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Exporting Timesheet Data (CSV File)

Exporting Timesheet Data Using a CSV File

Menu Item: Export

Time entries created in Hour Timesheet can be exported to your accounting/payroll software.  Follow the instructions below for exporting timesheet data from Hour Timesheet.

Login to your Hour Timesheet login page as user with admin or accountant role

Navigate to the Export Timesheet menu item

Place a check in the box next to the timesheet(s) that you would like to export

Click the Export Selected button to begin the sync process.

A pop-up box will appear confirming the records to be exported.

Click the Export button to complete the export process request

Custom Export [Video clip]

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Supervisors – Purpose and Features

Global Level Supervisor vs Group Level Supervisor

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

Receive Notifications – receive event-based and time-based email alerts


Assigning users to Supervisor Role

Global Level Supervisors – Users assigned the supervisor role will have access to the Timesheet Review menu once logged in. To assign a global 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 supervisor’s name

4. Select Supervisor from the drop down

assign supervisor role screenshot


Group Level Supervisors – to create a group level supervisor, follow steps 1-4 above then follow the additional steps below:

1. Login to Hour Timesheet as Admin

2. Navigate to Group menu

3. 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

4. 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: By default, Admins have access to Supervisor privileges.

Assigning supervisors to groups screenshoet


Timesheet Review Features for a Supervisor

Create, Approve or Reject an Employee Timesheet steps:

1. Login to Hour Timesheet

2. Navigate to Review Timesheet menu

3. Click the View Details icon to edit an employee timesheet.

4. Click the the Approve button to approve a timesheet for the period. This action will add a signature row to the timesheet along with a record in the audit trail. This action will also auto generate an email to the employee if notifications have been turned on in the Settings page.

Click the the Unapprove button to remove a supervisor’s signature from a timesheet. This action will add a record in the audit trail as well as auto generate an email to the employee if notifications have been turned on in the Settings page.

Click the Reject button to reject an employee’s timesheet for the period. This action will add a record in the audit trail as well as auto generate an email to the employee if notifications have been turned on in the Settings page.

Timesheet Review screenshot


Running Reports as a Supervisor

1. Login to Hour Timesheet

2. Navigate to Report menu

3. Complete the report criteria from the drop-downs

4. Name the report

5. Click the Generate Report

6. Your report will show Processing until which time report is available

Hour Timesheet Report Display Screenshot

 


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Hour Timesheet Subscription

Monthly Charges by Hour Timesheet

Payments in Hour Timesheet are handled by Stripe. Stripe is an online payment service that accepts all major credit cards. Users of Hour Timesheet are by default given a 30-day free trial. Once the trail period is over, the admin user will need to access the payment page under the Settings menu and provide the appropriate credit card information to continue to use the Hour Timesheet software.  The site will prompt the users upon the expiration of the free trial and disable full functionality of the software.

Accounts are billed monthly and all payments are non-refundable.  To enter your payment details, follow the instructions below

1. Log in to your HTS account as an admin user

2. Navigate to the Settings Subscription/Payment tab

3. Enter your credit card information

4. Click Save

payment settings

NOTE: Once payment information is entered into HTS, the content is removed from the server for security purposes. Hour Timesheet does NOT store any payment information on the cloud. 

Pricing

For additional information on our pricing plans, visit https://www.hourtimesheet.com/pricing

Employee Overtime Options

Create and Assign Employee Overtime Rules

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


Options for capturing and calculating employee overtime on a timesheet

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.

Hour Timesheet Overtime Settings


Assigning OT Rules

Once the overtime rule has been created, you will need to assign the rule to the appropriate users. To assign employees to the newly created overtime rule, follow the instructions below:

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

Assign Overtime Rules

Smart Phone App

Hour Timesheet Mobile

Employee User Guide

Download Links

iOS Download: https://itunes.apple.com/us/app/hour-timesheet-mobile/id1411849386?mt=8 Android Download: https://play.google.com/store/apps/details?id=com.hts.app.mobile

Objective

Hour Timesheet Mobile provides remote employees access to the following functions.

  1. Clock In/Out
  2. Daily Timesheet Entries (job/leave codes)
  3. Leave Request

NOTE: Hour Timesheet Mobile includes employee features/functionality ONLY

Supported Devices

  • Android Smart Phones
  • iOS Phones
  • iPad Devices

NOT SUPPORTED: Android Tablets

Login Credentials

Only users with an existing Hour Timesheet account have access to successfully login to the Hour Timesheet Mobile App. Before logging in, users will have to create a password by clicking the link from the system generated email invitation (from the account admin). To login to your Hour Timesheet Mobile app you will need the following information:

  • Domain (DO NOT enter http:// or hourtimesheet.com)
  • Email
  • Password

Hour Timesheet Mobile Options

Option 1 Time Card

Employee Timekeeping On the Go Clock In/Clock Out without Job Tracking: Employees who are required to clock in/out daily will use this option. Users can have as many in/out pairs as needed (breaks, lunch, etc.).  This feature is optional. The default setting for this feature is OFF. To have this setting turned ON, please contact your Hour Timesheet Support Rep.           Actions Include

  • Clock In
  • Clock Out

Clock In/Clock Out with Job Tracking: Employees will be required to select a job code/project/dept/etc. upon clocking in.  Upon clocking out, the employee’s calculated time will be added to the “Hours Worked” section of the timesheet against the selected job code. This feature is optional and is hidden by default if no values are present in the in/out section of the timesheet. The default setting for this feature is ON. To have this setting turned OFF, please contact your Hour Timesheet Support Rep.  Actions Include

  • Clock “In” with job selection
  • Enter Notes (as part of Clock In process)
  • Clock “Out”

NOTE: This feature only allows the employee to see the current day’s activities. Employees can see previous day’s punches by accessing the account on a PC/Laptop using a browser-based account login.

Option 2 Timesheet HTS Mobile Timesheet

Add Hours Worked – this feature allows the user/employee to select from a predefined list of job codes to enter the duration of time (hours worked) on to the timesheet. Actions Include:

  • Selection of codes (list of customers/jobs/payroll items to charge time against)
  • Daily notes (optional)
  • Duration (hours worked)
  • Navigation buttons that allow the user to move from day-to-day to make timesheet entries for different dates (previous or future)
  • Cancel button
  • Save button

Add Leave Hours

This feature allows the user/employee to select from a predefined list of leave codes to enter on to the timesheet. Actions Include:

  • Selection of leave codes (list of leave items to charge time against)
  • Current leave balance
  • Notes (optional)
  • Duration (leave hours to be entered)
  • Navigation buttons allow the user to move from day-to-day to make timesheet entries for different dates (previous or future)
  • Cancel button
  • Save button

Submit Timesheet

This feature allows the user to submit/sign a timesheet for the current timesheet period. Actions Include:

  • Cancel button
  • Submit button

Option 3 Leave

Request Leave– this feature automates the workflow of requesting leave. Employees can:

  • Create/submit new leave request
  • View current balance
  • Add comments to leave request

 

ADP Integration

Saving ADP Exporting Settings (A One-time Requirement)

Timesheet data created in Hour Timesheet can be exported to ADP using a csv file.  To export data from Hour Timesheet, follow the instructions below.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Export/Payroll Settings menu item
  3. Complete the Payroll Settings data fields
    • Payroll System – Select ADP
    • File Identifier – Hour Timesheet will create a unique file name for you
    • Pay Frequency – Select from Weekly, Bi-weekly, Semi-monthly or Monthly
    • Enter the Company Code/Client Code
    • If additional mapping is required, select the field that maps to the Pay Types in ADP from the Earning Code/Pay Type Mapping drop down provided
    • Click Save

ADP Export Settings screenshot

Exporting Timesheet Data to ADP

  1. Navigate to the Export/Payroll Settings menu item
  2. Place a check in the box next to the timesheet(s) that you would like to export
  3. Click the Export Selected button to begin the sync process.
  4. A pop-up box will appear confirming the records to be exported.
  5. Click the Export button to complete the export process request

Custom Export [Video clip]

Inactive Users

Inactive Timesheet Users

Hour Timesheet will import your company’s employee and vendors (if selected) during the initial data import process as well as each time you sync your data. To set a inactive timesheet users, follow the steps below:

1. Login to Hour Timesheet as a user with Admin role

2. Navigate to the Employee List menu

3. Click the More button next to the name of the employee you are wanting to terminate

4. Click the “Turn Sync Off” if this user is active in your company QuickBooks file

5. Click the “Make Inactive”

inactive users

This user will no longer show up on the active employee list.  You can use the Filter button on the top of the employee page to toggle the view between user types

Timesheet Status Options

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

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.

Invitation Sent – the email invitation has been initiated from Hour Timesheet. The status will remain unchanged until the employee completes the sign-up process.

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.

Manage Charge Codes (Non QuickBooks)

Step 1. Creating Timesheet Drop Down 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

Step 2. 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

Step 3. 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

Step 4. 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.

1. Navigate to the Accounting/Codes page

2. Click Create New to map the new code

3. Select the required items from the [insert column heading 1 here] list needed for association to employee(s) REQUIRED

4. Select the required items from the [insert column heading 2 here] list needed for association to employee(s) if required

5. Select the required items from the [insert column heading 3 here] list needed for association to employee(s) if required

6. Select the required items from the Payroll Item list needed for association to employee(s) 

7. Click the Add button

8. Repeat steps 1-7 until all charge code data has been mapped and is displayed correctly in the Available Authorized Charge Code(s) box on the Accounting/Codes page. 

Employee Authorized Charge Codes

Step 5. 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.

Timesheet Approval

Timesheet Review

* Only a timesheet that has been approved by a Supervisor or Admin can be exported to payroll.

* Both Supervisors and Admins have access to approve a timesheet.

* A timesheet can be approved without an employees signature.

* Employees can not change timesheet data after a supervisor or admin has approved the timesheet.

View, Approve or Reject

Click the Approve button to approve a timesheet for the period. This action will add a signature row to the timesheet along with a record in the audit trail. This action will also auto generate an email to the employee if notifications have been turned on in the Settings page.

Click the Unapprove button to remove a supervisor’s signature from a timesheet. This action will add a record in the audit trail as well as auto generate an email to the employee if notifications have been turned on in the Settings page.

Click the Reject button to reject an employee’s timesheet for the period. This action will add a record in the audit trail as well as auto generate an email to the employee if notifications have been turned on in the Settings page.

Timesheet Review

Timesheet Status & Filters

Filters can be set to change the display of the employee list by group and by timesheet status. If no group exists then the page will default to “all”. The following filters are all “states” that an individual timesheet may be in.

Submitted  – Timesheets that have been signed by an employee.

Approved Timesheets that have been signed by the employee and a supervisor and/or admin.

Add Signature – Timesheets have been approved by at least 1 supervisor and if needed, can now be approved by a 2nd supervisor. This features is for organizations that require multiple levels of supervisors to sign off on employee timesheets.

Rejected – A timesheet that has been rejected by a supervisor or admin

Processed  -Timesheets that have been exported to a company’s payroll file will be marked with the Processed status. Once Processed, no changes can be made to the timesheet. If changes are required, a correction timesheet must be created.

Timesheet Review Filters

Correction Timesheets

Once a timesheet is Processed, the only way to change the data on the timesheet is to create a Correction timesheet.  Clicking the Create Correction link on the Review Timesheet page, a 2nd copy of the timesheet is created.  Once a correction exists, the employee and/or supervisor can make the required adjustments.  Notes about Corrections

Correction timesheets still be signed and approved.

Hour Timesheet Correction Timesheet

Employee Timekeeping Options

Collecting Timesheet Data Options

Hour Timesheet allows for various ways for employee timesheet data to be created. Below are the options for collecting time.

Web Clock – Available from desktop, tablet or smart phone browser. User clocks in and out using buttons on login page. User is required to input username and password before clocking in/out.

Hours Worked Entry – Available from desktop, tablet or smart phone browser. User logs in to application and enters hours worked against a predefined list of charge codes available in a drop down box on a timesheet. User does not utilize in/out features with this option.

Exception Based – Available from desktop, tablet or smart phone browser.  Exempt or salaried employees can track leave time as well as request days off instead of tracking hours worked.

Supervisor Entry –  Available from desktop, tablet or smart phone browser. Supervisors have access to login and enter time worked and leave taken for group employees. All time entered on an employees timesheet is tracked in a detailed audit trail displaying the user name, IP address and time and date stamp of the supervisor’s entries.

Time Clock – Employees are able to clock in and out from a physical time clock. Input reader options include PIN entry, card swipe, proximity reader and biometrics.

Phone App Included in both the iOS and Andriod app store.  App allows employees to clock in and out, take leave or just capture hours worked each day.

Web Clock with Job Selection – a kiosk type solution that allows employees to clock in and out from a computer, laptop or tablet.  Upon clocking in, the employee is able to select a job code.

 


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