EMPLOYEE TIME ENTRY GUIDE - Randstad Federal · - Time & Expense Domain is a web-based software application that provides timesheet and expense management software for automating

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EMPLOYEE TIME ENTRY

GUIDE

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Contents

1- Introduction ………………………………..….… 3

2- Login ……………………………………………….. 4

3- Basic Toolbar Icons ……………..……………… 7

4a -Navigating to your Timesheet …….………… 9

4b - Timesheet Layout ………….…………………. 10

5a-Timesheet Entry Process .…………………….. 11

5b-Adding Project to your “Favorite Folder”…... 15

6- Signing Timesheet ………………………………..17

7- Approving Timesheet ……………………………..18

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1- Introduction to Time & Expense

Welcome to the Time Entry Guide. Deltek Costpoint - Time & Expense Domain is a web-based software application that provides timesheet and expense management software for automating employee time tracking, project time tracking, and expense tracking.

Government reporting standards require businesses with government contracts to track and report the number of hours each employee spends working on a particular project. These standards require that companies have these hourly reports updated daily. Deltek Costpoint - Time & Expense Domain gives an employee the ability to report the total hours spent working on each individual project each day.

This guide will provide instructions on how to enter time to specific Direct projects per contract as well as Indirect charges such as Overhead, G&A, B&P and Leave.

We will be providing separate instructions for Expense Entry (for those who use expense reports).

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2- Login

Employees will be provided with their Deltek

Costpoint - Time & Expense Domain login

instructions prior to go-live.

Click on the below link provided:

https://www.costpointfoundations.com/B2BWORKFORCE/port

al.html

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Click on the “Employees” section

and the below box will appear:

Username – Emailed provide to you

Password – New Password created by you

after you received the email with the Temp. PW which required you to change it once

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you registered with the instructions provided.

System – B2BWORKFORCECONFIG (Will

be used until we go-live with Costpoint. Once we go-live you will be provided with

new instructions of the “NEW SYSTEM” name.

Click - icon

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3- Basic Toolbar Icons

- Save (to store any changes you make on

the screen. If you are working on a record, clicking this icon refreshes the screen after saving – which will clear the input you made.

- Save & Continue (to store any changes you make on the screen. If you are working on

a record, clicking this icon retains that record after saving for further editing.

- Dropdown (Will most likely have multiple options available to select)

- Refresh – you will have the option to:

Clear All Refresh All Refresh Subtask

- Default Action – (to run an application’s

default process. You can click the drop-down arrow besides this icon to view and select available actions for the currently active screen)

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Preview (To preview a report. This con processes report previews for report applications only.

- Print Menu (To print a report screen’s default report as set up in your print options.

This icon prints report for report applications only.

- New - Create a new record or insert a new

line into a table window - Table - Display a screen or subtask in

Table View - Form - Display a screen or subtask in

Form View

- Query - This option will allow you to query/lookup for items

- Delete - Will allow you mark a selected

record/line for deletion. The record/line does not delete until you save your changes.

- Undelete - To restore a record/line that has been marked for deletion (This will only be available prior to actually saving your changes)

- Attach - Attach a document to the currently selected record.

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4a- Navigating to your Timesheet

Time & Expense

Time

Timesheet

Manage Timesheets

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4b- Timesheet Layout

1. Timesheet Header – The timesheet header

displays information such as your name,

timesheet status, revision number, timesheet

class, and timesheet period ending date. Most

fields in the header are non-editable.

2. Timesheet Hours Entry Table – Use the

timesheet grid to enter all your timesheet

charges. Use the left pane of the grid to enter

information about the projects, tasks, and so on,

that you worked on during the timesheet period.

Use the right pane to enter the number of hours

that you worked on each project, task, and so

on.

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5a. Timesheet Entry Process

Under the “Header” section click on the “New”

icon, which will now open the Timesheet and

allow you to change the “Period Ending” date if

needed (it will default to the current Period

Ending date based on the system date).

Under the “TS Hours Entry Table” section click

on the “New” icon, you will receive the following

message (Only if you are selecting a prior

W/E date you will get the below message if

you are leaving the current W/E you will not

receive this message):

Click on

Now you “TS Hours Entry Table” will display as

follow:

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You will default to the available “Line”

Scroll over to the “Project” column

If you know the project number you can input

directly in the field and the system will be

narrowing down the projects based on your

input:

Also, you can click on the “Lookup” icon

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The above option will display, which will give you

the option to either select:

Favorites = Projects you add in the section

are charges that will be recurring and will

allow you to have continues charges without

having to select every time and entry is

needed.

DIRECT PROJECT = In this folder you will

see all the project categorized as a “Direct”

project but since we have “Employee

Workforce” flagged to the project the only

projects available will be those that the

employee is specifically added to allow

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charges if not you will not see the project

available.

INDIRECT = In this folder you will see

“Charge Branch” (Sub-Folders) that will

display all indirect areas.

Once you have identified the area you believe

your Project Number resides you will select by

double clicking on the desired charge number.

The required Project Number will be displayed in

the “Project” field.

There are other fields in the timesheet line such

as: Account, Description, PLC (Project Labor

Category), Home Org, Pay Type that most of the

values will default based on employee settings.

Is some cases you may be required to change

the defaulted “Pay Type” , which you can go to

the field and click on the “Lookup” icon and

select based on values available. The “Pay Type

Code” will display and the appropriate

“Description”.

Input the hours in the date required.

Once you have completed your input of hours

you can save the record by click on the “Save”

icon .

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5b. Adding Project to your “Favorite Folder”

Once you have input a project in a line you can

select the line to add to the “Favorite” folder.

Highlight the line by clicking on the first column

within the row needed. Then click on the “Add

Line to Favorites” icon, then a

box on the bottom will display with the

information wanted.

At this stage, all you have done is added the

Project to the “Favorite” folder.

Now you will need to “Load” the Project so it can

display in future timesheets. You will need to

click on the “Load” column then click on the

“OK” ,which is located at the bottom

of the screen

Once you are done in having the Project appear

on your “Favorite” folder all you need to do is go

into your current Timesheet then click on

“Charge Favorites” icon

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Go ahead “Uncheck” in the “Load” icon then

click on the “OK” icon. This will remove

the Project for future charges within the

“Favorite” folder.

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6- Signing Timesheet

The timesheet must be completed and signed before

processing.

To sign your timesheet, complete the following

steps:

o In the Header section of the timesheet

screen, click

o The following box will display:

o

o When prompted, click the “OK” icon

and then the Signature box will display as

follow:

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7- Approving Timesheet

Once Timesheets are signed they will be

available to be approved.

Navigate to:

o Time & Expense

Time

Timesheets

Manage/Approve

Timesheets

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Any Employees that have approved

their Timesheet and they are setup

under your group “Primary Supervisor”

will appear in the middle of the screen

so you can proceed with approving their

timesheet.

Highlight the individual row of the

employee then click on the “Approve”

icon and the below box will

display:

Click on the “OK” icon, then the

record will disappear from the screen as

this screen only reflects records that

are not approved.

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You will have the option of rejecting the

timesheet by clicking on the “Reject”

icon and then you will need to

input an “Explanation /Rejection

Reason” field.