Creating an on-line timesheet

Creating an on-line timesheet

How to create a Timesheet

  1. You will need Owner level authorisation to create a project. Unless this has been approved, this is restricted to HR and Finance staff members.
  2. Log into the staff portal
  3. Click the Timesheet Admin link
  4. A new screen will open called Timesheet Manager, click on Create Project
  5. Complete the form:
    • Title – timesheets are listed in alphabetical order, so put your departmental code at the start in order to make the project easier to find as well as a date identifier. i.e. IHS DEMENTIA STUDY 010616
    • Description – Any other identifying information needed
    • Total Project Hours - Projects are defined by the hours needed
    • Default Project Rate – This is set at £7.83 per hour.
    • Start Date
    • End Date
    • Finance Code – entered in the format XX.XXX. This can be provided by your accountant.
  6. You will be added as the Owner of the project

           

Pay Rates

  1. The Owner of the project can set pay rates for the project here. You should have this rate costed out and confirmed by HR, who will also ensure that Holiday Pay has been accounted for.
  2. Flat Rate should not be used without prior approval by HR.
  3. Salary is used where a member of staff may be working additional hours in an existing role. For example, where someone in your team is working extra hours to cover absence. Overtime will be calculated by Payroll where appropriate.
  4. Pay rates set here will be accessible by the claimants of the project.

 

Adding Staff to the Project

  1. In Timesheet Manager click Add Staff.
  2. On the new form add the staff member by adding their Staff ID number.
  3. Choose either Approver or Admin from the drop down box.

 

Adding Claimants to the Project

  1. In Timesheet Manager click Add Claimant
  2. On the new form add the Staff Number of the claimant.
  3. A new form will be populated with the Name and Student Number of the claimant. If the claimant is not a student then this can be left blank.
  4. If the student has finished their course, then it will not be possible to add them. At this point you will need to be email Mark Jones m.jones@worc.ac.uk and ask him to manually add the student to the project as well as the pay rate for the work. At the time of creation of this document, ICT are reviewing this to increase the time the student can be added to projects until graduation.
  5. In Number of hours add the total hours that the claimant will be allowed to claim on this project
  6. Choose the Rate of Pay for that claimant from the drop down box.

 

Adding a group of users from an existing project

If the project is similar to an existing project, then the users can be copied across and modified after. 

  1. In Timesheet Manager click Add Claimant
  2. On the new form click Select Project and find the project you wish to copy the users from
  3. Choose the Rate of Pay for the claimants from the drop down box
  4. Individual Claimants, Approvers and Admins can then be added and removed, and rates of pay adjusted.

 

How to approve claims made

  1. In Timesheet Manager click on Claims
  2. Owners will be able to see all projects, Admin and Approvers only the projects they are assigned to.
  3. Claimants who have submitted claims will be shown on this screen. The claim can be approved or rejected using the cross or the tick. The claimant can also be emailed from this screen if you need to discuss a claim with them.
  4. By approving the claim, you submit the details to Payroll.

 

How claimants submit hours worked

  1. The student or staff will need to log in through their intranet page.
  2. Click on Timesheet Claim Form
  3. In the new window, click on Submit New Claim
  4. On the new screen, complete:
    • Payment For – choose the project from the drop down list
    • Date Worked
    • Start Time
    • Finish Time (breaks are unpaid and so should not be counted in hours worked)
  5. Click Add Row in order to add additional days worked into the claim.
  6. Tick the box to Confirm that I have worked the hours detailed.

There is a reminder on each page for Tier 4 Students not to claim over their permitted hours each week. For most Tier 4 students this will be no more than 20 hours in a term week, although there may also be restrictions on the work allowed outside of term time.