Timesheet Entry

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Last updated: Sept 12, 2022 by Kelly CollinsVersion comment
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Timesheets can be entered by individual Workers/Contractors, or on behalf of the Contractors by a Manager, Consultant or Administrator.

There are four different methods of entering a timesheet:

  • On-line entry
    Contractors complete their own timesheet directly in RSM InTime. See Creating a Timesheet Using On-Line Entry and also Mobile
  • Paper entry
    Contractors submit a printed timesheet to an Administrator or Consultant. The Administrator or Consultant then takes the information from the paper version and enters it into RSM InTime, and stores an electronic copy of the printed document. See Submitting a Timesheet Using Paper Entry.
  • Bulk entry
    Bulk entry provides a spread-sheet style view of a number of placements on a single screen.  It is typically used by Consultants and Administrators. See Bulk Entry.
  • Uploading a spreadsheet
    RSM InTime supports a number of different formats that allow timesheets to be uploaded by copying data from a spread-sheet into RSM InTime.  Please note that configuration of these would typically incur a charge. See Import Timesheet Data.

If you receive copies of paper timesheets that need to be uploaded to RSM InTime then you may need to use the Paper Matching facility.  This will allow you to upload supporting documents to approved timesheets.

Can a Timesheet be Altered After Approval?

Once a timesheet has been approved the system will prevent any changes to the values on that timesheet except for in the scenarios listed below. Any changes are recorded in the audit history of that timesheet.

  • Use of the Timesheet Adjustment Wizard. This can be used to correct rates where the wrong rate has been applied. This feature can be used by Administrators only.
  • The Timesheet Importer can be used to add additional shifts to timesheets for clients who have this feature enabled. This feature can only be used by Administrators or Consultants who have the bulk entry role enabled.
  • Clients with the Advanced Invoicing Module have access to the Adjust Shifts function. This feature is only available to Administrators and Consultants with the Adjust Shifts role. This allows existing shifts to be split, usually so that different purchase orders can be applied subsequently for different hours in the day.

Outside of these methods, the timesheet must be reverted. The process of reversion marks the existing timesheet as deleted and creates a new copy of the timesheet for onward processing.

Understanding Rates and Timesheet Entry

A copy of the rates on the placement is made when a timesheet is submitted.  This allows you to change the rates on a placement without affecting previously submitted timesheets.  It should be noted that this means that the rates on the timesheet may not be the same as the current rates on the placement.

Entering Timesheets after a Placement has Finished

By default, timesheets can be entered up to 14 days after a placement terminates.  This is commonly referred to as the grace period which can be altered from the System Configuration Page. The grace period is typically kept fairly short to stop accidental submission of timesheets on old placements.

  1. Click on the cog iconon the top menu bar to take you to the System Configuration Page
  2. In the Timesheet section click on Timesheet Options

  3. In the Timesheet Entry section update the option "Timesheets cannot be entered after this number of days after the placement end. Default is 14 if not set, i.e you can enter a timesheet up to 14 days after the placement has finished"

  4. Scroll to the bottom of the page and click Save
  5. Once the timesheets have been entered we recommend that you reset the value back to the default value

Will Changing the Rates on a Placement affect Existing Timesheets?

When a timesheet is submitted, a copy of the rates at that point in time is taken. If you change the rate on the placement this will have no effect on any submitted timesheet. If you need to update the rates on a timesheet that has been submitted you will need to follow the reversion processes.

Entering Hourly Rate Break down

By default, timesheets created does not have any breakdown for hourly rate. 

  1. Click on the cog iconon the top menu bar to take you to the System Configuration Page
  2. In the Timesheet section click on Timesheet Options
  3. In the Timesheet Entry section update the option "Enable this to show an hourly rate breakdown on the electronic version of timesheets attached to invoices and emails. Only hourly rates are included in the breakdown."
  4. Scroll to the bottom of the page and click Save
  5. Timesheet invoices will start showing hourly rate break down in additional details.

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