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Notifications

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

Hour Timesheet Notifications

Timesheet Settings

Timesheet Settings

1. Login to Hour Timesheet as an admin

2. Navigate to the Settings menu

3. Click the Timesheet tab

Timesheet Settings Tab

Timesheet Settings Timesheet Type

This is the timesheet period displayed in the My Timesheet menu for each employee. Changes to this setting after timesheet data exist in your site will cause a conflict of reporting data. Please contact customer support at support@hourtimesheet.com before changing this setting if your account already has existing timesheet data. 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

Timesheet Settings Business Rules

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.

Using Web Clock to Clock In and Out

Using web clock to clock in and out

1. Clock in and out on any web enabled computer to. The Hour Timesheet web clock is a simple way to manage your employee attendance as well as restrict unauthorized overtime charging.

2. Navigate to the Hour Timesheet login page

3. Enter username

4. Enter password

5. Click the “Clock In” button to capture the current “In” time on the timesheet

6. Select the appropriate charge code. Your punch will now show as an “in” punch on the timesheet upon logging in to HTS.

7. Upon completion of the task, navigate back to the HTS login page, enter your credentials and select the Clock “Out” button. At the time of the clock “out” HTS will input the difference between the “in” and the “out” on the job selected on the “in” punch.

Select Job Code Upon Clock In

Clocking In/Out on Mobile App

View knowledge-base link for Mobile Time Clock

Employee Role – Viewing Leave Balance

Viewing Employee Leave Balance Data

1. Login to Hour Timesheet

2. Navigate to My Timesheet menu

3. Click the Leave Balance tab (see screenshot)

Employee Leave Management Software


Additional leave balance 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.


Request Leave

1. Navigate to Request Leave menu

2. Click Create New Leave Request

3. Complete the form

4. Click OK

Employee Leave Request

Manage Charge Codes (QuickBooks)

Manage Data from QuickBooks

All data in HTS originates in your company QuickBooks file. HTS does not allow the following to be entered from your HTS account.

Customer/Jobs

Service Items

Classes

Step 1. Sync (Import) New Data From QuickBooks

HTS uses an online sync function to import data from your company QuickBooks Online account to your HTS account.  To add any of the 3 items above into your HTS account, follow the steps below.

1. Open your QuickBooks Online company file

2. Enter the new data (customer/job, service item or class)

3. Login to your HTS account as an Admin

4. Navigate to the Settings/Connect to QuickBooks page

5. Click the Import button

Connect to QuickBooks

Step 2. Mapping Codes In Hour Timesheet

Upon a successful connection, your new data is now in HTS. To see the new codes in HTS, navigate to the Accounting/Codes page

1. Click Create New to map the new code

2. Select the required items from the Customer/Job(s) list needed for association to employee(s) REQUIRED

3. Select the required items from the Service Items list needed for association to employee(s) OPTIONAL

4. Select the required items from the Classes list needed for association to employee(s) OPTIONAL

5. Select the required items from the Payroll Item list needed for association to employee(s) [QuickBooks Desktop ONLY]

6. Click the Add button

Create New Associations

Step 3. 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

Employee Leave Management

Purpose and Features of Employee Leave Management

Display leave balance data to employee

Allow employees to use leave on timesheet

Allow employees to submit Leave Request

Employee Leave 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 alert 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).

Prerequisites

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

User ID – is a required field for leave management. 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 must have one of the following roles to setup/create new leave policies

Admin

Accountant

Employee Leave Management Setup

Create Leave

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


Continue to next step (configure leave policies)

Manage Data with Excel

Using Excel File to Manage Data

Hour Timesheet provides a Microsoft ®Excel template for the purpose of creating and managing account data (Employees, Charge Codes, and Pay Types). This import must be utilized if you have checked the “custom” feature in the setup wizard.

Understanding the Data Import Process

Step 1. Open the Microsoft® Excel Import File
Step 2. Prepare the file. Enter your company data

  1. Employees
  2. Charge Codes
  3. Pay Types

Step 3. Import the updated Microsoft® Excel file (your company data) in to your Hour Timesheet site.

  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 Import Data tab
  4. Click the Request for Import button to initiate the import process.

 

Importing QuickBooks Data

QuickBooks Data Import Process

Hour Timesheet utilizes the QuickBooks Web Connector to enable the exchange of data between QuickBooks Desktop an Hour Timesheet. To sync your data, you will need access to your login credentials for your QuickBooks Desktop company file.

The import tool will sync Employees, Customer/Jobs, Payroll Items, Service Items, Classes and Vendors.

1. Open your company QuickBooks company file and enter the new data.

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

3. Navigate to the Settings menu item

4. Click the Connect to QuickBooks tab

5. Click the Request for Import button to initiate the import process.

6. Toggle back to your QuickBooks company file and navigate to File/Update Web Services and run the web connector file.


NOTE 1:  Once the data import process is complete, you will receive an email with the details of the import.

NOTE 2: The import process should be run each time new data is entered into QuickBooks.

NOTE 3: Hour Timesheet does not allow Customer/Jobs, Service Items, Classes, Payroll Items 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.

NOTE 4: This article requires that the initial data sync has already been established during the setup of Hour Timesheet and that the web connector file is linked from your QuickBooks company file to your Hour Timesheet account.  See Web Connector Installer for more instructions.

Import Preferences


Import Process has started


timekeeping software free


Email Import Process Complete

Watch Video

Employee List

Employee List

Send Invites

Hour Timesheet will import your company’s employee list during the initial data import process. If present in QuickBooks, email addresses for each user will be imported.  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. 1. Login to Hour Timesheet as Admin
  2. 2. Navigate to the Employee menu
  3. 3. Enter employee email address in your company QuickBooks file (if missing) and re-sync (import) to update the data.
  4. 4. Click More
  5. 5. Click Send Invite.
  6. 6. At this time, the employee will receive an email invitation containing a Sign Up link

employee email invite

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

Assign Users (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.  Hour Timesheet consists of 4 types of users:

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

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

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.

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.

To assign roles to users, follow the steps below:

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

Edit Profile

Turn Sync Off

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

User ID – is a required field for the leave management 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.

Turn Off QuickBooks Sync

Users may be imported from QuickBooks and marked as “non-syncing” in Hour Timesheet. This feature is designed for those users who need to stay active in your company QuickBooks file yet do not need access to Hour Timesheet.

Turn Sync Off