ETZ Timesheet Manager Contractor User Guide

Transcription

1 ETZ Timesheet Manager Contractor User Guide

2 Contents 1. First time log in Forgotten password Home page Completing a timesheet Timesheet submission via ETZ Sign Timesheet approved by Manager Timesheet rejected by Manager Timesheet submission using supporting document upload(s) Timesheet submission using manual authorisation of ETZ timesheet Timesheet processed by BLOC Timesheet rejected by BLOC Periods of unbillable absence Please read the following information carefully before using the ETZ Timesheet Manager system. Technical problems with ETZ Timesheet Manager can be resolved by contacting timesheetqueries@hellobloc.com General queries should be directed to the recruitment consultant responsible for your placement.

3 1. First time log in You will receive a welcome via Timesheet Manager inviting you to create an account, if you don t receive this please contact your recruitment consultant. The invitation URL in the is unique to you and will validate your address. After validation, the ETZ Timesheet Manager should be accessed online via the link in your welcome . Figure 1 Contractor invitation to join ETZ Timesheet Manager The URL will direct you to set up a timesheets.net identity, if you have previously used ETZ Timesheet Manager you will be asked to log in. Figure 2 Options for signing up to/ into ETZ Timesheet Manager

4 When registering a new account you will be asked to enter your address and create a password. Figure 3 Creating an ETZ Timesheet Manager identity

5 2. Forgotten password If you have forgotten your password, you can reset this by clicking on 'reset password' on the sign in page. Once you have clicked 'reset password' you will be able to enter your address and choose a new password. Once you have reset your password you will be able to sign in as normal. Figure 4 Sign In page Figure 5 Reset Password page

6 3. Home page ETZ Timesheet Manager home page lists open timesheets available for completion for your assignment. Timesheets displayed with an 'open' status are awaiting submission. Figure 6 ETZ Timesheet Manager home page listing timesheets awaiting completion

7 4. Completing a timesheet From the home page select the timesheet for the period worked. The system will display the timesheet and from here you can amend the units worked (this example shows units in days) by clicking on 'amend hours'. Figure 7 Specification of units worked on timesheet

8 The example provided shows units in days. Using this unit of measure you may only use 1/4 Day, 1/2 Day, 3/4 Day and full day as units worked if this is permitted by the client company. The system allows you to copy the unit entry to all other working days by ticking the box in the right hand corner. Figure 8 Daily unit entry on timesheet Once you have entered all of the units which you have worked the timesheet is complete and ready for submission either via ETZ sign or by uploading a supporting document(s) What about manually print and return an authorised timesheet, whereby the client requires a physical signature but doesn t have their own timesheets that need to be completed.

9 5. Timesheet submission via ETZ Sign Submission via ETZ Sign means that your submitted timesheet will be authorised online by your Manager. If you have multiple timesheet authorisers they will be displayed in a list. On submission of a timesheet you can select the appropriate Manager to sign off your timesheet. Prior to timesheet submission being allowed, you will be asked to confirm that the information entered is a true account of the units worked during the date period, by ticking the checkbox. Figure 9 Submission of timesheet via ETZ Sign Once you have submitted your timesheet for authorisation, by clicking on the button the home screen will show an updated status for the timesheet you have submitted as Awaiting Authorisation. Your timesheet authoriser will now receive an notification confirming your timesheet submission and requesting its authorisation.

10 Figure 10 Completion of timesheet submission via ETZ Sign

11 6. Timesheet approved by Manager You will be notified by once your timesheet is approved by your Manager. The home page will be updated with a timesheet status of 'awaiting approval'. Figure 11 notification of timesheet approved to contractor Figure 12 ETZ Timesheet Manager home page listing updated timesheet status

12 7. Timesheet rejected by Manager You will be notified by if your timesheet has been rejected by your Manager. The will detail the reason the timesheet was rejected. The home page in ETZ Timesheet Manager will show an updated status of 'rejected'. You will be required to rectify the error and re-submit your timesheet for approval by your Manager. Figure 13 notification to contractor timesheet rejected by Manager Figure 14 ETZ Timesheet Manager showing timesheet status

13 8. Timesheet submission using supporting document upload(s) Submission via upload a supporting document(s) allows you to upload a copy of a client approved timesheet. Once you have entered the units worked for the timesheet period, you will be required to upload a copy of the client approved timesheet before submitting your timesheet. Figure 15 - Submission of timesheet via upload a supporting document

14 Please note that you may need to upload multiple documents to show both the units worked and client approval e.g. screen shot of the client timesheet and/or screen shot of timesheet approval. Timesheets which have submitted without the required supporting document(s) will be rejected by BLOC. These timesheets will then need to be re-submitted with the correct supporting document(s). Figure 16 - Upload a document file selection Figure 17- Documents added to timesheet Once you have added document(s) to the timesheet you can submit for approval, this will change the status of the timesheet on the home page to 'awaiting approval'.

15 Figure 18 - Timesheet submitted via upload a supporting document(s)

16 9. Timesheet submission using manual authorisation of ETZ timesheet Submission using manual authorisation of an ETZ timesheet, allows you to print a copy of your ETZ timesheet for your authorising manager who can then sign the paper timesheet. Once you have entered the units worked for the timesheet period, you will be required to print a copy of your timesheet for your authorising manager to sign the paper timesheet. Once you re authorising manager has signed the paper timesheet you will need to upload a copy into the system. Figure 19 - Submission of timesheet using manual authorisation of ETZ timesheet

17 Figure 20 - Submission of timesheet using manual authorisation of ETZ timesheet Once you have clicked continue you will be asked to print a copy of the timesheet. If you log out of the system at this stage, the timesheet will show a status of 'awaiting image'. When the paper timesheet has been authorised you can then upload a copy of the authorised paper timesheet or alternatively send via fax.

18 Figure 21 - Upload timesheet after manual authorisation of ETZ timesheet Figure 22 - Document uploaded using manual authorisation of ETZ timesheet Once the document has been uploaded, your timesheet can be submitted for approval.

19 10. Timesheet processed by BLOC Once your timesheet is being processed by BLOC the timesheet will move to the completed section of ETZ Timesheet Manager. Completed timesheets will be stored for you to view or download. Figure 23 ETZ Timesheet Manager completed tab listing completed timesheets Figure 24 Completed timesheet view or download option

20 11. Timesheet rejected by BLOC You will be notified by if your timesheet has been rejected by BLOC. The will detail the reason the timesheet was rejected. The home page in ETZ Timesheet Manager will show an updated status of 'rejected'. You will be required to rectify the error and re-submit your timesheet for approval by your Manager. Figure 25 notification timesheet rejected by BLOC Figure 26 ETZ Timesheet Manager showing timesheet status

21 12. Periods of unbillable absence Any periods of absence which covers an entire timesheet period should be cancelled. This will remove the timesheet from the list of open timesheets list on the home page of ETZ Timesheet Manager. All timesheets have the option cancel this timesheet in the top right hand corner, once clicked the system will display a warning message. By clicking yes, you confirm that cancellation of the timesheet is intended. Figure 27 Timesheet cancellation for period of non billable units (period of absence) Figure 28 Timesheet warning message displayed when cancelling a timesheet

22 For periods of absence during a timesheet period where there are also units worked, the relevant day is selected as not worked. The remainder of the timesheet should be completed with the units worked. Figure 29 Timesheet entry selecting units as not worked