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

---

Step 1.a Timesheet Settings

Timesheet Type – This is the timesheet period. Timesheet options are: Weekly, Biweekly, Semi-monthly or 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]

---

Step 1b. 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 2a. 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, and Vendors (1099’s and subcontractors)

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 2b. 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, Customer/Jobs, Service Items, Classes, Vendors (1099’s and subcontractors) and Payroll Items

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 2c. 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

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

ADMINISTRATORS– 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, ADMINISTRATORS 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 QuickBooks)

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 are: Accrued Leave, Earned Leave and 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. Complete the following:

3. Leave Rule Effective From – Click the radio button for one of the two options below for this setting.

a. From Hire Date of Employee – Runs the accrual from each employee’s hire date.

b. After [user defined] Duration from employees hire date – Accrual for each employee will not begin until duration time is complete.

4. 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)

5. Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.

6. 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.

7. 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.

8. 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.

9. Click Ok

10. Repeat steps above for each leave policy.

Notes:

Balance is reduced after timesheet is submitted at the end of each timesheet period.

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.

---

---

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.

Select 6. 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. Select 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 QuickBooks 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

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.