets Dashpart... 4 The My Timesheets Dashpart showing the View icon... 5 The View Timesheet Window... 5 The My Timesheets Dashpart showing the Print Icon... 6 The Timesheet PDF Report... 6 The My Timesheets Dashpart showing the Edit Icon... 7 The Timesheet Window Showing Basic Time and Overhead Line Items... 8 The Timesheet Window Showing Overhead Time Line Items... 9 The Timesheet Window Showing Overtime Hours Line Items The Expenses Section of the Timesheet Window The My Timesheets Dashpart showing the Edit Icon The Timesheet Window Showing the Submit Button The Timesheet Approval History Window The My Timesheets Dashpart highlighting the User Drop Down The My Timesheets Dashpart highlighting another User s name in the drop down Union Square Software Ltd Page 16 of 18

17 Copyright Union Square Software Limited Microsoft and Windows are registered trademarks of Microsoft Corporation. Unauthorised copy, distribution or disclosure of this manual is strictly prohibited. This document contains confidential information belonging to Union Square Software Limited. Disclaimer The information in this document is subject to change without notice. Union Square Software Limited shall not be liable for technical or editorial errors or omissions contained herein; nor for incidental or consequential damages resulting from the performance or use of this material. Document Control Significant Dates Last Update Release Date Review Date 21-Oct Oct Jan 13 Control Actions Release Authorisation Associated Documents Blue Team Review Name Authorised By Name Links / Document IDs / Titles Red Team Review Name Approved By Name Number of Pages 18 Portfolio Owner / Author catherine.hamlin 2012 Union Square Software Ltd Page 17 of 18

Administrator Quick Guide- Online Casual Timesheets

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