MyApex Time Management System: Contract Employee Guide · MyApex Time Management System: Contract...

MyApex Time Management System: Contract Employee Guide For Apex Systems, Apex Life Sciences, and Stratacuity Contract Employees

Overview of the MyApex Time Management System ................................................................................... 1 Registering for a User ID ............................................................................................................................... 3 The MyApex Time Management System Main Menu ................................................................................... 4

Contract Employee Portal ......................................................................................................................... 4

My Time: Time and Expense Entry ............................................................................................................... 5 Elapsed Time and Expense Entry ......................................................................................................... 6

Punch Time and Expense Entry: For California, DC, and Select Clients ............................................. 9

Punch Time and Expense Entry: For Shift Employees ....................................................................... 14

Weekly Time Card Report ....................................................................................................................... 19

Weekly Expense Report .......................................................................................................................... 21

Submitting Expenses for Approval .......................................................................................................... 23

Canadian Time Reporting Codes (TRC) ............................................................................................. 24

My Pay Section: Reviewing Payment, Direct Deposit, & Tax Info .............................................................. 26 My Personal Info Section: Updating Personal Information ......................................................................... 29 Account Info Section: Updating Password & Email .................................................................................... 32 Important Information .................................................................................................................................. 34 ** myApex Systems Mobile ** (US and Canada) ........................................................................................ 35 Downloading the myApex Systems App ..................................................................................................... 35 Login and Navigation .................................................................................................................................. 36 Recording Time and Expenses – No Hours Worked .................................................................................. 37 Recording Time and Expenses – Non Punch Time Employees ................................................................. 38

Time Entry ........................................................................................................................................... 38

Expense Entry ..................................................................................................................................... 39

Save, Submit, and Certification ........................................................................................................... 40

Recording Time and Expenses – Punch Time Employees ......................................................................... 41 Time Entry ........................................................................................................................................... 41

Multi Day Indicator Check Box ............................................................................................................ 42

Expense Entry ..................................................................................................................................... 43

Save, Submit, and Certification ........................................................................................................... 44

Contacts ...................................................................................................................................................... 45 Frequently Asked Questions ....................................................................................................................... 46

MyApex Time Management System: Contract Employee Guide

Need help or have questions? Contact Contractor Care: 866-612-2739 • [email protected]

MyApex Guide – Contract Employee – Page 1

Overview of the MyApex Time Management System Use the Time Management System to:

• Enter hours/time worked • View and update some personal information • Set up, view, and update your direct deposit • View your paycheck • Access W-4 tax information (US) • View general benefits information

Access the Time Management System that applies to you:

Apex Systems Contract Employees Visit www.apexsystems.com Click on MyApex Sign In link in upper right corner

Click the link to the Contractor Time Management System:

Apex Life Sciences Contract Employees

Visit www.apexlifesciences.com Click on MyApex Sign In link in upper right corner

Click the link to the Contractor Time Management System:

Stratacuity Contract Employees

Visit www.stratacuity.com Click on MyTime Sign In link in the top navigation bar

Click the Contract Employees link:

mailto:[email protected]

http://www.apexsystems.com/

http://www.apexlifesciences.com/

http://www.stratacuity.com/




Use this screen to: • Register for a new User ID • Login to the Time Management System • Reset password • Submit a Trouble Ticket





Registering for a User ID Click on Register for a new user ID Review and accept the Terms and Conditions of the web site Enter your Employee ID





The MyApex Time Management System Main Menu

Contract Employee Portal The MyApex Contractor Portal was created to be a 24/7 resource and a tool to help you build your career. They serve as a central location for:

• Valuable services • Training resources • Tech trends and thought pieces • Health and wellness tips • Technical community events and networking • Discounts • Nonprofit volunteer opportunities

Click here to visit the MyApex Contract Employee Portal:





My Time: Time and Expense Entry

• If NO HOURS need to be recorded for a particular week: Simply check the No Hours check box and hit Save

• To enter time select Weekly Time and Expense Entry Instructions below for:

• Time and Expense entry • Punch Time – for select clients

ATTENTION: Hours & Expenses are due into the Time Management System no later than 11:59 PM ET every Sunday





Elapsed Time and Expense Entry California, DC, and select clients and shift employees – see next section for Punch Time

Assignment – Project - Activity will default and Time Reporting Code (TRC) for hours as well. (You may only use one code per line; see List of TRC’s on the next page.) Please note some categories may be pre-filled.

Enter the correct amount of hours or expenses per day on the daily grid.

Click the +/- buttons to add additional rows to report hours and expenses that need to be recorded under a different project assignment. Comments can be updated in this section and will be specific to the row that they have been entered on. If different comments are needed for Mon and Tues, a new line will need to be added to display different comments for corresponding days.

Once all hours and expenses have been entered, click SAVE throughout the week and click SUBMIT once you have finished working for the week. (Note: If you do not click the SUBMIT button at the end of the week, the system will capture your saved entries at the deadline. At that point you cannot make any changes/updates to your entry.)

Contractor View – Elapsed Time Entry

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Certification of Time Entered

• In order to comply with legal regulations, Contract Employees are required to certify their Timecard entries for hours and meal/breaks.

• Certification on the hours entered and meal / rest break time must be recorded for legal and compliance purposes and available for reporting.

• After clicking Save you will see:

o A message that requires review to save o Notification that the time must be submitted as the next step

• After submitting, notification indicating approval is then required • Please note, once time is submitted you cannot enter or update items for the week

For each option below you must choose a) or b):

1. I have reviewed this time card and certify that it

a. accurately reflects all of the hours I worked this pay period; or

b. does not accurately reflect all of the hours I worked this pay period, and I will report the issue to Contractor Care at 866-612-2739.

2. I certify that the Company

a. provided me with the meal periods and/or rest breaks to which I am entitled on each workday reflected on this time card; or

b. failed to provide me with the meal periods and/or rest breaks to which I am entitled, and I will report the issue to Contractor Care at 866-612-2739.





• Your timecard will then be available for approval





Punch Time and Expense Entry: For California, DC, and Select Clients General Information Select your specific assignment if multiple assignments – note you may have only one

and it will default

Instructions continued next page

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Punch Time and Expense Entry: For California, DC, and Select Clients – cont.

Project and Activity will default if only one assignment. Time Reporting Code (TRC) for hours worked will populate for you.

Time In and Time Out should be recorded per day on the daily hours grid and expenses quantities or amounts should be entered (if needed for your role in the daily expense grid).

Click the +/- buttons to add additional rows for entering a different project for the same day. Comments can be updated in this section and will be specific to the row that they have been entered on. If different comments are needed for Mon and Tues, a new line will need to be added to display different comments for corresponding days.

You will be required to enter time in/time out and meal times, as well as entering the total hours worked per day.

Expenses will be entered in the Expenses and Other section. Select Project assignment and add +/- subtract days as needed



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Punch Time Time and Expense Entry Section

1.) Punch Time Section Details

• Time should be recorded in this Punch time section to indicate when you arrive (IN) and leave work (OUT).

• If time is worked past midnight and crosses over into the next day, the MultiDay check box should be checked on the day in which that work had started.

• Meals should also be recorded in the Punch grid by indicating when a meal break starts (Meal Out) and when a meal break ends (Meal In)

• When a meal is not taken, the Partial/No Meal check box should be checked, a reason from the Partial/No meal reason should be selected, and an explanation should be detailed in the comments section

• Voluntary No Meal break indicates that it was the contractor’s decision to elect not to take a break, An involuntary No meal break indicates that working through meal break may have been due to work demands or critical deadline.

• Some states/localities require specifics that are incorporated within.

2.) Expenses and Other Section Details

• Expenses are entered in this section. The Assignment –Project - Activity will default and

correct Time Reporting Code for expense should be selected. • Time Reporting Codes (TRCs) are description codes to indicate what expense is being

recorded • Enter Dollar amount or quantity in the appropriate day and add any necessary

comments.





3.) Certification of Time Entered

• In order to comply with legal regulations, Contractors are required to certify their Timecard entries for hours and meal/breaks.


4.) Save / Submit

• After clicking Save you will see:













Punch Time and Expense Entry: For Shift Employees General Information Section

1.) Select your specific assignment – note you may have only one and it will default

1





Punch Time and Expense Entry: For Shift Employees – cont.

Project and Activity will default if only one assignment. Time Reporting Code (TRC) for hours worked will populate for you.

Time In and Time Out should be recorded per day on the daily hours grid and expenses quantities or amounts should be entered (if needed for your role in the daily expense grid).

Click the +/- buttons to add additional rows for same day different project entries. Also, if different Shift is being worked select new shift code. Comments can be updated in this section and will be specific to the row that they have been entered on. If different comments are needed for Mon and Tues, a new line will need to be added to display different comments for corresponding days.

You will be required to enter time in/time out and meal times, as well as entering the total hours worked per day.

Expenses will be entered in the Expenses and Other section. Select Project assignment and add +/- subtract days as needed


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Time and Expense Entry Section Details:

1.) Shift Punch Time Entry Details

• Time should be recorded in this Punch time section to indicate when a contractor arrives (IN) and leaves work (OUT).

• Shift TRCs should be selected according to which particular shift is being worked. Shift1 Hours or Shift2 Hours etc.

• When a Shift crosses over into the next day the MultiDay check box must be checked on the day in which that work had started.

• Meals should also be recorded in the Punch grid by indicating when a meal break starts (Meal Out) and when a meal break ends (Meal In)

• When a meal is not taken, the partial/No Meal check box should be checked, a reason from the Partial/No meal reason should be selected, and an explanation should be detailed in the comments section

• Voluntary No Meal break indicates that it was the contractor’s decision to elect not to take a break, An involuntary No meal break indicates that working through meal break may have been due to work demands or critical deadline.

• CA has a distinct set of rules that detail the parameters of when a meal should be taken, how many breaks can be taken, and what to do when a meal is not taken.

2.) MultiDay Checkbox

• MultiDay Indicator box must be selected when working across multiple Days otherwise

a message box will appear indicating that the times are not in sequential order.





3.) Expenses and Other Section Details

• Expenses are entered in this section by selecting the Assignment –Project-Activity as well as the

correct Time Reporting Code. • Time Reporting Codes (TRCs) are description codes to indicate what expense is being recorded • Enter Dollar amount in the appropriate day and add any necessary comments

4.) Certification of Time Entered

• In order to comply with legal regulations, Contractors are required to certify their

Timecard entries for hours and meal/breaks.













5) Save/Submit After clicking Save you will see:








Weekly Time Card Report The Following applies to ALL CONTRACTORS – (US and Canada)

• Select Weekly Time Card Report

• Select Week ending date to Search View Timecard report





Time Card Report can be saved as PDF or printed from this view





Weekly Expense Report

• Select Weekly Expense Report

• Select Weekending date to view Expense Report





Submitting Expenses for Approval Including viewing imaged expense receipts

After entering expenses, it is important to also submit an Expense Report.

Process: 1. Enter and Save expenses as explained above. 2. Click Print Expense Report 3. Obtain approval for the expenses.* 4. Using your expense report as a cover page, place your

receipts underneath. 5. Submit one of two ways:

• Fax: 1-866-857-0201 • Scan to PDF & Email:

[email protected]

**Important: Do not submit as a jpeg.**

6. Within 30 minutes of submitting, you may click the View Expense Receipts link to ensure they were uploaded to the system.

Contact Contractor Care or your local branch if you experience any issues. * Expense approval varies by client. Your local branch representative will advise you accordingly

Tips for Scanning Our expense report recognition software is very sensitive. Please assist us keep the system running smoothly by remembering the following tips: • Expense report must be scanned with receipts underneath. Do not scan and email pages separately. • Be sure to scan straight and right side up. • Do not mark or handwrite on the expense/cover sheet. • Ensure your print outs are clean and easy to read. • Cell phone pictures may be used if cover sheet can be read as PDF. • Do not use jpeg format.

Time Reporting Codes (TRC)

Please note: These TRC codes are used on an “as needed” basis only. If you find you are in need of or you are missing a TRC code, please contact your local branch representative for assistance.

TRC Description Entry Format TRC Description Entry Format HRS Hours # of hours worked AIR Airfare Dollar amount on receipt PD Per Diem One unit per day MLS Meals Dollar amount on receipt MIL Mileage # of miles driven PHN Cell Phone Dollar amount on bill PGP On-Call/Pager Pay One unit per day PRK Parking Dollar amount on receipt TRH Travel Hours # of hours travelling SUP Office Supplies Dollar amount on receipt LDG Lodging Dollar amount of lodging bill TRV Travel Expenses Dollar amount on receipt






Canadian Time Reporting Codes (TRC) Canadian Expense TRCs are generally indicated by ‘CA’ at the beginning of the TRC. Some instances use a shared time code, such as ‘HRS’ to record regular hours worked. TRCs that have an amount type require a currency, so the US and Canada have separate TRCs for these types of TRC entry. The Canadian-specific TRCs are indicated by ‘CA’ at the beginning of the code. Please note: These TRC codes are used on an “as needed” basis only. If you find you are in need of or you are missing a TRC code, please contact your local branch representative for assistance.

TRC Description Entry Format TRC Description Entry Format HRS Hours # of hours worked CAAIR Airfare Dollar amount on

receipt CAMIL Mileage # of miles driven CAMIS Miscellaneous Dollar amount on bill CASBP On-Call/Pager

Pay One unit per day CAPRK Parking Dollar amount on

receipt CAMLS Meals Dollar Amount on Receipt CASUP Office Supplies Dollar amount on

receipt CALDG Lodging Dollar amount of lodging

bill CAMED Medical Dollar amount on

receipt Canadian Holiday Schedule by Province Canadian holidays vary slightly by Province, so the time management process incorporates those variations. These holidays are paid by entering a holiday time reporting code (TRC) for the corresponding day. If hours are worked on a holiday, enter hours worked using the appropriate TRC and the system will make calculations based on payroll rules.





Example Paycheck:





My Pay Section: Reviewing Payment, Direct Deposit, & Tax Info Use the My Pay Info section to review and update your payroll information My Pay Info > View Paycheck Use this link to review a PDF of a check My Pay Info > Direct Deposit Update your banking information:

• Select information • Update information* • Click Save

Add an account:

• Add account information • Select the percentage to be deposited

*You may only make one change per day. Please make all changes required before saving. Independent Contractors: Please reach out to your branch contact to update your direct deposit information – you will not use MyApex to update this information.





US Employee Direct Deposit

Canadian Employee Direct Deposit





My Pay Info > View W-4 Tax Information (US)





My Personal Info Section: Updating Personal Information Use the My Personal Info section to view personal information. Some updates must be made through the Contractor Care Team. My Personal Info > View Personal Information View your address, phone number, and email on file Contact Contractor Care to update this information:

866-612-2739 • [email protected]






My Personal Info > Emergency Contacts View and update your emergency contacts

My Personal Info > Disability Status Change your disability status

• Select radial button • Click Save • Selection must be made before you exit the page





My Personal Info > Personal Data Updates Add or update gender, marital status, or ethnic group

• Use the drop-down menus to select updated information • Click Save





Account Info Section: Updating Password & Email Use the links to update your account information Account Info > Change Password

Account Info > Change Password Hint

Account Info > Change email address





Account Info > Apex Terms and Conditions Terms and Conditions to use the website By using this Web site, owned and operated by Apex Systems (“Apex Systems” or “the Company”), you agree to the following Terms and Conditions. If you do not agree with these Terms and Conditions, do not use this Web site. Any unauthorized use or access to the following Web site, or computer systems, is strictly prohibited and is a criminal violation. The Company reserves the right to revise these guidelines and Terms and Conditions from time to time as the Company sees fit. You should read these Terms and Conditions each time you use this Web site. By using this Web site after the Company posts changes to the Terms and Conditions you agree to accept these Terms and Conditions, whether or not you actually review them. You should assume that everything you see or read on this Web site is copyrighted unless otherwise noted, and may not be used except as provided in these Terms and Conditions without the written permission of Apex Systems. While Apex Systems uses reasonable efforts to include accurate and up to date information in the Web site, the Company makes no warranties or representations as to its accuracy. Apex Systems assumes no liability or responsibility for any errors or omissions in the content of the Web site. Any trademarks, logos, and service marks (collectively the "Trademarks") displayed on the Web site are registered and unregistered Trademarks of Apex Systems. Nothing contained on the Web site should be construed as granting, by implication, estoppel, or otherwise, any license or right to use any Trademark displayed on the Web site without the written permission of Apex Systems. Your misuse of the Trademarks displayed on the Web site, or any other content on the Web site, except as provided in these Terms and Conditions, is strictly prohibited. You are also advised that the Company will aggressively enforce its intellectual property rights to the fullest extent of the law, including the seeking of criminal prosecution. All information you enter into this system WILL directly affect your paycheck. The data you enter will be reviewed and must be approved by your client manager or an authorized staff member of Apex Systems prior to any payment to you. When you input hours and expenses and click “save” you are certifying the accuracy and validity of these transactions. Intentionally misreporting and/or negligent reporting by you could result in immediate disciplinary action up to and including termination from Apex Systems and/or criminal prosecution. Apex Systems reserves the right, which it may or may not exercise, to review, edit, or delete any material that it deems to be inappropriate or in violation of these Terms and Conditions and to deny access to anyone who violates these Terms and Conditions. NOTWITHSTANDING THE ABOVE, APEX SYSTEMS EXPRESSLY DISCLAIMS ANY RESPONSIBILITY OR LIABILITY FOR ANY MATERIAL COMMUNICATED THROUGH THESE PAGES OR FOR ANY CLAIMS, DAMAGES, OR LOSSES RESULTING FROM THE USE THEREOF. IN NO EVENT SHALL APEX SYSTEMS, ITS EMPLOYEES OR AGENTS, OR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THESE PAGES BE LIABLE FOR ANY CLAIMS, LIABILITIES, LOSSES, AND EXPENSES OF ANY KIND INCLUDING, WITHOUT LIMITATION, ANY DIRECT, INDIRECT, INCIDENTAL, COMPENSATORY, SPECIAL, OR CONSEQUENTIAL DAMAGES. YOU ASSUME ALL RESPONSIBILITY FOR ESTABLISHING SUCH PROCEDURES FOR DATA BACK UP AND VIRUS PROTECTION AS YOU DEEM APPROPRIATE. The formation, construction and interpretation of this Agreement shall in all respects be governed by and construed in accordance with the laws of the United States and the Commonwealth of Virginia. By acknowledging your acceptance below you are agreeing to the Terms and Conditions as stated above.





Important Information Use the links to review your Benefits Summary or Required Government Notices listed by state or province. Required Government Notices (Canada – Updates for MB and AB coming soon) Review Labor Law postings by state by clicking on the link below: https://forms.netsuite.com/app/site/hosting/scriptlet.nl?script=70&deploy=1&compid=653988&h=6d5262aa43dfefb771d6&customerId=713495&token=23440188 Click Applicable State to view Government Postings Labor Law Postings will be displayed for the state selected. Click on each PDF file to display information


http://apexsystemsinc.bmetrack.com/c/l?u=6581523&e=9B8AA4&c=4A773&t=0&l=143FBCA4&email=NkKx02ztdWakPR%2FwZbJyaOqU2l8sBCmvBJcAT8xErqg%3D&seq=1

http://apexsystemsinc.bmetrack.com/c/l?u=6581523&e=9B8AA4&c=4A773&t=0&l=143FBCA4&email=NkKx02ztdWakPR%2FwZbJyaOqU2l8sBCmvBJcAT8xErqg%3D&seq=1




** myApex Systems Mobile ** (US and Canada)

Downloading the myApex Systems App The app is available for download through the Apple App Store and Google Play:





Login and Navigation Login Use your login username and password from the desktop version of the MyApex Time Management System for the myApex Systems App. Navigation Main Menu Use the Main Menu to access functions Hamburger Menu After making a selection from the Main Menu, you can use the hamburger menu to access the same functions as the drop-down navigation menu.





Recording Time and Expenses – No Hours Worked Use the No Hours Worked button to quickly note you have not worked for an entire reporting period (work week).

• Click on the No Hours Worked button

• Click Save to register No Hours Worked

WHEN TO USE THE NO HOURS WORKED BUTTON:

Only use the ‘No Hours Worked’ option if you did not work during that reporting period.

Please use the ‘Weekly Time and Expense Entry’ area to

report hours worked, as normal.





Recording Time and Expenses – Non Punch Time Employees Please see the Mobility No Hours Worked section if you did not work for an entire work week. Time Entry

• Click on the Timesheets icon.

• Click on the day of the week you want to enter time

• Click on Track Time

• Use the fields to enter time day by day





Expense Entry Select Project/Activity and Time Reporting Code to identify the type of expenses

• Use the fields to enter expenses

• Enter the amount in the corresponding date field for that type of expense

• Adding expenses: o Click the Add button

o Select Project/Activity and Time Reporting Code

o Add expense in the corresponding date field 1





Save, Submit, and Certification Enter time and expenses

• Save for future editing: o Click Save to at the bottom of the page if

you wish to add additional time and expenses at a later time.

• If Time and Expense entry are complete:

o Check the appropriate certification boxes

o Click the Submit button

o Please note time and expenses cannot be adjusted after they are submitted.

Clicking Submit will make it available for approval.





Recording Time and Expenses – Punch Time Employees Please see the Mobility No Hours Worked section if you did not work for an entire work week. Time Entry

• Click on the Timesheets icon.

• Click on the day of the week you want to enter time

• Click on Track Time

• Use the fields to enter your time:

o Use Time In / Time Out to indicate the start and end of the work day

o Use Meal Start / Meal End if a meal is taken

• If a meal is not taken: o Click No next to Meal

o Indicate reason for not taking a meal





Multi Day Indicator Check Box Work during one day

• If all work for the occurred within the same day, leave the Multi Day box clicked No

Work spans multiple days

• If you are working overnight and your work spans two days, click Yes on the Multi Day box.

• Record all time on the day in which the work began. The Multi Day indicator will allow time to be captured correctly.





Expense Entry Select Project/Activity and Time Reporting Code to identify the type of expenses

• Use the fields to enter expenses

• Enter the amount in the corresponding date field for that type of expense

• Adding expenses: o Click the Add button

o Select Project/Activity and Time Reporting Code

o Add expense in the corresponding date field





Save, Submit, and Certification Enter time and expenses

• Save for future editing: o Click Save to at the bottom of the page if

you wish to add additional time and expenses at a later time.

• If Time and Expense entry are complete:

o Check the appropriate certification boxes

o Click the Submit button

o Please note time and expenses cannot be adjusted after they are submitted.

Clicking Submit will make it available for approval.





Contacts Each branch has a designated Customer Accounting Specialist (CAS). This individual will be your primary contact for payroll questions and issues. Contact the Contractor Care team with questions regarding the time management system or benefits:

866-612-2739 ● [email protected]

Monday – Friday: 8:00 AM – 8:00 PM Eastern Saturday – Sunday: emails monitored






Frequently Asked Questions Q. Who is my Customer Accounting Specialist (CAS) and how can that person help

me? A. Each branch has a designated CAS. Please contact your local branch or Contractor Care

if you do not have your CAS contact information.

Q.

Where can I find my Contractor ID? A. Your Contractor ID can be found at the top of your Contract Employee Agreement or you

may call your Apex Systems account representative to obtain it.

Q.

When are my hours and expenses due within the MyApex? A. All hours and expenses are due no later than 11:59 PM (ET) every Sunday.

Q.

I have created my account and logged in, but the system is stating I don’t have any active assignments. What should I do?

A. This generally means our system upload hasn’t occurred or is in progress. Contact the Contractor Care team to inquire about the status or check back again later.

Q.

What else can I do within the MyApex? A. The system has many helpful features. You can:

• Access the MyApex Contract Employee Portal • Enter hours worked • Set up, view, and update direct deposit information • View paychecks • Update some personal information • View 401(k) information (US)

Benefit information can be viewed on the BenefitSolver site (US)

Q.

I’m following the instructions and entering all of my information, but I’m still having trouble creating my account or entering my hours. Who can I call to assist me?

A.

If you run into any issues, such as problems with the site or forgotten passwords, please: • Contact Contractor Care: 866-612-2739

[email protected] ●

Monday – Friday: 8:00 AM – 8:00 PM Eastern Saturday – Sunday: emails monitored

• Create a Support Ticket: You can find instructions and the link to submit a ticket on the left side of the login screen


http://www.benefitsolver.com/


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