Smart Phone App

Hour Timesheet Mobile

Employee User Guide

Download Links

iOS Download: Apple iOS
Android Download: Google Play Store

Objective

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

Clock In/Out
Daily Timesheet Entries (job/leave codes)
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

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

Screenshot Of Hour Timesheet App - Leave Request Management 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

Before a csv file can be created from HTS for ADP, you must first provide the proper payroll items to the Hour Timesheet support desk so they can enter these codes on the back-end.

Please send the pay codes that ADP requires to support@hourtimesheet.com

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.

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

Navigate to the Export/Payroll Settings menu item

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

Navigate to the Export/Payroll Settings 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]

Inactive vs Active Users

Marking Users as Inactive in Hour Timesheet

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 user as inactive , 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

Marking Inactive Users as Active

To set an Inactive user as Inactive , 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 Filters button and select Filter by Employee Type then check the box next to Inactive Employees

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

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

6. Click the “Make Active”

inactive users

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.

View Video

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.

Screenshot Of Hour Timesheet Software - Assign Charge Codes

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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Setting up and Defining System Roles

After setting up your new site, you will now 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.

Role Definitions

1. Employees – System role allowing users access to individual timesheet entry.

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

3. Accountants – System role allowing users ability to export approved timesheet data to specified accounting and/our payroll software. Users with the accounting role also have access to run reports as well as associate charge codes, leave types and payroll items to groups and employees.

4. Features – 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.

Assigning Roles

1. Login to Hour Timesheet as an admin

2. Navigate to the Employee menu

3. Identify the users from the list that are Supervisors and/or Accountants (both are optional) and click the

4. Assign Roles link

Employee Access

My Timesheet – menu item features include:

****Clocking in/out

****Charging hours worked

****Submitting completed timesheet

****Creating correction timesheet

****Change system password

****View previous timesheet records

****Entering leave time on timesheet

Supervisor Role Features

Timesheet Review – menu item features include:

****Approve Timesheet

****Reject Timesheet

****Edit Timesheet

****Create Correction

Reports – menu item features include:

****Run Existing Reports

****Report Creation

For more information on assigning the Supervisor Role or assigning group supervisors see the following:

Assigning Supervisor Role to Groups

Accounting Role Features

Export Timesheet – menu item features include:

****Export all timesheet data (approved only)

****Export filtered timesheet data by group (approved only)

****Date selection of timesheet data to be exported

Reports – menu item features include:

****Run Existing Reports

****Report Creation

Accounting – menu item features include:

Charge Codes – charge codes (Customer, Job & Service Items) imported from accounting systems such as QuickBooks can be associated to an individual employee which result in limiting what the employee can charge to on a timesheet. All associations have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated codes.

Leave Setup – system allows user to create leave types. Once created, leave types are associated to pay types which have been imported from the accounting system. All leave types have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated leave.

Pay Types – Payroll Items imported from accounting systems such as QuickBooks can be associated to an individual employee. This mapping will define what payroll items are exported to payroll. All associations have an Effective Start Date and Effective End Date. These date define when users are able to charge to associated codes.

Admin Role Features

Settings – menu item features include:

Company Profile – page includes company address and point of contact details

Timesheet Settings – page includes timesheet type, overtime settings, timesheet start day as well as a check box for requiring reasons for late timesheet entry.

Connect to QuickBooks – page includes import button. This is the page that the admin will use to sync QuickBooks data. User can identify various data elements to import from QuickBooks. Data elements included in the import are

1) Customer & Jobs

2) Service Items

3) Payroll Items

4) Class and

5) Vendors

Manage Notifications – page includes ability to turn off/on notifications below

****Notify Employee when Supervisor/Admin approves timesheet with signature or without.

****Notify employee when Supervisor/Admin rejects timesheet.

****Notify Supervisor/Admin when employee submits timesheet for review.

****Notify Supervisor/Admin when employee un-submits timesheet.

****Notify Admin/Supervisor/Accountant/Employee when timesheet correction is created.

Manage Subscriptions/Payment – system allows user to enter and manage credit card information, coupon code, subscription plan for Hour Timesheet

Employee – list of employees imported from QuickBooks sync. Page used to manage employee email addresses, system roles by user and invitations sent to employees to sign up and begin tracking time

****Manage Employees

****Assign Employee Roles

****Send Employee Invites

Group – used in Hour Timesheet to structure employees. Employees may belong to more than one group. Groups are not required. Each groups can be associated with one or many supervisors and accountants. The following elements use the group structure (when present).

****Timesheet Review

****Timesheet Export

****Reports

****Business Rules

****Charge Code Associations

From the Group menu, users can perform the following functions:

****Create new groups

****Create new sub-groups

****Edit existing group information

****Assign supervisors to groups

****Assign accountants to groups

****Associate employees to groups

****Make groups inactive

Reports – menu item features include:

****Run Existing Reports

****Report Creation

Accounting – menu item features include:

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Exporting Timesheet Data to QuickBooks Desktop

Are you a current Hour Timesheet software user?

If yes, click here. If not, continue reading to learn more about Hour Timesheet and how we use the web connector!

QuickBooks Integration with Hour Timesheet

If you have been using QuickBooks Desktop for any amount of time, you certainly understand it has some benefits not available on other platforms. Though the push has been for everything to in the “cloud”, you know that QuickBooks Desktop serves your needs better than its competition. The good news is that Hour Timesheet’s timekeeping software seamlessly integrates with QuickBooks Desktop. We utilize the QuickBooks Web Connector to populate each employee timecard in your QuickBooks company file.

Many government contractors have tried (unsuccessfully) to pass a DCAA audit while using only the time card features that come with the QuickBooks Desktop solution. It doesn’t take much inspecting before realizing that many of the key features of DCAA timekeeping requirements are not in the product at all. Below are the top “missing requirements that make 3rd party vendors like Hour Timesheet a great choice for capturing employee timesheet data for your workforce.

Audit Trail

The Hour Timesheet employee time card contains an activity log that tracks the username, IP address and a time and date stamp of all entries made to the timesheet. QuickBooks has no audit trail at all.

Approval Processes

Hour Timesheet allows for multiple supervisor signatures to any timesheet. Employees and subcontractors in a cross functional (matrix) organization can have each supervisor approve the timesheet. QuickBooks does not include the ability to review and approve time entries by supervisors.

Charge Code Restrictions

Hour Timesheet includes the ability to limit employees to only see charge codes & track time against codes (Customer: Job, Service Item, Payroll Items) they are assigned to. This Hour Timesheet eliminates the possibility of employees charging to wrong labor cost code. QuickBooks – No charge code limitation are available.

Reason Required

Hour Timesheet employees who don’t enter work hours daily can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing a previously entered data on a timesheet in real time. QuickBooks timesheet feature does not.

Corrections

Hour Timesheet includes a correction timesheet process workflow providing alerts (emails) to supervisors and site admins when correction timesheets are created. QuickBooks – feature does not exist other than a manual entry to update the corrected data.

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How to Export Hour Timesheet data to QuickBooks

Timesheet data created in Hour Timesheet can be exported to your accounting/payroll software. To export data from Hour Timesheet, follow the instructions below. Only time sheets with the Approved status will show up on the Export page.

Export Timesheet Data to QuickBooks desktop

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

2. Navigate to the Export Timesheet menu item

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

4. Click the Export Selected button to begin the sync process.

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

6. Click the Export button to complete the export process request

Export Timesheet Data to QuickBooks desktop - confirmation pop up dialogue

NOTE: At this point the web connector will run at its auto scheduled time, if a time increment for syncing data has not been set, you will need to open the web connector file and force the update so that the payroll export created above can be imported into QuickBooks Desktop. YOUR QUICKBOOKS COMPANY FILE MUST BE OPEN FOR THE WEB CONNECTOR TO RUN SUCCESSFULLY. To force the update between Hour Timesheet and QuickBooks Desktop follow the steps below.

1. Locate and open the Web Connector on your computer

2. Place a check next to the Hour Timesheet Application

3. Click the Update Selected

Best Practice – check the Auto-Run box next to the Hour Timesheet application and set the Every_Min to “60”. This will ensure that your QuickBooks and Hour Timesheet file is synced every 60 minutes. You will need to save the Hour Timesheet password in the Web Connector as well.

Export Timesheet Data to QuickBooks desktop - web connector

Once the data has been imported to your QuickBooks Desktop file, you will receive an email confirmation message containing the a summary of the information in the export file

Export Timesheet Data to QuickBooks desktop - export email confirmation

Watch Video

For troubleshooting issues visit Reasons Why Timesheet Data Fails to Export

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Exporting Timesheet Data to QuickBooks Online

Syncing with QuickBooks Online

User Guide for Hour Timesheet QuickBooks Online Export

Before you begin:

1. Make sure your Hour Timesheet site is connected to QuickBooks Online.

2. Make sure all timesheets are approved . Only approved timesheet data ill available for the QuickBooks Online Export process

Follow the instructions below to export timesheet data from Hour Timesheet:

1. Login to your Hour Timesheet login page

2. Navigate to the Export Timesheet menu item

3. Navigate to the proper date of the timesheet period to export menu item

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

5. Click the Export Selected button to begin the sync process.

6. After successful export of data, timesheets will be displayed as Processed under the Review Timesheet menu link

Any changes to processed timesheet data will require a Correction timesheet.

export timesheets

To locate the hours in your QuickBooks Online account, you will need to navigate to the following:

Click the + New button on the top left of the main QuickBooks Online menu/dashboard.

Navigate to the Employee/Weekly Timesheet

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Setup for QuickBooks Online

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.

Configuration Wizard – Step 1 Timesheet Settings

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

Timesheet Start Date – This date/value should be set to your first weekday of your bi-weekly payroll. (note: appears in Bi-weekly selection only)

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.

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.

Configuration Wizard – Step 3 Accounting Setup (QuickBooks Online)

QuickBooks Online – Hour Timesheet will sync (import and export) data with your QuickBooks Online account. To sync your data, you will need access to your login credentials for your QuickBooks Online account.

Step 3 – Accounting Setup

Configuration Wizard – Step 4 Connect to QuickBooks (QuickBooks Online)

Click the Connect to QuickBooks box.

At this time you will be prompted to enter the Email or user ID to your QuickBooks Online account.

You will now be prompted to **Authorize** the sharing of data between Hour Timesheet and QuickBooks Online.

You are now ready to import all of your data from QuickBooks Online to Hour Timesheet. This process will import Employees by default (no check box required). You also have the ability to import Customer/Jobs, Service Items, Classes and Vendors. Place a check in the box next to the data that you would like imported From QuickBooks Online into Hour Timesheet

You have now successfully imported all of your data to your Hour Timesheet URL.

Configuration Wizard – Step 5 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.

Next Steps

New Site Setup Steps

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