How to complete an electronic timesheet What software do we use? Vision Timesheet is an electronic timesheet program that you access using Internet technology. During the week, you use it to record hours. At the end of the week, you submit the timesheet for further processing. What happens to your timesheet The diagram shows the processing steps that a timesheet goes through. They all happen on-line. data entry submission approval posting by you by you by a PM or other designated person by Accounts Posting records the data from your timesheet into the accounting software. After a timesheet is posted, you can no longer make changes to it. Any changes needed to the labor you reported will be made by the Accounts department. Accessing outside the office Vision Timesheet is accessible over the Internet when you are outside the office. On a PC, bring up Internet Explorer and type this URL: https://timesheet.som.com Requirements To complete and submit a timesheet, you must have a PC (not a Mac), Internet Explorer (not Google Chrome or Firefox or something else), an Internet connection or a PC on the office network, and SOM employee number for the London database. Contents of these instructions For information on: Turn to page: Bringing up the timesheet 2 Filling in the timesheet 4 Entering comments 6 Submitting the timesheet 7 Copying project numbers between timesheets 8 Skidmore, Owings & Merrill LLP Financial Systems Group 1
Bringing up the timesheet Procedures 1. Open Internet Explorer. 2. On the address line, type https://timesheet.som.com and press Enter. 3. Click once on the link for London employees. 4. In the log-on screen, type your user ID and password, and click OK. User ID: Your Employee Number Password: Your Employee Number Skidmore, Owings & Merrill LLP Financial Systems Group 2
5. From the Time Period Selection list, choose the period for which you want to record time. The current period is highlighted automatically. Result: The timesheet appears. 6. Continue to the steps for filling in the timesheet. Skidmore, Owings & Merrill LLP Financial Systems Group 3
Filling in the timesheet SOM policy on recording hours Employees are to record all the hours they work during a week, up to the 48-hour legal limit. Where to record hours Use the cells in the timesheet grid to record your hours. The illustration shows an example of 2 completed grid lines. Procedures 1. Enter the project number. To enter one, you can either type it in the cell, with or without the dashes, or search for it. To search for a project number, type some words from the project name or from the start of the project number and press Enter. Choose the project from the list. You can also copy all the numbers from a previous timesheet to your current timesheet. For instructions, see page 8. 2. Type or select the phase and task numbers. To start selecting, tab to the Phase field and click the magnifying glass. 3. Expand the list under the phase you want and select the task. 4. Typically, you do not change the default labor code. You must change it, though, if you worked outside the United Kingdom. If you did, change the last 2 letters of the labor code to reflect the country where you performed the labor. Click the magnifying glass in the cell to see the country codes. Skidmore, Owings & Merrill LLP Financial Systems Group 4
5. Type the hours, to the nearest quarter hour. 6. Repeat completing rows as needed. 7. When you finish entering hours, click the Save button to save your timesheet. Skidmore, Owings & Merrill LLP Financial Systems Group 5
Entering comments Purpose of comments Comments appear on your printed timesheet. You can enter them to remind yourself of what you did during the hours you are reporting. Although you can enter any text as a comment, policy in your office may set the wording of comments in particular circumstances. Procedures 1. Enter the project numbers and the labor code. 2. Enter the hours and leave the cursor in the cell. Result: The Comment fields are associated with the date. 3. Type the comment in either field. Warning: The comment cannot contain these characters: - / & 4. To enter a comment for another date, go back to the project row and click on the date cell. The Comment fields are now associated with that date. Reusing your comments To retrieve a comment to use again, click the down arrow in the one-line Comment field. A list of comments from the current timesheet or one you've copied appears. Click one to use it. Skidmore, Owings & Merrill LLP Financial Systems Group 6
Submitting and printing your timesheet Why submit Your completed timesheet cannot be approved or posted until you submit it. When to submit Submit your timesheet as soon as you have entered all your hours for the week. Timesheets are due on Friday. You can submit a timesheet in advance, for instance, for a week when you will be on vacation. Changing a submitted timesheet Once you ve submitted a timesheet, it is locked to prevent you from changing it. If you need to change a submitted timesheet, call the Accounts Department and ask them to unlock it for you. 1. If you want to print your timesheet before submitting it, click the Print button and choose the type of timesheet report. The detailed timesheet report includes your comments and client information. The summarized timesheet report does not. 2. To submit a timesheet, click the Submit button.. 3. By default, your timesheet is set not to print when submitted. To change the default, click the Option button and choose a print-onsubmit option. Skidmore, Owings & Merrill LLP Financial Systems Group 7
Copying project numbers between timesheets Copying a timesheet To save yourself from entering the same project numbers over and over, you can copy them from one timesheet into another. When to copy Use this method either to start a fresh timesheet or add project numbers to a timesheet you ve already entered project numbers in. The existing project numbers will not be overwritten. Caution Time may be charged only to projects and tasks that have the status Active in Vision Timesheet. Copying may bring in project numbers that are no longer active. If you get a message that a project cannot be used, ask your supervisor for an active project number. Paid time off You can use the copying feature to keep track of your project numbers for paid time off. If you enter them in a timesheet and create new timesheets by copying, you never have to look them up. Procedures 1. Bring up the timesheet to copy numbers to. 2. Click the Copy button in the Timesheet toolbar. 3. From the Timesheet Period Selection dialog box, choose the timesheet to copy. You can choose any timesheet, even one from a closed period. Result: The project and task numbers, labor code, and comments are copied into the timesheet. The hours are not copied. Deleting a project number row You can delete extra rows that clutter your timesheet. To delete a row, click anywhere it and click the Delete button. The entire row of data is deleted. You can decide whether to delete extra rows. They don't appear on your printed timesheet if they don't have hours in them. Skidmore, Owings & Merrill LLP Financial Systems Group 8