PDS TimeTrack Approver Manual

PDS TimeTrack Approver Manual

Table of Contents
General Information ................................................................................................................................................3 Login and URL ................................................................................................................................................3 Password Maintenance.................................................................................................................................................. 3
Timesheet Entry ........................................................................................................................................................ 5 Overview ................................................................................................................................................................. 5 Timesheet Pay Periods .................................................................................................................................. 5 Time entry calculations .................................................................................................................................. 6 Saving Timesheet Entries ............................................................................................................................................. 6 Edit Timesheet Entries ................................................................................................................................... 6 Delete Timesheet Entries ............................................................................................................................... 6 Entering In/Out Times...................................................................................................................................................6 Submitting Timesheets for Approval....................................................................................................................7
Timesheet Approvals ................................................................................................................................................ 8 Overview................................................................................................................................................................. 8 Approving Timesheets .................................................................................................................................................. 8
Reporting .............................................................................................................................................................9 Overview ................................................................................................................................................................. 9 Standard Reports ............................................................................................................................................................ 9 Running a Report.........................................................................................................................................................10 Report Actions .............................................................................................................................................. 11

General Information
Login and URL
https://timetrack.pdstech.com As a manager or timesheet approver, the username and password used to login is created by PDS and emailed directly to you upon initial setup.
Password Maintenance To reset a password when it is unknown, click on the “Reset your password” option from the login screen as shown above. If the password is known and you wish to update/change your password, the Reset Password feature is located under top right hand corner icon-->Change Password menu as shown below.
The Reset Password screen displays your full name and username as shown in the system and on reports. You have the ability to modify your password if you wish. To modify your password, you must specify your current password for security purposes. Then specify your new password that you would like to use when logging into the system. Confirm your new password by entering it again.

When finished, click the Change Password button. Your password will be changed and you will have to use the new password the next time you login to the system.

Timesheet Entry
Overview

Time Entry is located under the primary tab labeled Time as shown below and allows you to input the

hours that you worked on a single timesheet. Timesheet enables all employees to input their hours and

electronically submit them for review and approval by their manager. The email notification system

includes the following employee prompts:

Notification Description / Reason

Sent To:

Timesheet is due to be submitted

Employee

Timesheet needs to be approved

Approver

Timesheet has been approved

Employee

Timesheet has been rejected

Employee

Timesheet has been resubmitted

Approver

Timesheet is late or has not been submitted

Employee and Approver

Timesheet has been submitted, but not approved by deadline

Backup Approver

Timesheet Example

Timesheet Pay Periods
You can view your time for a single day or an entire period. Time Entry displays the period view by default. You may use the Date Arrow Icons ( ) to move backward or forward one period at a time. To enter time for a single day, click on the date range to switch to day view.
To enter time or view hours for a different day, use the Calendar in the Toolbar to jump to that day. Alternatively, you may use the Date Arrow Icons to move backward or forward one day at a time.
Keep in mind that timesheets are configured based on your role within the organization so your timesheet may vary in appearance and functionality from the one shown. The timesheet shown above is for hourly employees.

Users are able to enter time as discreet units of time that are associated with individual Projects, Assignments, Tasks, and Pay Types. Additionally, each of these time entries may also have a text comment associated with it to further specify the nature of the hours logged.
Time entry calculations
All timesheets will require you select a Pay Type. To create a time entry, select a value from each of the dropdowns shown on your timesheet. You also have the ability to specify a Comment for the time entry.
Once everything has been selected, specify the hours worked for that project on a specific date. Your timesheet will accept hour entries in HH:MM (2:35) format and convert it to decimal format (1.25 = 1:15) before processing the hours in payroll. Hours entered in decimal format will convert to HH:MM, rounding to the nearest whole minute. Values 0.5 and higher will be rounded up; values 0.49 and lower will be rounded down.
Saving Timesheet Entries
Click the Save button at the bottom of the time entry grid. The timesheet will refresh and your entries will now appear in the Current section. You may add hours to this entry either in the same day or in another day in the time period that is currently displayed.
You may create more than one time record at a time. Simply create the actual time entries for different days and/or different combinations of items and then click the Save button at the bottom of the timesheet. The timesheet will refresh and your entries will now appear in the Current section.
Edit Timesheet Entries
Click the Down Arrow to the right of the respective entry. This will allow you to change the Project, Assignment, Task, and Pay Type. You can also modify your Comment associated with the entry.
Delete Timesheet Entries
Click the Delete Icon ( ), a trash can, to the right of the respective time entry. The screen will refresh with the time entry having been removed.
Entering In/Out Times
For hourly employees, your timesheet has been configured to contain the Time In/Out feature. If so, this feature allows you to manually log the time that you begin and end your work day. You have the ability to log in and out multiple times in a single day in order to capture actual hours worked that reflect any lunch breaks.
To log the beginning of your work day, simply specify the time in the In field, including an 'a or 'p for a.m. or p.m. of the respective date. To log out, specify the time in the Out field of the respective date.

At the bottom of the Time In/Out module, you will see the total hours (calculated automatically) from logging in and out for your work day.
Along with entering your Time In/Out, you also have the standard timesheet features to enter the number of hours for specific pay types and assignments for the day. At the bottom of the standard timesheet module, you will see the total hours (calculated automatically) from entering the In/Out times. It is required that the total Time In/Out hours equal the total time spent on specific pay types and assignments for the day.
If a user needs to enter time for a shift that ends on the following day, the hours entered need to be split into two days. For example, if a user works a shift that begins at 4:00pm but ends the following day at 1:45am, the user must enter the hours ending the first day at 12:00am and beginning the following day at 12:00am. On the example below, we have a user working a regular shift on Monday but then works a night shift (split shift) on Tuesday through Saturday.
Submitting Timesheets for Approval From your timesheet, you can click the Submit for Approval button to submit your timesheet to your supervisor. This button will only appear on your timesheet if your company is using Approval Plans and if you have an approval plan assigned to you.

Once a timesheet has been submitted for approval, you may not alter any of the time records contained in that timesheet. Therefore, do not submit your timesheet until you have finished all time entry for the time period in question.
Timesheet Approvals
Overview
Time Approvals allow approvers within your organization to approve or reject users' timesheets for a particular period. After user submission, the timesheet enters the approval process and the designated approvers have approval/rejection authority over the timesheet. This section specifically discusses approving or rejecting timesheets that have been submitted by users.
Approving Timesheets
If you have approving authority for particular users' timesheets, you can see a summary of what is awaiting your approval in the Approvals section of the Toolbar as shown on the left. In this case, we have 2 time approvals waiting for our approval.

From this screen, you are able to approve and reject timesheets that are in your queue. You must first specify the search criteria for the users that you wish to approve or reject timesheets for.
You have the option to also select whether to filter for sheets awaiting your approval, all sheets, or sheets awaiting your backup approval. When finished specifying the search criteria, click the Search button. The search results will be displayed underneath the criteria.
Approve timesheets - select the timesheets and click the Approve button
Reject timesheets - select the timesheets, specify a rejection reason, and click the Reject button. View user’s timesheet - Click the respective date link under the Period column.
Reporting
Overview The reporting functionality is located under the Analyze tab and is limited based on your role within the company. The main reporting sections are Standard Reports, Scheduled Reports, Saved Reports, and System Reports.
Standard Reports Standard Reports is located under Reports-->Standard Reports (as shown below).

Running a Report

To run a report, you must select the output format for that report. There are four main output formats for time reports:

•

Web - display the data as web pages that are optimized for screen display and viewing.

•

Web Printable - are similar to HTML Reports but have been optimized for printing purposes.

• Plain Text (Exported) - produce output which has been designed to be saved to your computer's

hard drive

• Microsoft Excel (.xlsx) - are designed for use with Microsoft Office and Microsoft Internet Explorer.

The report output will appear based on the option chosen from above. Once you have identified the report to run and have indicated which report output format you desire, simply click the Run Report link next to the selected report.

An HTML report appears below. Past Period and Future Period buttons navigate to desired period.