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EMPLOYEE TIME ENTRY
GUIDE
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Contents
1- Introduction ………………………………..….… 3
2- Login ……………………………………………….. 4
3- Basic Toolbar Icons ……………..……………… 7
4a -Navigating to your Timesheet …….………… 9
4b - Timesheet Layout ………….…………………. 10
5a-Timesheet Entry Process .…………………….. 11
5b-Adding Project to your “Favorite Folder”…... 15
6- Signing Timesheet ………………………………..17
7- Approving Timesheet ……………………………..18
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1- Introduction to Time & Expense
Welcome to the Time Entry Guide. Deltek Costpoint - Time & Expense Domain is a web-based software application that provides timesheet and expense management software for automating employee time tracking, project time tracking, and expense tracking.
Government reporting standards require businesses with government contracts to track and report the number of hours each employee spends working on a particular project. These standards require that companies have these hourly reports updated daily. Deltek Costpoint - Time & Expense Domain gives an employee the ability to report the total hours spent working on each individual project each day.
This guide will provide instructions on how to enter time to specific Direct projects per contract as well as Indirect charges such as Overhead, G&A, B&P and Leave.
We will be providing separate instructions for Expense Entry (for those who use expense reports).
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2- Login
Employees will be provided with their Deltek
Costpoint - Time & Expense Domain login
instructions prior to go-live.
Click on the below link provided:
https://www.costpointfoundations.com/B2BWORKFORCE/port
al.html
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Click on the “Employees” section
and the below box will appear:
Username – Emailed provide to you
Password – New Password created by you
after you received the email with the Temp. PW which required you to change it once
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you registered with the instructions provided.
System – B2BWORKFORCECONFIG (Will
be used until we go-live with Costpoint. Once we go-live you will be provided with
new instructions of the “NEW SYSTEM” name.
Click - icon
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3- Basic Toolbar Icons
- Save (to store any changes you make on
the screen. If you are working on a record, clicking this icon refreshes the screen after saving – which will clear the input you made.
- Save & Continue (to store any changes you make on the screen. If you are working on
a record, clicking this icon retains that record after saving for further editing.
- Dropdown (Will most likely have multiple options available to select)
- Refresh – you will have the option to:
Clear All Refresh All Refresh Subtask
- Default Action – (to run an application’s
default process. You can click the drop-down arrow besides this icon to view and select available actions for the currently active screen)
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Preview (To preview a report. This con processes report previews for report applications only.
- Print Menu (To print a report screen’s default report as set up in your print options.
This icon prints report for report applications only.
- New - Create a new record or insert a new
line into a table window - Table - Display a screen or subtask in
Table View - Form - Display a screen or subtask in
Form View
- Query - This option will allow you to query/lookup for items
- Delete - Will allow you mark a selected
record/line for deletion. The record/line does not delete until you save your changes.
- Undelete - To restore a record/line that has been marked for deletion (This will only be available prior to actually saving your changes)
- Attach - Attach a document to the currently selected record.
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4a- Navigating to your Timesheet
Time & Expense
Time
Timesheet
Manage Timesheets
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4b- Timesheet Layout
1. Timesheet Header – The timesheet header
displays information such as your name,
timesheet status, revision number, timesheet
class, and timesheet period ending date. Most
fields in the header are non-editable.
2. Timesheet Hours Entry Table – Use the
timesheet grid to enter all your timesheet
charges. Use the left pane of the grid to enter
information about the projects, tasks, and so on,
that you worked on during the timesheet period.
Use the right pane to enter the number of hours
that you worked on each project, task, and so
on.
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5a. Timesheet Entry Process
Under the “Header” section click on the “New”
icon, which will now open the Timesheet and
allow you to change the “Period Ending” date if
needed (it will default to the current Period
Ending date based on the system date).
Under the “TS Hours Entry Table” section click
on the “New” icon, you will receive the following
message (Only if you are selecting a prior
W/E date you will get the below message if
you are leaving the current W/E you will not
receive this message):
Click on
Now you “TS Hours Entry Table” will display as
follow:
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You will default to the available “Line”
Scroll over to the “Project” column
If you know the project number you can input
directly in the field and the system will be
narrowing down the projects based on your
input:
Also, you can click on the “Lookup” icon
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The above option will display, which will give you
the option to either select:
Favorites = Projects you add in the section
are charges that will be recurring and will
allow you to have continues charges without
having to select every time and entry is
needed.
DIRECT PROJECT = In this folder you will
see all the project categorized as a “Direct”
project but since we have “Employee
Workforce” flagged to the project the only
projects available will be those that the
employee is specifically added to allow
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charges if not you will not see the project
available.
INDIRECT = In this folder you will see
“Charge Branch” (Sub-Folders) that will
display all indirect areas.
Once you have identified the area you believe
your Project Number resides you will select by
double clicking on the desired charge number.
The required Project Number will be displayed in
the “Project” field.
There are other fields in the timesheet line such
as: Account, Description, PLC (Project Labor
Category), Home Org, Pay Type that most of the
values will default based on employee settings.
Is some cases you may be required to change
the defaulted “Pay Type” , which you can go to
the field and click on the “Lookup” icon and
select based on values available. The “Pay Type
Code” will display and the appropriate
“Description”.
Input the hours in the date required.
Once you have completed your input of hours
you can save the record by click on the “Save”
icon .
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5b. Adding Project to your “Favorite Folder”
Once you have input a project in a line you can
select the line to add to the “Favorite” folder.
Highlight the line by clicking on the first column
within the row needed. Then click on the “Add
Line to Favorites” icon, then a
box on the bottom will display with the
information wanted.
At this stage, all you have done is added the
Project to the “Favorite” folder.
Now you will need to “Load” the Project so it can
display in future timesheets. You will need to
click on the “Load” column then click on the
“OK” ,which is located at the bottom
of the screen
Once you are done in having the Project appear
on your “Favorite” folder all you need to do is go
into your current Timesheet then click on
“Charge Favorites” icon
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Go ahead “Uncheck” in the “Load” icon then
click on the “OK” icon. This will remove
the Project for future charges within the
“Favorite” folder.
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6- Signing Timesheet
The timesheet must be completed and signed before
processing.
To sign your timesheet, complete the following
steps:
o In the Header section of the timesheet
screen, click
o The following box will display:
o
o When prompted, click the “OK” icon
and then the Signature box will display as
follow:
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7- Approving Timesheet
Once Timesheets are signed they will be
available to be approved.
Navigate to:
o Time & Expense
Time
Timesheets
Manage/Approve
Timesheets
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Any Employees that have approved
their Timesheet and they are setup
under your group “Primary Supervisor”
will appear in the middle of the screen
so you can proceed with approving their
timesheet.
Highlight the individual row of the
employee then click on the “Approve”
icon and the below box will
display:
Click on the “OK” icon, then the
record will disappear from the screen as
this screen only reflects records that
are not approved.
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You will have the option of rejecting the
timesheet by clicking on the “Reject”
icon and then you will need to
input an “Explanation /Rejection
Reason” field.
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