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Creating Groups

Menu Item: Group

Using the Hour Timesheet group feature is optional. Groups are used in Hour Timesheet to structure employees. Employees may be associated to one or many groups. By creating groups and assigning employees to groups, certain features and functions can be viewed by individual group instead of the company.
Creating A Group

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Group menu
  3. Click New Group or Edit Group link
  4. Enter group detail
  5. Enter group supervisor – see Note 1 below
  6. Enter group accounting role – see Note 2 below
  7. Click employee(s) to be associated to group
  8. Click the > icon 9. Click the Save button to complete.

Group Level Supervisor

The supervisor role is created to provide specific users access to features and functions within Hour Timesheet. Supervisors have access to the following: • Review Timesheet – create, approve, edit and reject employee timesheet data • Run Reports – access to real-time reporting data
Group Level Supervisors To create a group level supervisor, follow the steps below:

1. Login to Hour Timesheet as Admin

2. Navigate to Employee menu

3. Click the Assign Roles link next to the employee’s name

4. Select Supervisor from the drop down

5. Navigate to Group menu

6. If group already exists, select group from box, click Edit this Group, begin typing name of supervisor identified in steps 1-4 above in Select Supervisor box

7. If group does not exist, click Create New Group and enter group details and user’s name in Select Supervisor box.

Only users with assigned Supervisor roles will be available for selection. Groups may have multiple supervisors.

Note 1 Supervisors – System role allowing users to manage employee timesheet data. This includes approving, rejecting and editing employee timesheet data as well as running reports.

Note 2 Accountants – System role allowing users ability to export approved timesheet data to specified accounting and/or payroll software. Users with the accounting role also have access to run report.

Note 3 – By default, Admins have access to Supervisor privileges.

Web Connector Troubleshooting Guide

Web Connector Troubleshooting Guide

STEP A.  End all background processes related to QuickBooks using Task Manager.

  1. QuickBooks (Right click – End Task)
  2. Web Connector (Right click – End Task)

Task Manager

 

Step B. Delete Existing Web Connector File from Computer Using Registry Editor

  1. In Windows, enter “regedit” in the Windows search
  2. Expand the tree in this order [HKEY_CURRENT_USERSoftwareIntuitQBWebConnector].
  3. Right click QB Web Connector, click Delete

regedit

 

Step C. Set QuickBooks and related files to run as Administrator

  1. In Windows, search for Web Connector, right click, check “Run as administrator”.
  2. In Windows, search for QuickBooks, right click, check” Run as administrator”

run as admin

 

Step D. Set HTS QuickBooks Integration file to run as administrator

  1. Right click on HTS QuickBooks Integration icon from your desktop
  2. Click properties
  3. Click the Compatibility tab and check that option “Run this program as administrator”

Run QB as admin

 

Step E. Run the HTS QuickBooks Integration file (double click on desktop icon) from #4 above. When you see the screenshot below, make sure you change the selected option to the one highlighted below.

QuickBooks Authorization Prompt while setting up HTS

Step F. From your browser, login to your account of Hour Timesheet (URL used in signup process.

  1. Navigate to the Setting Menu
  2. Click the Connect to QuickBooks tab. You should now see a green text that states “Connected

Creating Associations

Creating Timesheet Associations

Menu Item: Accounting/Codes

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting → Codes sub menu

Creating charge code associations by employee will limit what each user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations, follow the steps below:

 

Map/Associate Charge Code Data

  1. Navigate to the Accounting/Codes menu
  2. Click the Create New button
  3. Select the Customer/Job to expand the list of Select Charge Codes. Select from the list the Customer/Job(s) needed for association to employee(s) REQUIRED
  4. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL
  5. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL
  6. Select the Pay Type to expand the list of Select Pay Type(s). Select from the list the Pay Types needed for association to employee(s) OPTIONAL
  7. Click the Add button

Create New Associations

 

Assign Employee Charge Codes

Creating charge code associations for each employee will limit what the user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations, follow the steps below:

  1. Navigate to the Accounting/Codes menu
  2. Place a check in the Available Authorized Charge Code(s) – created in previous setup process.
  3. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.
  4. Click the > to move the selected employees from #8 above to the selected employee list box
  5. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  6. Click the Assign button to complete.

NOTE: If no charge code associations are created, employees will have access to all codes.

Billable vs Non Billable

Tracking Billable Time in Hour Timesheet | Setup Instructions

Business Rules and Billable Time

Navigate to Settings/Timesheet tab

(check box) Restrict Employees from charging work hour in advance – When this box is checked, users will not be allowed to enter time entries for billable items on the timesheet.

NOTE: This box should be checked for DCAA compliance.

Setting Charge Codes as Billable or Non-Billable

Billable Charge Codes

Creating Employee Charge Code Associations Creating charge code associations by employee will limit what each user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees.

  1. Navigate to the Accounting/Codes menu
  2. Click the Create New button
  3. Select the Customer/Job to expand the list of Select Charge Codes. Select from the list the Customer/Job(s) needed for association to employee(s) REQUIRED
  4. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL
  5. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL
  6. Select the Pay Type to expand the list of Select Pay Type(s). Select from the list the Pay Types needed for association to employee(s) OPTIONAL
  7. Choose the Billable or Non-Billable radio button
  8. Click the Add button

Setting Employee Specific Charge Codes as Billable vs Non-Billable

This page displays the charge code associations for each employee (which limit what each user can charge to when entering hours on a timesheet). Employees can have multiple charge code associations and charge codes can be assigned to multiple employees.

  1. Navigate to the Employee/Detail menu
  2. Select the Employee from the Available Employees list box
  3. Click the edit icon for the charge code to be updated
  4. Select the Billable or Non-Billable radio button
  5. Click Ok

employee billable

Leave Management Detail

Purpose

  • Allow 1 or more leave policies to be created for each type of leave.
  • Display leave balance data to employee
  • Allow employees to use leave on timesheet
  • Restrict employees to only use balance available
  • Provide option for employee to “go negative”
  • Provide carry-over of leave from year to year
  • Provide limit “ceiling” of leave type to be accrued
  • Allow leave balance detail to be manually adjusted by admin
  • Allow supervisor/admin/accounting role access to view employee leave balance info.

Features:

Leave accruals

System uses hire date and accrual periods to calculate leave. Leave types are associated to system Pay Types. Leave time can be accrued in the following increments.

  1. Weekly
  2. Bi-weekly
  3. Semi-monthly
  4. Monthly
  5. Annually

Employee leave balance data

The following data is displayed to the user on the employee timesheet.

  1. Beginning balance
  2. Accrued to date
  3. Used to date
  4. Lost to date
  5. Balance

Employee leave balance & timesheet behavior

Timesheet behavior is dependent on setup of leave policy.

  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.
  • System will reset balance to “carry-over” value each year
  • Balance will reflect manual adjustments (if any).

View/adjust employee leave balance

Role-based access to employee leave balances.

  • Users with the supervisor, admin or accounting roles may view individual leave balances for each employee.
  • Individual employee leave data fields such as Beginning balance, accrued to date, used and lost may be manually adjusted by user.

Prerequisites

Hire Date is a required field for this feature. To enter a hire date for each employee, use the Edit feature under the Employee/Employee List/More page.

Hour Timesheet hire date screenshot

User ID – is a required field for this feature. To enter a User ID for each employee, use the Edit feature under the Employee/Employee List/More page. Note: for QuickBooks users, The user ID field is not required when setting up employees in your QuickBooks file. User Ids are also known as Employee Numbers. If your organization does not have established employee numbers system for your workforce, then any set of numbers will work in Hour Timesheet. For data security reasons, using an employee’s social security number is not advised.

user id employee profile

Roles Associated to Leave. User must have one of the following roles to setup/create new leave policies

  1. Admin
  2. Accountant

Building Blocks

  1. Leave Types

Leave types are created within the Hour Timesheet software.

  • For customers using the pay type data field, leave types are associated with pay types.
  • Employees charging to leave will select the Add Leave Hours section of the timesheet to add leave hours to a timesheet.
  • Each leave type may only be associated to 1 pay type.
  • There is no limit to the number of leave types.

 2. Leave Policy

Leave policies are created to define the rules and limitations for earning each type of leave defined in #1 above.

  • Release 3.0 covers accrual types of leave only. Earned leave will be introduced is Release 3.1.
  • Accrual leave is dependent on the employee’s hire date for calculation
  • Each leave policy must be associated to a single leave type (created in step 1)
    • Leave Rules – each leave policy must be configured with a leave rule. Leave Policies may have multiple leave rules. Leave rules consist of the following:
      1. Frequency – this field is to define the period of time in which an accrual will run. Examples (weekly, bi-weekly, semi-monthly, monthly, annually)
      2. Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.
      3. Carry Over Frequency – if leave balance carries over from one period to another, the user will be able to define the date on which the carryover occurs.
      4. Max Balance – this feature allows the user to set the maximum number of hours for each type of leave that an employee may carry on the books. Once this value is reached for each employee, the remaining hours will be accounted for as Lost
      5. Max Overdraw – this feature allows the user to define the number of hours that an employee may go “into the negative” for each type of leave.
  1. Assigning Leave

Upon completion of steps 1 and 2 above (creating leave types and leave policies), leave may now be assigned to the employees.

  • Employees will not be able to see leave types using the Add Leave Hours section on the timesheet until leave is assigned.
  • Employees will not start accruing leave created in step 2 above until leave has been assigned.
  1. Editing Leave

Employee leave balances may be manually adjusted if required.

  • Leave may be viewed by users with the Supervisor, Accounting or Admin role.
  • Leave may be adjusted by users with the Accounting or Admin role.

Leave Management Setup

Step 1. Create Leave Types

  1. Login to Hour Timesheet as Admin or Accountant role.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click   Create New Leave.
  4. Enter Leave Name. (Sample: Sick Leave Pay)
  5. Select Pay Type from drop down box. (Sample: Sick Leave)
  6. Enter Leave Description. (Sample: Sick Leave Pay)
  7. Enter Start Effective Date of new leave type. (Sample: 01/01/2018)
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Create leave screenshot

 

Step 2. Creating Leave Polices

2a. Create a New Leave Policy

  1. Login to Hour Timesheet as Admin or Accountant.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click the Leave Policy tab
  4. Click   Create New Leave Policy.
  5. Enter Policy Name. (Sample: Standard FT Sick Leave Policy)
  6. Select Pay Type from the Select Leave Type drop down box. (Sample: Sick Leave)
  7. Enter Leave Description. (Sample: Standard Sick Leave Policy for Full Time Employees)
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Create Leave Policy by Hour Timesheet screenshot

2b. Configure New Leave Policy Rules

  1. Login to Hour Timesheet as Admin or Accountant.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click the Leave Policy tab
  4. Click the +Configure Rule text next to the leave to be configured.
  5. Complete the following:
  • Leave Rule Effective From – Click the radio button for one of the two options below for this setting.
    1. From Hire Date of Employee – Runs the accrual from each employee’s hire date.
    2. After [user defined] Duration from employees hire date – Accrual for each employee will not begin until duration time is complete.
  • Frequency of Accrual – this field is to define the period of time in which an accrual will run. Examples (weekly, bi-weekly, semi-monthly, monthly, annually)
    • Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.
    • Leave Balance Carry Over Frequency – if leave balance carries over from one period to another, the user will be able to define the date on which the carryover occurs.
    • Max Balance – this feature allows the user to set the maximum number of hours for each type of leave that an employee may carry on the books. Once this value is reached for each employee, the remaining hours will be accounted for as Lost hours.
    • Max Overdraw – this feature allows the user to define the number of hours that an employee may go “into the negative” for each type of leave.
  1. Click Ok
  2. Repeat steps 1-8 above for each leave policy. In the example below, 3 leave rules have been created for a single leave policy.

Leave Rules example

Step 3. Assign Leave Type to Employee(s)

Assigning Leave Type to Employee (Leave Type ⇔ Employee) – Creating Leave associations by employee is required so that the timesheet can select “Add Leave Hours” from the employee timesheet. To assign Leave Types to an Employee:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Select Assign Leave tab.
  4. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  5. Select a Leave Type from Leave Types selection box.
  6. Select a Leave Policy from Select Leave Policy selection box.
  7. Select from the Available Employees from Available Employees selection box.
  8. Click the > to move the selected leave from above to the Selected Leaves list box
  9. Click the Assign button to complete.
  10. Repeat steps 1-9 above for each leave type.

Assigning Employee Leave Screenshot

Step 4. Manual Employee Leave Balance Adjustments

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Employee→ Detail sub menu
  3. Select Manage Leaves tab
  4. Select the employee from the Available Employees list
  5. Click the  icon to edit the balances
  6. Adjust the required data
  7. Click Ok

Managing Employee Leaves

New Site Setup Steps

Hour Timesheet Setup Guide

Hour Timesheet setup assistance is free.  Schedule your custom setup session now.  https://calendly.com/hour-timesheet/30min

Step 01: Configure Timesheet Settings/Business Rules

Step 02: Adding Users (Employees & Consultants) & Job Codes

Step 03: Assign User Roles

Step 04: Create Groups

Step 05: Map/Associate Charge Code Data

Step 06: Assign Employee Charge Codes

Step 07: Create Leave Types

Step 08: Create Leave Policies

Step 09: Assign Leave to Employees

Step 10: Create Overtime Rules

Step 11: Setting Reminders and Email Notifications

Step 12: Add/Adjust Employee Leave Balance Data

Step 13: Send Employee Invites

Step 1. Configure Timesheet Settings/Business Rules

  1. Login to Hour Timesheet as an admin
  2. Navigate to the Settings menu
  3. Click the Timesheet tab

Timesheet Settings

Timesheet Type – This is the timesheet period. Timesheet options are:

  • Weekly,
  • Biweekly,
  • Semi-monthly
  • Monthly

Start Day of the Week – This is the day of the week that you would like your timesheet to begin on (Sunday, Monday, Tuesday, etc.).

Start Time  This is the start time of the day. The default time is set to 12am. [Do not change this setting]

Business Rules

  1. Login to Hour Timesheet as an admin
  2. Navigate to the Settings menu
  3. Click the Timesheet tab

☐  Capture reason for any changes made in previous day – When this box is checked, users will be prompted to insert a reason for editing a prior day on the timesheet or failing to enter time on the current day. NOTE: This box should be checked for DCAA compliance.

☐  Restrict Employees from charging work hour in advance – When this box is checked, users will not be allowed to enter time entries for billable items on the timesheet. NOTE: This box should be checked for DCAA compliance.

 ☐ Allow employees to enter negative work hour on timesheet – This option only appears to customers using “Custom” integration. QuickBooks users are not allowed to enter negative values on timesheet.

 Track and export leave hours against charge codes – This option applies to QuickBooks users who need to associate job codes and service items to leave types.

Restrict Employee to edit/delete clock in/out value once added – This option (when checked) restricts the employee from editing in/out punches. These punches can come from mobile app, web clock or time clock.

Restrict manual entry of in/out times on timesheet for employees – This option (when checked) restricts the employee from entering in/out punches. These punches can come from mobile app, web clock or time clock.

Step 2: Adding Users (Employees & Consultants)

Option 1. QuickBooks Online

You are able to select which data elements to sync between your QuickBooks company file and Hour Timesheet.  The sync process should be run each time new data is entered in your company QuickBooks file. This tool will sync the following info:

  • Employees
  • Customer/Jobs
  • Service Items
  • Classes
  • Vendors

NOTE: Hour Timesheet does not allow Customer/Jobs, Service Items, Classes or Vendor data to be added through the Hour Timesheet software.  You must add the data to your QuickBooks company file first to sync the data.  Hour Timesheet does allow for employee data to be created using the software, but these employees WILL NOT sync timesheet data back into your QuickBooks file.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Settings menu item
  3. Click the Connect to QuickBooks tab (this article requires that the connection to your QuickBooks Online company file has already been established during the setup of Hour Timesheet.
  4. Place a check in the box next to the data that you would like imported From QuickBooks Online into Hour Timesheet
  5. Click the Import button to initiate the import process.

Option 2. QuickBooks Desktop

Hour Timesheet utilizes the QuickBooks Web Connector to enable the exchange of data between your company file in QuickBooks Desktop and Hour Timesheet.  The import process should be run each time new data is entered in your QuickBooks company file.

The import tool will sync the following:

  • Employees/Vendors
  • Customer/Jobs
  • Payroll Items
  • Service Items
  • Classes

NOTE: Hour Timesheet does not allow Customer/Jobs, Service Items, Classes or Vendor data to be added through the Hour Timesheet software.  You must add the data to your QuickBooks company file first to sync the data.  Hour Timesheet does allow for employee data to be created using the software, but these employees WILL NOT sync timesheet data back into your QuickBooks file.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Settings menu item
  3. Click the Connect to QuickBooks tab
  4. Click the Request for Import button to initiate the import process.
  5. Open your QuickBooks company file and navigate to the File/Update Web Services menu item.
  6. Place a check in the box next to the Hour Timesheet Web Connector and click the Update Selected button.

NOTE: The import process is not immediate and may take some time (up to 60 minutes). Once the data import process is complete, you will receive an email with the details of the import.

Option 3. Stand-Alone (no sync with payroll software)

Adding Employees

  1. Login to Hour Timesheet as Admin
  2. Navigate to the Employee menu
  3. Click on Employee List
  4. Click the New Employee Button
  5. Complete the fields below
  6. Select the Ok button and repeat steps 1-5 for each employee

Defining Timesheet Drop Down Labels

Timesheet Drop Down Labels are used to define data elements on employee timesheet. Up to 5 different data elements may be tracked in Hour Timesheet. Minimal setup must include at least 1 level. NOTE: These are timesheet heading only. Specific company data to be tracked will be created in the next step of the process.

  1. Login to Hour Timesheet as Admin
  2. Navigate to the Accounting/Codes/Manage Charge Code tab
  3. Click on Create New
  4. Repeat this process for each of the timesheet headings (labels) that are required to appear on the timesheet for the employee(s)

Adding Company Specific Data to Track on Timesheet

  1. Login to Hour Timesheet as Admin
  2. Navigate to the Accounting/Codes/Manage Charge Code tab
  3. Click on the Timesheet Drop Down Label that you would like to add data for. In the example above, the user is going to add a new “Cost Center” by clicking on “Cost Center in the left-hand box then moving to the right-hand box and clicking the Create New “Cost Center” link in the middle of the right-hand box/screen.
  4. Repeat this process for each of the items needed to track time against.

Adding Pay Types

Pay Types are separated into 3 different categories. The pay type categories are:

  • Regular (examples: Hourly, Salary, G&A, Overhead, B&P, etc.
  • Overtime (examples: 1.5 OT, Double OT)
  • Leave Related (examples: Sick, PTO, Vacation, Holiday, Bereavement, Military)
  1. Login to Hour Timesheet as Admin
  2. Navigate to the Accounting/Codes/Manage Pay Type tab
  3. Select the Regular Pay Type under the Pay Type Heading. Click the Create Regular Pay Type button for each of the regular pay type needed on the employee timesheet
  4. Select the Overtime Pay Type under the Pay Type Heading. Click the Create Overtime Pay Type button for each of the overtime pay type needed on the employee timesheet
  5. Select the Leave Type Pay Type under the Pay Type Heading. Click the Create Leave Related Pay Type button for each of the leave pay type needed on the employee timesheet
  6. The box in the middle of the screen will display created pay types once they are added to the software.

Step 3. Assign User Roles

Hour Timesheet Roles

After setting up your new site, you will need to establish system roles. By default, all users are assigned the employee role and the creator of the site is assigned the Admin role.

Employees – System role allowing users access to individual timesheet entry, leave request and reporting feature

Supervisors – The supervisor feature is created to provide specific users access to features and functions within Hour Timesheet. Supervisors have access to the following:

  • Review Timesheet – create, approve, edit and reject employee timesheet data
  • Run Reports – access to real-time reporting data
  • Approve Employee Leave Request

Admin– System role allowing management of data to/from company payroll file. The admin role is also responsible for all system setting such as overtime settings, timesheet period and notifications settings. The Admin role can export approved timesheet data to specified accounting and/or payroll software, run reports as well as associate charge codes, leave types and payroll items to groups and employees.

Setting User Roles

  1. Login to Hour Timesheet as an admin
  2. Navigate to the Employee List menu
  3. Identify the users from the list that are Supervisors, Accountants or Admins and click the Assign Roles link.

Step 4. Create Groups

Using the Hour Timesheet group feature is optional.  Groups are used in Hour Timesheet to structure employees. Employees may be associated to one or many groups.  By creating groups and assigning employees to groups, certain features and functions can be viewed by individual group instead of the company.

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Group menu
  3. Click New Group or Edit Group link
  4. Enter group detail
  5. Enter group supervisor – see Note 1 below
  6. Click employee(s) to be associated to group
  7. Click the > icon
  8. Click the Save button to complete

Note 1 Supervisors – System role allowing users to manage employee timesheet data. This includes approving, rejecting and editing employee timesheet data as well as running reports.

Note 2 – By default, Admins have access to Supervisor privileges.

Step 5. Map/Associate Charge Code Data

  1. Navigate to the Accounting/Codes menu
  2. Click the Create New button
  3. Select the Customer/Job to expand the list of Select Charge Codes.  Select from the list the Customer/Job(s) needed for association to employee(s) REQUIRED
  4. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL
  5. Select the Class list to expand the list of Select Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL
  6. Select the Pay Type to expand the list of Select Pay Type(s). Select from the list the Pay Types needed for association to employee(s) OPTIONAL
  7. Click the Add button

Step 6. Assign Employee Charge Codes

Creating charge code associations for each employee will limit what the user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations, follow the steps below:

  1. Navigate to the Accounting/Codes menu
  2. Place a check in the Available Authorized Charge Code(s) – created in previous setup process.
  3. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.
  4. Click the > to move the selected employees from #8 above to the selected employee list box
  5. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  6. Click the Assign button to complete.

NOTE: If no charge code associations are created, employees will have access to all codes.

Step 7. Create Leave Types

Leave Types created in Hour Timesheet are associated with leave payroll items previously created in your accounting software. To create a leave type in Hour Timesheet:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Click Create New Leave
  4. Enter Leave Name
  5. Select Pay Type from drop down box (this should be the list of leave pay types imported from QB)
  6. Enter Leave Description
  7. Enter Start Effective Date of new leave type
  8. Click the Save button to complete.
  9. Repeat steps 1-6 above for each leave type.

Step 8. Create Leave Policies

Types of Leave Managed by Hour Timesheet

  • Accrued Leave
  • Earned Leave
  • Comp Time

Creating Leave Polices

  1. Login to Hour Timesheet as Admin or Accountant.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click the Leave Policy tab
  4. Click   Create New Leave Policy.
  5. Enter Policy Name. (Sample: Standard FT Sick Leave Policy)
  6. Select Pay Type from the Select Leave Type drop down box. (Sample: Sick Leave)
  7. Enter Leave Description. (Sample: Standard Sick Leave Policy for Full Time Employees)
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Configuring Leave Policy Rules

  1. Click the Leave Policy tab
  2. Click the +Configure Rule text next to the leave to be configured.
  3. Complete the following:
  4. Leave Rule Effective From – Click the radio button for one of the two options below for this setting.
    1. From Hire Date of Employee – Runs the accrual from each employee’s hire date.
    2. After [user defined] Duration from employees hire date – Accrual for each employee will not begin until duration time is complete.
  5. Frequency of Accrual – this field is to define the period of time in which an accrual will run. Examples (weekly, bi-weekly, semi-monthly, monthly, annually)
  6. Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.
  7. Leave Balance Carry Over Frequency – if leave balance carries over from one period to another, the user will be able to define the date on which the carryover occurs.
  8. Max Balance – this feature allows the user to set the maximum number of hours for each type of leave that an employee may carry on the books. Once this value is reached for each employee, the remaining hours will be accounted for as Lost hours.
  9. Max Overdraw – this feature allows the user to define the number of hours that an employee may go “into the negative” for each type of leave.
  10. Click Ok
  11. Repeat steps above for each leave policy.

Notes:

  • Timesheet behavior is dependent on setup of leave policy.
  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.
  • System will reset balance to “carry-over” value each year

Step 9.  Assign Leave Type to Employee(s)

Users with the supervisor, admin or accounting roles may view individual leave balances for each employee.

  • Employees will not be able to see leave types using the Add Leave Hours section on the timesheet until leave is assigned.
  • Employees will not start accruing leave until leave has been assigned.

Assigning Leave Type to Employee

Creating Leave associations by employee is required so that the timesheet can select “Add Leave Hours” from the employee timesheet. To assign Leave Types to an Employee:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Select Assign Leave tab.
  4. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  5. Select a Leave Type from Available Leaves selection box.
  6. Select a Leave Policy from Select Leave Policy selection box.
  7. Select from the Available Employees from Available Employees selection box.
  8. Click the > to move the Employee(s) to the Selected Employees list box.
  9. Click the Assign button to complete.
  10. Repeat steps 1-9 above for each leave type.

Step 10. Create and Assign Overtime Rules

This feature allows the system admin to establish a business rule to set a threshold on the timesheet so that employees are forced to charge time to an “overtime” pay type once certain criteria is met (defined by the rule).  Once configured; the employees will be notified upon timesheet entry that hours must be moved to a pay type associated with overtime. These hours will be identified in RED on the timesheet to the employee

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Settings/Overtime Rules tab
  3. Click Create New Overtime Rule
  4. Enter Rule Name (description of rule)
  5. Identify Pay Type(s) included in OT – these pay types should be the pay types associated with core hours (Regular, Hourly, etc.). This setting allows for multiple pay types to be identified.
  6. Select check box with Rule Option.  This setting allows the user to select a “Daily” or “Weekly” overtime Click Ok.
  7. Identify Pay Types from drop down box that contain the overtime pay type that must be used once a user has exceeded the daily and/or weekly overtime rule.

Assigning OT Rules

  1. Click the rule from the drop-down box
  2. Move the Employees from the Available box to the Selected box – these can be selected one at a time or be filtered by group.
  3. Click Assign

Step 11. Setting Reminders and Email Notifications

The following notifications are available in Hour Timesheet. By default, they are toggled to the off position for all new accounts.

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Settings/Notifications tab
  3. Toggle rule(s) to On
  4. Click Update to save changes

Step 12. Add/Adjust Employee Leave Balances

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Employee/Detail menu
  3. Select Manage Leaves tab
  4. Select the employee from the Available Employees list
  5. Click the icon to edit the balances
  6. Adjust the required data
  7.  Click Ok

Step 13. Sending Employee Invites

Hour Timesheet will import your company’s employee list during the initial data import process. If syncing with QuickBooks, the email address must be populated from within your QB company file then synced to Hour Timesheet. Employees will use an email address as a login to Hour Timesheet.  Each employee will be emailed a signup invitation link and will be able to complete the self-sign-up process by following the steps below:

  1. Login to Hour Timesheet as Admin
  2. Navigate to the Employee menu
  3. Enter employee email address (if missing)
  4. Click More
  5. Click Send Invite.
  6. At this time, the employee will receive an email invitation containing a Sign-Up link

Timesheet Status Options

There are 3 different status’s file employee self-sign-up email invitations from Hour Timesheet

  1. Pending Invite – the employee has not been sent an email invitation to sign up for Hour Timesheet.  An email address must be in the email address field to trigger the Send Invite process.
  2. Invitation Sent – the email invitation has been initiated from Hour Timesheet. The status will remain unchanged until the employee completes the sign-up process.
  3. Signed Up – the employee has received the email and clicked the Sign-Up button to initiate the signup process.  The link in the email will expire within 72 hours. If necessary, the Admin can resend the sign-up invitation to the employee.

Web Connector Installer for QuickBooks Desktop Integration

Simple Timesheet Setup for QuickBooks Desktop Integration

The Web Connector is a built-in add on service that works with the following versions of Intuit and QuickBooks Desktop versions:

QuickBooks Enterprise Solutions (2015 or later)
QuickBooks Premier (2015 or later)
QuickBooks Pro (2015 or later)

If you have other applications exchanging data with your QuickBooks Desktop, you will already have a version of the connector downloaded. Use the link below provided in the setup wizard to connect your Hour Timesheet site to the Web Connector. Follow these steps to successfully download and integrate Hour Timesheet with your QuickBooks Desktop company file.

Before you begin. Make sure QuickBooks Desktop is running on your machine and the company file that you want to connect with Hour Timesheet is open. Follow the instructions below for QuickBooks Desktop Integration (setting up the web connector)

Screen 1 – Click Download Here to begin with execution of the Hour Timesheet QuickBooks integration setup Wizard. Once download is complete, Run or Open the downloaded file from  your browser.

Hour Timesheet QuickBooks Web Connector LInk

 

Screen 2 – Click Next to continue with execution of the HTS QuickBooks Integration Setup Wizard

welcome installer SS

Screen 3 – Terms of Use Agreement. Place a check in the box “I accept the terms in the License Agreement box and click Next

End User Agreement SS

Screen 4 – Click Next to download the file to the location provided in the path. This location can be changed if required.

path ss

Screen 5 – Click Install to begin the installation process.

ready to install ss

Screen 6 – Click Finish to complete and exit the wizard.

completed installer ss

Screen 7 – You will now be prompted to enter the information captured during the completion of the  Hour Timesheet Sign Up form. Enter the domain (URL) along with the email address and password created in the 1st step of this process. Click Sign In then ‘Initiate Process’ to continue.

login creds ss

Screen 8 – You will now be prompted to allow Hour Timesheet to read and modify your company file  Make sure you change the default setting to the last option of radio buttons from the screenshot below  select Yes, always; allow access even if QuickBooks is not running (last option) from QuickBooks- Application Certificate popup window and click Continue.

timekeeping software for small business QBD Setup Instructions

 

Screen 9 – Click OK from ‘Authorize New Web Service’ to grant web service access to QuickBooks

authorize new web service

Screen 10 – After successfully adding the application to web connector, click Update Selected button from the web connector to start the import process connect to QuickBooks. If you have more than one application connected to your company QuickBooks file, you will need to locate the Hour Timesheet application from the list and place a check in the left-hand check box.

 

web connector update ss

 

Best Practice – set the check box to Auto Run and change the value in the Every_Min to 60. This will automatically sync your QuickBooks company file and your newly created Hour Timesheet site ever 60 minutes.

Final Connection Setup – Upon successful completion, the Hour Timesheet Setup Wizard will change the connection status on the screen to Connected and the Next button will be active (you can click it).

Site Setup for QuickBooks Desktop

Signing Up

Fill out the Sign Up form on our home page .  Once the form is complete, a setup wizard will walk you through the Hour Timesheet setup process. The form requires the following information:

  • First Name, Last Name
  • Cell Number
  • Email Address (this will be your primary admin user login)
  • Password
  • Company Name
  • Account Domain (this is your site URL, the system will generate your site url based on your company name)
  • Timezone

And your done! You now have your own Hour Timesheet URL

Setup Wizard

The wizard will direct you to the first step in the process. Don’t worry if you don’t have time to complete the setup now, you can come back to it at any time. You will also receive a confirmation email containing the URL and login information.  Save this email for a later date in case you don’t remember your Hour Timesheet site URL.

Display page while site is being created screenshot
Display Page While Site is Being Created

Configuration Wizard – Step 1 Timesheet Settings

Timesheet Type – This is the timesheet period. Your options are weekly, biweekly, semi-monthly and monthly.

Start Day of the Week – This is the day of the week that you would like your timesheet to begin on (Sunday, Monday, Tuesday,  etc).

Start Time – This is the start time of the day. The default time is set to 12am.

Capture reason for any changes made in previous days time (check box) – When this box is checked, users will be prompted to insert a reason for editing a prior days timesheet or failing to enter time on the current day. NOTE: This box should be checked for DCAA compliance.

Setting Hour Timesheet Preferences Screenshot
Step 1 – Timesheet Settings

Configuration Wizard – Step 2 Overtime Calculations

Calculate Weekly Overtime (check box)

Regular Hours per week* – This box should be checked for organizations who pay hourly employees. All hours exceeding the value entered in this box will automatically be classified as overtime.

Calculate Daily Overtime (check box)

Regular Hours per day* – This box is typically checked for organizations in California who are required to pay employees based on hours per day and not hours per week.

Setting Overtime Preferences Screenshot
Step 2 – Overtime Settings

Configuration Wizard – Step 3 Accounting Setup (QuickBooks Desktop)

Hour Timesheet will sync (import and export) data with your QuickBooks Desktop account using the QuickBooks Web Connector .  To sync your data, you will need access to your login credentials for your QuickBooks Desktop account.

Setting up link to QuickBooks Desktop screenshot
Step 3 – Accounting Setup

Configuration Wizard – Step 4 Import Preferences (QuickBooks Desktop)

You are now ready to select which data elements you will need to collect timesheet data against. Hour Timesheet will import Employee data by default (no check box required). You also have the ability to import Customer/Jobs, Payroll Items, Service Items, Classes and Vendors. Place a check in the box next to the data that you would like imported from your QuickBooks Desktop company file.

 

Connect to QBD Screenshot

Configuration Wizard – Step 5 Setup Web Connector (QuickBooks Desktop)

The QuickBooks Web Connector is a software application that runs on Microsoft Windows that enables Hour Timesheet to exchange data with QuickBooks Desktop.

Downloading Web Connector Link
Step 5 – Setup Web Connector

Download the Hour Timesheet QuickBooks Web Connector Installer File. (link provided in wizard). For detailed installer instructions, click the knowledge base link below.

Web Connector Installer Instructions

Upon successful completion, the Hour Timesheet Setup Wizard will change the connection status on the screen to Connected and the Next button will be active (you can click it).

successful completion, the Hour Timesheet Setup Wizard
Successful Completion, the Hour Timesheet Setup Wizard

Note: Once the import process is complete from QuickBooks Desktop a confirmation e-mail will be sent to you.

Automated email alert confirming successful import from QuickBooks
Automated email alert confirming successful import from QuickBooks

Configuration Wizard – Step 6 Identify Yourself (QuickBooks Online)

By default, you will only be given the Admin role. If you are also an end user and need to complete a timesheet, select your name in the box below. This process will give your username the employee role.

Setting up admin user as an employee
Setting up admin user as an employee

 Next Steps

Creating Groups (optional)

Assigning Supervisors to Groups

Creating Associations

Assigning Roles

Back to Knowledge Base Main

QuickBooks Desktop – Import & Export FAQ

QuickBooks Data Sync Issues

Hour Timesheet syncs with the Web Connector file provided by QuickBooks to exchange data. The following versions of QuickBooks are supported by Hour Timesheet:

QuickBooks Enterprise Solutions (2015 or later)
QuickBooks Premier (2015 or later)
QuickBooks Pro (2015 or later)

If you have other 3rd party applications exchanging data with your QuickBooks Desktop, you will already have a version of the connector downloaded. Use the link below provided in the setup wizard to connect your Hour Timesheet site to the Web Connector.

  1. QuickBooks Desktop is not Running
  2. QuickBooks and Hour Timesheet are not connected

Before you begin. Make sure QuickBooks Desktop is running on your machine and the company file that you want to connect with Hour Timesheet is open.


Back to Knowledge Base Main

Creating Custom Charge Codes

For customers who don’t connect their Hour Timesheet account to QuickBooks ONLY

Creating Labels

Labels are also known as timesheet headings. You are able to define your own labels to be displayed on the drop-down box selection on the employee timesheet.

Timesheet Labels

Follow the steps below to create Timesheet Labels

  1. Login to HTS as an admin
  2. Navigate to the Accounting/Codes/Manage Codes Page
  3. Click Add New
  4. Enter Label content
  5. Click Add
  6. Repeat steps 1-5 for each label you will need to create for timesheet entry

Add New Label

Adding Charge Codes

Once timesheet headings are created, you are now able to create charge codes. These charge codes are the items that employees will be charging time against when completing a timesheet.

Follow the steps below to create Charge Codes

  1. Login to HTS as an admin
  2. Navigate to the Accounting/Codes/Manage Codes Page
  3. Click the label you are wanting to add codes to (example…we will be adding job codes)
  4. Under Manage Job Code (right side) click the Create New Job Code (this will be the list of labels created above)
  5. Enter Job Code data and hit Save
  6. As you add new Job Codes, you will see the list populate in the middle box on the page
  7. Repeat steps 1-6 above for each of your timesheet labels that you will be tracking time against on the timesheet.

Adding Charge Codes

Adding Pay Types

You are now ready to create pay types. Hour Timesheet automatically categorizes pay types into 3 categories

  • Regular (examples…Hourly, Salary, G&A, Overhead, B&P)
  • Overtime (examples….Standard OT, unpaid OT, Double OT
  • Leave (examples….sick, vacation, PTO, Military, Holiday)

Follow the steps below to create Pay Types

  1. Login to HTS as an admin
  2. Navigate to the Accounting/Codes/Manage Pay Types
  3. Click the Pat Type Head (Regular, OT or Leave) you are wanting to add a pay type to
  4. Under Manage Regular Pay Types (right side) click the Create New Regular Pay Type 
  5. Enter Pay Type data and hit Save
  6. Repeat steps 1-5 above for each of your Pay Type that you will be tracking time against on the timesheet.

Adding Pay Types

Charge Code Mapping

Once your data has been added, you will need to setup the mapping. This process maps each of the above items to each other so that codes can be assigned to your employees.

Creating Associations

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