E-timesheets manual ARIS with edits · ARIS Solutions Electronic Timesheets Training Manual 9 4....
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ARIS Solutions Electronic Timesheets Training Manual April 2016 2015
Transcript of E-timesheets manual ARIS with edits · ARIS Solutions Electronic Timesheets Training Manual 9 4....
A R I S S o l u t i o n s
ElectronicTimesheetsTrainingManual
April20162015
08Fall
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TableofContents
ABOUTTHEELECTRONICTIMESHEETSMODULE 3
ELECTRONICTIMESHEETSAGREEMENT 3
GETTINGSTARTED 3
ENTERINGATIMESHEET 5ENTERINGATIMESHEETASACONSUMER: 5ENTERINGATIMESHEETASANEMPLOYER: 7ENTERINGATIMESHEETASANEMPLOYEE: 10ENTERINGATIMESHEETASAREPRESENTATIVE: 12
APPROVINGTIMESHEETS 14APPROVINGTIMESHEETSASACONSUMER,EMPLOYER,ORREPRESENTATIVE: 14APPROVINGTIMESHEETSASANEMPLOYEE: 16
DENYINGATIMESHEET 18
EDITINGATIMESHEET 19
TIMESHEETERRORS 21OVERLAPPINGTIMESPANS 21GREATERTHAN12HOURSONASINGLEDAY 21FUTUREDATESUBMITTED 21INVALIDSPAN 21MISSINGSTARTTIME 21MISSINGENDTIME 21TIMESHEETDOESNOTHAVEAPROGRAMSELECTED.CONSUMERMUSTSELECTAPROGRAMBYCLICKINGEDITTIMESHEET. 21
RESOLVINGATIMESHEETERROR 22
TIMESHEETWARNINGS 24
VIEWINGHISTORICALTIMESHEETS 24
RESETTINGYOURPASSWORD 25
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AbouttheElectronicTimesheetsModuleTheElectronicTimesheetsModuleisaweb-basedinterfacethroughwhichConsumers,Employers,RepresentativesandEmployeescanrespectivelyenterandviewrelevanttimesheetinformation.
ElectronicTimesheetsAgreementInordertousetheElectronicTimesheetsSubmissioninterface,aConsumer,theirRepresentativeorEmployer(ifapplicable)andtheirEmployeemustsignanElectronicTimesheetsAgreementwhichstatesthattheybothhavevalide-mailaddresses,andagreetousetheelectronictimesheetssubmissioninterfaceasamethodofsubmittingtime.
GettingStarted1. AnadminwillcreateauserfortheConsumer,Employer,EmployeeandRepresentative(if
applicable).2. TheConsumer,Employer,EmployeeandRepresentative(ifapplicable)willeachreceivean
e-mailalertingthemthattheiraccounthasbeensetup,andinstructionsforactivatingthisaccount.Eachuserwillclickaone-timeloginlinkthatexpiresafteraccesstosetupapassword.
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3. EachuserwillbepromptedtoaccepttheTermsofService,andsetupapasswordfortheiraccount.
4. OnceeachuseracceptstheTermsofServiceandcreatesapassword,heorshemaystartusingthesystem.
EnteringaTimesheetThisistheprocesstouseifyouareenteringanewtimesheet.SeebelowforhowtoaddanewtimesheetasaConsumer,anEmployer,anEmployeeoraRepresentative.Forinformationonhowto
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approveanexistingtimesheet,seepage14.Forinformationonhowtoeditanexistingtimesheet,seepage20.
EnteringaTimesheetasaConsumer:1. Logintothesystem.Selecttheappropriatepayrollschedulerangeforthetimesheetyou
wishtoenter.a. Click“CreateNewTimesheet.”
2. SelecttheappropriateEmployeeforthetimesheetyouarecreating.
3. SelecttheProgramEnrollmentforthetimesheetyouarecreating.
4. EnterinthetimesworkedbyyourEmployeeforeachday.FollowtheinstructionsatthetopoftheCreateTimesheetPageonhowtoentertime.Selecttheserviceprovidedduringthis
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shiftfromtheservicecodedropdown.
5. Afteryouhaveenteredalltimesforthepayperiod,click“CreateTimesheet.”
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6. Youwillthenbetakentoa“ShowingTimesheet”page.Youmustchecktheboxconfirming
thetimesheetiscorrect,andclick“ApproveTimesheet.”a. Ifyouneedtoeditthetimesheet,see“EditingaTimesheet”onpage20ofthismanual.b. YouareabletoaddcommentsthatwillbevisibletotheEmployeeandRepresentative
(ifapplicable).c. PleaseenteraphonenumberthatyoucanbereachedatbyyourFMSprovider.This
phonenumberwillbesavedforfuturetimesheets.
7. Thetimesheetwillnowappearinyourtimesheetindexas“WaitingforEmployeeApproval.”8. YourEmployeewillgetanemailalertingthemtoreviewthetimesheet.
a. OncetheEmployeeapprovesthetimesheet,thetimesheetwillbesubmittedtotheFMSProviderforreviewandprocessing.
b. IftheEmployeeeditsthetimesheet,itwillbesentbacktoyoutoapproveagain.
EnteringaTimesheetasanEmployer:1. Logintothesystem.SelecttheappropriateConsumerandpayrollschedulerangeforthe
timesheetyouwishtoenter.c. Click“CreateNewTimesheet.”
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2. SelecttheappropriateEmployeeforthetimesheetyouarecreating.
3. EnterinthetimestheEmployeeworkedforeachday.FollowtheinstructionsatthetopoftheCreateTimesheetpageonhowtoentertime.Selecttheserviceprovidedduringthisshiftfromtheservicecodedropdown.
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4. AfteryouhaveenteredalloftheEmployee’stimeforthepayperiod,click“CreateTimesheet.”
5. Youwillthenbetakentoa“ShowingTimesheet”page.Youmustchecktheboxconfirmingthetimesheetiscorrect,andclick“ApproveTimesheet.”
a. Ifyouneedtoeditthetimesheet,see“EditingaTimesheet”onpage20ofthismanualb. YouareabletoaddcommentsthatwillbevisibletotheConsumer,Employer,
EmployeeandRepresentative(ifapplicable).i. PleaseenteraphonenumberthatyoucanbereachedatbyyourFMSprovider.Thisphonenumberwillbesavedforfuturetimesheets.
6. Thetimesheetwillnowappearinyourtimesheetindexas“WaitingforEmployeeApproval.”7. TheEmployeewillgetanemailalertingthemtoreviewthetimesheet.
a. OncetheEmployeeapprovesthetimesheet,thetimesheetwillbesubmittedtotheFMSProviderforreviewandprocessing.
b. IftheEmployeeeditsthetimesheet,itwillbesentbacktoyoutoapproveagain.
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EnteringaTimesheetasanEmployee:8. Logintothesystem.Selecttheappropriatepayrollschedulerangeforthetimesheetyou
wishtoenter.d. Click“CreateNewTimesheet.”
9. SelecttheappropriateConsumerforthetimesheetyouarecreating.
10. Enterinthetimesyouworkedforeachday.FollowtheinstructionsatthetopoftheCreateTimesheetPageonhowtoentertime.Selecttheserviceprovidedduringthisshiftfromtheservicecodedropdown.
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11. Afteryouhaveenteredallyourtimeforthepayperiod,click“CreateTimesheet.”
12. Youwillthenbetakentoa“ShowingTimesheet”page.Youmustchecktheboxconfirmingthetimesheetiscorrect,andclick“ApproveTimesheet.”
a. Ifyouneedtoeditthetimesheet,see“EditingaTimesheet”onpage20ofthismanualb. YouareabletoaddcommentsthatwillbevisibletotheConsumerand
Representative(ifapplicable).i. PleaseenteraphonenumberthatyoucanbereachedatbyyourFMSprovider.Thisphonenumberwillbesavedforfuturetimesheets.
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13. Thetimesheetwillnowappearinyourtimesheetindexas“WaitingforConsumerApproval.”14. TheConsumerorRepresentative(ifapplicable)willgetanemailalertingthemtoreviewthe
timesheet.a. OncetheConsumerorRepresentative(ifapplicable)approvesthetimesheet,the
timesheetwillbesubmittedtotheFMSProviderforreviewandprocessing.b. IftheConsumerorRepresentative(ifapplicable)editsthetimesheet,itwillbesent
backtoyoutoapproveagain.
EnteringaTimesheetasaRepresentative:1. Logintothesystem.SelecttheConsumerforwhomyouwishtocreateatimesheet.Then
selecttheappropriatepayrollschedulerangeandclick“CreateNewTimesheet.”
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2. SelecttheappropriateEmployeeforthetimesheetyouarecreating,aswellasthe
Consumer’senrollment.
3. EnterinthetimesworkedbytheEmployeeforeachday.Selecttheserviceprovidedfromtheservicecodedropdown.FollowtheinstructionsatthetopoftheCreateTimesheetPageonhowtoentertime.
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4. Afteryouhaveenteredallyourtimeforthepayperiod,click“CreateTimesheet.”
5. Youwillthenbetakentoa“ShowingTimesheet”page.Youmustchecktheboxconfirmingthetimesheetiscorrect,andclick“ApproveTimesheet.”
a. Ifyouneedtoeditthetimesheet,see“EditingaTimesheet”onpage20ofthismanual.b. YouareabletoaddcommentsthatwillbevisibletotheConsumerandEmployee.
6. Thetimesheetwillnowappearinthetimesheetindexas“WaitingforEmployeeApproval.”7. TheEmployeewillgetanemailalertingthemtoreviewthetimesheet.
a. OncetheEmployeeapprovesthetimesheet,thetimesheetwillbesubmittedtotheFMSProviderforreviewandprocessing.
b. IftheEmployeeeditsthetimesheet,itwillbesentbacktoyoutoapproveagain.
ApprovingTimesheetsEachuserassociatedwiththetimesheetwillneedtoapproveitbeforeitcanbesubmittedforpayment.Ifyoucreatedthetimesheet,youcanapproveitimmediately.Iftheotherpartycreatesthetimesheet,
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youwillreceiveanemailalertingyouthatthereisatimesheetawaitingyourapproval.Ifanyeditsaremadetothetimesheetduringtheapprovalprocess,bothpartieswillneedtoapprovethetimesheetagainbeforeitcanbesubmitted.
ApprovingTimesheetsasaConsumer,Employer,orRepresentative:1. WhenanEmployeecreatesoreditsatimesheet,youwillreceiveane-mailpromptingyouto
logintoapprovethetimesheet.Youcanclickalinkinthee-mailtobetakendirectlytothetimesheet.
2. Reviewthetimesheetandmakesureitiscorrect.a. Youcandothisbyscrollingdownandlookingatthe“ListingTimesheetLineItems”
section.
b. Youcanalsoreviewtheweeklytotalsboxonthelefthandsideofthepage.Thesetotalswillbebrokendownbyserviceprovided.
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3. Ifthetimesheetiscorrect,checktheboxsignifyingyoursignature,andclick“ApproveTimesheet.”Youcanenteranycommentsatthistime.Ifyouhavenotyetenteredaphonenumber,youmayenteritnow.
4. Ifthetimesheetisincorrect,youcaneitherclick“Denytimesheet”oryoucanclick“EditTimesheet.”Tolearnhowtoeditatimesheetseepage20ofthismanual.
5. IftheEmployeehasalreadyapprovedthetimesheetitwillgointoastatusof“ApprovedbyBothParties.”IftheEmployeestillneedstoapprovethetimesheet,itwillgointoastatusof
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“WaitingforEmployeeApproval,”andtheEmployeewillreceiveane-mailnotificationalertingthemthatthereisatimesheetawaitingtheirapproval.
6. OnceyourtimesheethasbeenreviewedbytheFMSprovideritsstatuswillchangeto,“Submitted.”
ApprovingTimesheetsasanEmployee:1. WhenaConsumerorRepresentativecreatesoreditsatimesheet,youwillreceiveane-mail
promptingyoutologintoapprovethetimesheet.Youcanclickalinkinthee-mailtobetakendirectlytothetimesheet.
2. Reviewthetimesheetandmakesureitiscorrect.a. Youcandothisbyscrollingdownandlookingatthe“ListingTimesheetLineItems”
section.
b. Youcanalsoreviewtheweeklytotalsboxonthelefthandsideofthepage.Thesetotalswillbebrokendownbyserviceprovided.
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3. Ifthetimesheetiscorrect,checktheboxsignifyingyoursignature,andclick“ApproveTimesheet.”Youcanleaveanycommentsatthistime.Ifyouhavenotyetenteredaphonenumber,youmayenteritnow.
4. Ifthetimesheetisincorrect,youcaneitherclick“Denytimesheet”oryoucanclick“EditTimesheet.”Tolearnhowtoeditatimesheetseepage16.
5. IftheConsumerorRepresentativehasalreadyapprovedthetimesheetitwillgointoastatusof‘ApprovedbyBothParties.’IftheConsumerstillneedstoapprovethetimesheet,itwillgointoastatusof“WaitingforConsumerApproval,”andtheConsumerwillreceiveane-mailnotificationalertingthemthatthereisatimesheetawaitingtheirapproval.
6. OnceyourtimesheethasbeenreviewedbytheFMSproviderthestatuswillchangeto“Submitted.”
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DenyingaTimesheetYoumayneedtodenyatimesheetifatimesheetwascreatedforyouinerror.Forexample,ifyouareaConsumerandyourEmployeecreatesatimesheetforapayperiodinwhichhe/shedidnotwork.Orifyoucreateatimesheetandrealizeyourassociateduserhasalreadycreatedthistimesheet,andyounowhaveaduplicateinthesystem.Ingeneral,mostissueswithatimesheetcanbecorrectedbyEditingthetimesheet,suchasifyouenterincorrectshifts,orevenassignthewrongusertothetimesheet.Tolearnmoreabouteditingatimesheet,seepage20.
1. Click“Show”fromthetimesheetindexnexttothetimesheetyouwishtodenytogotothetimesheet’sshowpage.
2. Click“Deny.”Youmayenteracommentwhichwillbevisibletoallassociatedusers.
3. Yourtimesheetwillnowswitchintoastateof“DeniedByUser.”Thiswillshowwhodeniedit,theEmployee,Consumer,Employer,orRepresentative.
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EditingaTimesheetYoumayneedtoeditatimesheetforafewreasons,suchasifyoucreatethetimesheetandimmediatelyrealizeyouenteredashifttimeincorrectly,orifyouarepromptedtoapproveatimesheetandnoticeanerror.Youcanalsocontinuallyupdatethetimesheetthroughoutthepayperiod,ifyouwouldliketokeeptrackoftimeworkedasithappens.Eachtimeatimesheetiseditedandapproved,ane-mailwillbesenttotheotherpartyalertingthemthatatimesheetisawaitingtheirapproval.
1. Click“Show”fromthetimesheetindextogotothetimesheet’sshowpage(youalsohavetheoptiontoeditatimesheetimmediatelyaftercreation,beforeyouevenacceptit).
2. Click“EditTimesheet.”
3. Fromhere,youcanaddordeleteashift,adjuststartandendtimes,orevenchangetheConsumer/EmployeeonthetimesheetifyouaccidentallycreatedtheTSforthewronguser.Youmayalsoleaveacommentexplainingyourchanges,whichwillbevisiblewhentheEmployee,Consumer,EmployerorRepresentative(ifapplicable)ispromptedtoapprovethetimesheet.
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4. Click“UpdateTimesheet.”
5. Oncethetimesheetisaccurate,checktheboxsignifyingyoursignatureandclick“Approve
Timesheet.”6. Ane-mailwillimmediatelybesentalertingtheotherpartythatatimesheetisawaitingtheir
approval.
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TimesheetErrorsFindbelowalistoferrorsthattheElectronicTimesheetsModulewillcatchwhencreatingatimesheet.Youmustresolveallerrorsbeforethesystemwillallowyoutoapprovethetimesheet.
OverlappingTimeSpans1. Thiserrorwillappearifyouenteroverlappingshiftswithinthesametimesheet.For
example,ifyouenterashiftof8am-1pmandthen12pm-4pmonthesameday.12PMto1PMisoverlapping,sothetimesheetwillreceivethiserror.
Greaterthan12hoursonasingleday1. ThiserrorwillappearifaConsumerreceivesmorethan12hoursofserviceinasingleday.
FutureDateSubmitted1. Thiserrorwillappearifauserattemptstosubmitatimesheetwithdatesofservicethatfall
afterthesubmissiondate.Forexample,ifthetimesheetissubmittedonJune1st,2015,andthetimesheetincludesashiftworkedonJune3rd,thiserrorwillbegenerated.
InvalidSpan1. Thiserrorwillappearifauserentersashiftwherethestarttimeisaftertheendtime,or
wherethestarttimeequalstheendtime.Forexample,ifyouattempttoenterashiftfrom4pm-11amonthesamedateofservice.
MissingStartTime1. Thiserrorwilltriggerifashiftisenteredwithnostarttime.
MissingEndTime1. Thiserrorwilltriggerifashiftisenteredwithnoendtime.
Timesheetdoesnothaveaprogramselected.Consumermustselectaprogrambyclickingedittimesheet.
1. ThiserrorwillappeariftheEmployeeenteredthetimesheetandtheConsumerisenrolledinmultipleprograms.TheConsumermustselecttheapplicableprogramforthepayperiod.
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Hereisanexampleofwhatatimesheetwitherrorswilllooklike.Theshiftswitherrorswillbehighlighted:
ResolvingaTimesheetErrorBelowarethestepsyouwilltaketoresolveatimesheetwithanerror.Thestepswillvaryslightlydependingonwhattheerroris.
1. Gothetoshowpageofatimesheetwithanerrorandclick“Edittimesheet.”
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2. Theshift(s)witherrorswillbehighlightedinpink,althoughyouwillstillhavetheoptiontoeditothershiftsaswell.Youmayaddacomment,whichwillbevisibletoallparties.Thenclick“UpdateTimesheet.”
3. Oncethetimesheetisaccurate,checktheboxsignifyingyoursignatureandclick“ApproveTimesheet.”
4. Ane-mailwillimmediatelybesentalertingtheotherpartythatatimesheetisawaitingtheirapproval.
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TimesheetWarningsTimesheetWarningswillappearifyoucreateashiftthatexceeds12hours,orifyousubmitatimesheetbeforethepayperiodisover.TimesheetWarningswillnotpreventyoufromapprovingthetimesheetasTimesheetErrorsdo.
1. FindbelowanexampleofwhataTimesheetWarningwilllooklike.Anyshiftattachedtothewarningwillbehighlightedinyellow.
2. Iftheshiftworkedisintentionallymorethan12hours,youcanignoretheTimesheetWarningandApprovethetimesheet.Iftheshiftwassupposedtobelessandan“AM”or“PM”wasmistyped,youcaneditthetimesheettocorrectthisandtheWarningwilldisappear.
ViewingHistoricalTimesheets1. Consumers,Employees,EmployersandRepresentativescanviewtheiroldtimesheetsand
thetimesheet’scorrespondingstatuses.2. Todoso,simplyloginandviewyourtimesheetindex.Notimesheetswillbedeletedfrom
thisindex.3. ForanEmployeeorRepresentativewithmultipleConsumers,youwillbeabletoseeall
timesheetspertainingtoallofyourConsumers.LikewiseforaConsumerwithmultipleEmployees,youwillbeabletoseeallofyourtimesheetspertainingtoallofyourEmployees.
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ResettingYourPassword1. GototheloginpagefortheElectronicTimesheetswebsite.2. Click“ForgotYourPassword?”
3. Enteryoure-mailaddressthatisregisteredwiththeElectronicTimesheetsSubmissionSystem,andthenclick“Sendmeresetpasswordinstructions.”
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4. Youwillreceiveane-mailwithinafewminutespromptingyoutosetupanewpassword.
Clickthelinkinthee-mail.
5. Enteryournewpasswordandconfirmit.Thenclick“ChangeMyPassword.”
