Who can create timesheets?
Timesheets can be created by contractors, consultants and administrators. Typically, a contractor will use the on-line entry method to create a timesheet and then submit it to a manager for approval. Please see The Approval Process for more information.
If you have contractors who enter their timesheets into a Vendor Managed System, then you may be able to obtain an extract from that system then can be uploaded using a spreadsheet. This would eliminate the need for contractors to enter timesheets into both the VMS and InTime.
How do I create a timesheet?
- From the menu bar, select Timesheet > Create.
The Timesheet screen is displayed:
- Alternatively timesheet can be selected via activity dashboard and click 'Create'.
- In the Select Placement area, in the Placement field, begin to type the contractor's name, client's name or placement reference for which you want to create a timesheet. A list of matching placements will be displayed.
Tip: You can enter the contractor’s name or the placement name and InTime will list suggestions based upon what you begin typing. You can select the required placement from the list.
In the Placement Information area, all the details relating to that placement are displayed. - In the Timesheet Period field, select a date that falls within the date range that you are entering your timesheet. For example, if you are filling in your timesheet for Monday 1st December to Friday 5th December, you would typically select any date between the 1st and 5th December.
- In the Timesheet area, if you have a purchase order number and you agency is configured to allow PO entry, enter it in the PO field.
Note: If you are logged in as a contractor or client manager, the PO field is not displayed. Also, if you enter a PO number here, it will override the PO entered against the placement.For each day in the timesheet, fill in the appropriate details. The fields that you see will vary, depending upon how the placement has been set up.
A typical timesheet might look like this:
The fields are explained in the following table:Field Applicable When Description Date Always The date for which you want to enter the hours that were worked. Rate Always Select your contracted rate from the list: for example, Day Rate or Basic.
The totals for each rate are displayed in the Rate Information area at the bottom-right of the screen.Start Rate is set to Time & Hours If you selected an hourly rate, then specify your start time: for example, 08:00. Break Rate is set to Time & Hours If you selected an hourly rate, specify the total duration of breaks during the day. For example, if you had an hour break for lunch, you would enter 01:00. End Rate is set to Time & Hours If you selected an hourly rate, enter your finish time. Hours Rate is set to Hours Only If you selected an hourly rate, this field displays the number of hours worked based on the values in the Start, Break and End fields. Decimal Rate is set to Decimal or Tickbox If you selected a day rate, you can enter either '1' if you worked a full day, or '0.5' if you worked for half a day, or 2 if you worked a double shift, and so on. If the rate is configured as tickbox entry then this will be a tickbox.
PO Always available to Administrators and Consultants. Only applicable to Contractors if configured as described below. If each day requires a separate purchase order, enter the number in this field. Comment The Comment Enabled field is ticked on the corresponding rate Enter any additional information relating to the timesheet entry.
Tip: If you fill in a row for one date, and you worked the same hours for the next day too, you can click the green Copy Day icon at the end of the row to automatically fill the next row in with the same information.
- If you need to attach a paper version of your template to your submission, use the Paper Upload section to browse for, and select, a file from your computer. You can upload multiple files if required.
- You can click Save As Draft at any point while filling out your timesheet. When you have finished and you want to send the timesheet for approval, click Save and Submit.
The timesheet will have the status Submitted.
How do I edit a timesheet?
You can edit a saved timesheet up until the point it has been submitted. Locate the timesheet using one of the options from the Timesheet menu, e.g. Search, Margin or Draft. Click on the timesheet number to open the edit page.
How do I download a copy of my timesheet?
You can download a submitted timesheet by clicking the Download as PDF button at the bottom of the timesheet page.
Configuring Purchase Order Entry by Contractors
Ordinarily the system will not allow or require Contractors to enter purchase order numbers. This can be changed from the Settings Cog > System Configuration menu where you will see two options:
- Can workers enter PO numbers on timesheet entry? This can be set to:
- Yes - this will allow the Contractor to enter a purchase order number but not require it
- No - Contractors will not be allowed to enter purchase order numbers
- Required - Contractors must enter a purchase order number before the timesheet can be submitted.
- At what level should workers enter PO numbers on timesheet entry? This can be set to:
- Shift - a purchase order can be entered against each shift.
- Timesheet - a single purchase order can be entered against the whole timesheet.