How to complete a Timekeeper timesheet

Timesheet procedures

How to complete an electronic timesheet

September 19th, 2016

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 by you

submission by you

approval

by a PM or other designated person

posting by Payroll

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 Accounting 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 the URL:



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 US database.

Contents of these instructions

For information on: Bringing up the timesheet Filling in the timesheet Entering overtime (grades A, B, C only) Entering comments Recording IDP hours Submitting the timesheet Copying project numbers between timesheets

Turn to page: 2 4 6 7 8 10 11

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Timesheet procedures

Bringing up the timesheet

September 19th, 2016

Procedures

Step 1. 2.

Action Open Internet Explorer. On the address line, type and press Enter.

3. Click once on the link for US 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

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Timesheet procedures

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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.

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Timesheet procedures

Filling in the timesheet

September 19th, 2016

SOM policy on recording hours

Employees are to record all the hours they work during a day, even if the daily or weekly total exceeds the number of hours in their standard work week.

Where to record hours

Employees in grades D and above use the cells in the grid to record their hours, which are considered regular (Reg) hours. The illustration shows an example of 2 completed grid lines.

Employees in grades A, B, and C use the grid and also record overtime hours in a different area of the timesheet. For more information on entering overtime, see the instructions on page 6.

Procedures

Step

1.

Action 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 11.

2. Enter the phase and task numbers. Tab to the Phase

field and click the magnifying glass.

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Timesheet procedures

3. Expand the list

under the phase you want and select the task.

September 19th, 2016

4. Typically, you do not change the default labor code.

You must change it, though, if you worked outside the United States. 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.

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.

Comments

In addition to entering hours, you can record comments about them. Comments appear on the printed copy of the timesheet. For more information on comments, see page 7.

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Timesheet procedures

September 19th, 2016

Entering overtime--Employees in grades A, B, and C only

Who may record overtime

Only employees in grades A, B, and C record overtime hours in addition to regular hours. Employees in grades D and above record all hours as regular.

Procedures

Step

1. 2.

Action Enter the project numbers and the labor code. Click in the date cell where you want to enter the hours.

Result: The Reg and Ovt fields open for entry of hours for that date.

3. Enter regular and overtime hours in the fields.

Note: Use the Ovt-2 field only if you are recording hours that you worked in California.

4. To enter overtime for another date, go back to the project row and

click on the date cell. The Reg and Ovt fields are now associated with that date.

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Timesheet procedures

Entering comments

September 19th, 2016

Purpose of comments

You can choose to print comments on your 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

Step

1. 2.

Action Enter the project numbers and the labor code. 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.

Reusing comments

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.

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.

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Timesheet procedures

September 19th, 2016

Recording AXP hours -- Only For participants in the

Architectural Experience Program. (Formerly Known as IDP Intern

Development Program)

Purpose

To receive credit for work done under the Architectural Experience Program (AXP), participants must specify, in the timesheet, the type of work they did.

Procedures

Step

1. 2. 3.

Action Enter the project and task numbers and the labor code.

Enter the hours.

In the Timesheet "Comment" Field, Enter a description that contains either the acronym "AXP" or "IDP" with additional information that helps describe the AXP related hours.

IMPORTANT: Regardless of the code you use to track your hours the acronym "AXP" or "IDP" MUST be within the comment field for the AXP / IDP Tracking Labor Report to pick up the entry.

New ? Suggested Comment

AXP Descriptions list based on new Experience Areas set by NCARB

AXP Practice Management AXP Project Management AXP Programming & Analysis AXP Project Planning & Design AXP Project Development & Documentation AXP Construction & Evaluation

AXP Descriptions available in Comment dropdown

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