MRI s Web Timesheets Application

Transcription

1 MRI s MRI Contract Staffing Approver Guide Version 2.0 Overview Access to MRI s MRI Web Timesheets Login Page Home Page for Approvers Timesheet Approval Window Timesheet Detail Window Timesheet Inquiry Window Preferences Notifications and Alternate Set-up

2 Overview This User Guide provides assistance and guidance for the Approvers of timesheets using MRI s. The Web Timesheets application is an online time-keeping system that allows easy access for MRI s employees and subcontractors to create and submit timesheets and for approvers (Client Hiring Managers, MRI payroll administrators) to review, approve, or reject those timesheets. The application includes the ability to submit time across multiple placements, to have multi-level approvals (approval at both the customer and payroll level), incorporates Fair Labor Standards Act (FLSA) rules to ensure the employee s time is submitted with FLSA guidelines appropriate to their employee type. IMPORTANT INFORMATION All Weekly timesheets must be approved no later than Monday at 6pm EDT in to insure your employees receive payment on time. Logout of the application and Close your Web Brower upon completion of your time entry activities. Page 2 Last Updated: 8/18/17

3 Access to MRI s To access the MRI s Web Timesheets application, enter the following URL in your browser. Click on the link for MRI Contract Staffing to access the login screen for the MRI s Timesheets Application. Page 3 Last Updated: 8/18/17

4 MRI Web Timesheets Login Page Approvers should receive their User ID via , once on-boarding activities are completed. This User ID will allow you to access MRI s Web Timesheets application. Please contact your MRI Account Manager if you did not receive your User ID. Your initial password is the same as your User ID. You may change your password under the Preferences box from the Home Page. Passwords must be at least eight characters, and include both upper and lowercase letters, a number, and a special character. Page 4 Last Updated: 8/18/17

5 Home Page for Approvers c Review pending Timesheets: Allows you to view a listing of all timesheets submitted for approval but not yet approved. Search for timesheets: Allows the approver to access the Timesheet Inquiry Window Preferences: (See the Preferences section of this guide) Page 5 Last Updated: 8/18/17

6 Timesheet Approval Window XYZ XYZ From the list of pending timesheets, click on the User ID to review timesheets for accuracy. This will open the Timesheet Detail Window, which will allow the Approver to review and approve or reject a specific timesheet entry on an individual Timesheet. Page 6 Last Updated: 8/18/17

7 Timesheet Detail Window Reviewing Timesheet Detail and Taking Action Approve: Checking a timesheet entry and then selecting the Approve button will allow the checked line(s) to be removed from the approval window and made available for import into the payroll processing system. Reject: Checking a timesheet entry and then selecting the Reject button will allow the checked Line(s) to be rejected if the approver is not satisfied with the details that appear on the timesheet. The Approver is then prompted to enter a reason in the Comments field for the employee/subcontractor. If a timesheet is rejected, a rejection comment must be added, noting any issues with the submitted hours. Timesheets must be approved on Monday by 6pm EST to insure your employees receive payment on time. Page 7 Last Updated: 8/18/17

8 Note: Rejecting a timesheet makes the timesheet available for editing or deleting again by the employee/subcontractor. A rejected timesheet is not available for Import into the payroll processing system. The employee/subcontractor will receive a notification that the timesheet was rejected and must correct and resubmit the timesheet immediately. The Approver is responsible for following up to ensure the timesheet is corrected and re-submitted correctly. Please make every effort to contact the employee/subcontractor. Page 8 Last Updated: 8/18/17

9 Timesheet Inquiry Window Search for timesheets option will allow the approver to access the Timesheet Inquiry Window. Page 9 Last Updated: 8/18/17

10 Timesheets to Show: Check the appropriate status of the timesheets you are interested in reviewing. The timesheets associated with the options that were selected will appear in the bottom of the screen and will be available for the approver to access. Open Timesheets: Timesheets created and saved by the employees/subcontractors but not yet submitted for approval Submitted / Partially Submitted Timesheets: Timesheets that need to be reviewed for approval Approved Timesheets: Timesheets that have already been approved and are ready for payroll processing. Rejected Timesheets: Timesheets that have been placed back on the employee/subcontractor s queue for correction and resubmission. To Access a Timesheet: Click on the View hyperlink in the results window. This will open the Timesheet Detail Window that will display the original data entry made by the employee/subcontractor. Additional Search Criteria: Additional criteria may be used to refine the search in the Timesheet Inquiry Window. Specific search data can be typed into the boxes above the results area. Job ID Job Customer ID Customer User ID Temp Exported Page 10 Last Updated: 8/18/17

11 Preferences Change Password: Enables the user to change password by first entering their current password followed by a new password. The new password must be retyped to confirm the password entered. Change Password Screen Page 11 Last Updated: 8/18/17

12 Notifications and Alternate Set-up The Approver must update the notification preferences. If no preferences are selected, the approver (and alternate approver) will not receive notifications from the Web Timesheets application. The application allows you to enter up to three addresses to which notifications will be sent. s are generated and sent to the approver based on the schedule that is setup by the approver. Choose the times you wish to be notified that one or more timesheets are awaiting your approval. To activate the sending of s to the approver, the Send Notifications to my address check box must be selected. The approver should also select the option to Keep sending me repeat Page 12 Last Updated: 8/18/17

13 notifications until I have processed all timesheets to receive repeat notifications if any pending timesheets remain in queue. The approver can configure the times they want notification, by selecting from the grid. Alternate Approver: The approver can select an alternate Approver who can access pending timesheets whenever the primary Approver is unavailable to approve submitted timesheets. A drop-down list of Alternative Approvers is available and these alternates can only be assigned by the Primary Approver. Once an Alternate Approver has been assigned, up to two addresses can be entered for the Alternate Approver. The Approver has the following option available in relation to the Alternate Approver. Copy all notification s to the Alternate Approver Notify Alternate Approver after a set number of hours Do not notify the Alternate Approver by The selections made by the Approver in this window can be enabled by the Approver by pressing Save or can be canceled if the Approver does not want to make them permanent by pressing Cancel. Page 13 Last Updated: 8/18/17