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. Login to Hour Timesheet as Admin
2. Navigate to the Employee menu
3. Enter employee email address in your company QuickBooks file (if missing) and re-sync (import) to update the data.
4. Click More
5. Click Send Invite.
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:

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

Edit Profile

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

Setting up System Roles

Types of Users (Roles)

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.

Assigning User Roles

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.

Assign Roles screenshot

Employee Authorized Charge Code Associations

Charge Code Associations

Customer/Job ⇔ Service Item ⇔ Employee) – 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:

1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Accounting → Codes sub menu

3. If you do not see any codes in the Available Authorized Charge Code(s) list box then click + Create New

4. 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)

5. 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

6. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL

7. Select the Pay Type to expand the list of Select Pay Type(s) . Select from the list the Service Items needed for association to employee(s)

8. Click the Add button

9. Place a check in the Available Authorized Charge Code(s) (items created in steps 1-8 above)

10. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.

11. Click the > to move the selected employees from #9 above to the selected employee list box

12. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)

13. Click the Assign button to complete.

Watch Video

Leave Associations

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

Creating New Leave Types

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 1-8 above for each leave type.

Admin Role – Creating New Leave [Video Clip]

Creating A New Leave Policy

View Instructions of Setting Up Leave Management here

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 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.

Click the > to move the Employee(s) to the Selected Employees list box.

8. Click the Assign button to complete.

9. Repeat steps 1-9 above for each leave type.

Admin Role – Assign Leave [Video Link]

Setting up Supervisors

Supervisor Functions

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

Global Level Supervisors

Assigning 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

Group Level Supervisors

Assigning 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.

Admin Role – Assigning Group Supervisors [Video Clip]

Creating and Editing Groups

Timesheet Groups

Using the Hour Timesheet group feature is optional. Timesheet 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 as a whole.

Groups

Creating Groups

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

6. Enter group accounting role – see note 2

7. Click employee(s) to be associated to group

8. Click the > icon

9. 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 – 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 report

Employee Role – Viewing Prior Period Timesheets

Past Timesheet Data

Employee Role – Viewing past timesheet data in Hour Timesheet

1. Navigate to My Timesheet menu

2. Click the Calendar icon

3. Select the Date of the timesheet wanting to view.

Hour Timesheet View

Employee Role – Viewing Past Timesheet Data [Video Clip]

Correction Time Sheets

Once a time sheet is Processed, the only way to change the data on the time sheet is to create a Correction time sheet. 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. Correction time sheets must still be signed and approved.

Hour Timesheet Correction Timesheet

Employee Role – Submitting a Timesheet

Signing a Timesheet (Creating Electronic Timesheet Signatures)

1. Login to Hour Timesheet

2. Navigate to My Timesheet menu

3. Click Submit button

4. Click Submit again in the popup box

Employee Role – Submitting a Timesheet [Video Clip]

Upon submitting a timesheet, your manager will receive a notification that your timesheet is ready to be approved

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.

Approving Timesheet Data (as a supervisor)

To Approve an Employee Timesheet follow the step below:

1. Login to Hour Timesheet

2. Navigate to Review Timesheet menu

3. 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.

Why Approve Timesheet Data?

1. Only timesheets that have been approved by a Supervisor or Admin will be exported to payroll.

2. Both Supervisors and Admins have access to approve timesheets.

3. Timesheets can be approved without an employees signature.

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

Employee Role – Adding Leave Hours

Adding Leave Hours

1. Login to Hour Timesheet

2. Navigate to My Timesheet menu

3. Click the Add Leave Hours button

4. Select the appropriate Leave Code

5. Click Save

6. Enter Hours to appropriate date/day on timesheet

Employee Role – Charging to Leave [Video Clip]

Additional information regarding leave hours and leave balances

Leave Balances are reduced after timesheet is submitted at the end of each timesheet period.

Users 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).

Completing a Timesheet

Hour Timesheet View

Timesheet Sections

Section 1. Clock In/Clock Out (optional)

1. Employees can click the Clock In (or out) from the login page or the mobile app. Upon clocking in, the user will be prompted to choose from a list of charge codes. At the time of “Clock Out” the difference between the Clock-in and Clock-out time will be entered on the timesheet (hours worked section) next to the charge code selected at the clock in function.

2. Employees can click the Login button from the web login page. Once on the timesheet, users can manually enter Clock in/out times. These manual entries do not tie to anything in the hours worked section of the timesheet. With the manual entries of clock in/out times, the user will have to click the Add Work Hours button on the timesheet and allocate the hours worked accordingly.

This feature is optional and is hidden by default if no values are present in the in/out section of the timesheet.

Section 2. Work Hours and Leave Hours

This section is required for QuickBooks timesheet integration.

Adding Hours Worked

Adding Work Hours – this section contains a set of drop down boxes that are available once the user clicks the “Add Work Hours” button on the timesheet. These codes are referred to as “Employee Authorized Charges”. These selections are designed limited to codes each user is “authorized” to use when charging time on the timesheet.

1. Click the Add Work Hours button

2. Select the appropriate Charge Code

3. Click Save

4. Enter Hours to appropriate date/day on timesheet

5. Click the tab button on your keypad or move out of the cell to save the entry.

Adding Leave Hours – this section contains a set of drop down boxes that are available once the user clicks the “Add Leave Hours” button on the timesheet. These codes are the leave types that are available to each user of Hour Timesheet.

1. Click the Add Leave Hours button

2. Select the appropriate Leave Code

3. Enter Hours to appropriate date/day on timesheet

Copy Previous Timesheet Codes – this feature allows the user to copy the codes from the previous timesheet

period to the current period.

Section 3. Timesheet Comments/Leave Balance

Section for entering daily hours worked notes or viewing leave balance data or timesheet summary overview.

Hours Worked Comments

Section 4. Timesheet Audit Log

This section of the timesheet is auto populated with each entry into the employee timesheet. The audit trail captures the username of the person who made the timesheet entry, the IP address of the person who made the entry along with a time and date stamp of the entry made. The audit trail is not editable.

HourTimesheetAuditTrailscreenshot

Timesheet Leave Balance

1. Navigate to My Timesheet menu

2. Click the Leave Balance tab

leave balance info

Additional notes

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

Timesheet Archives

1. Navigate to My Timesheet menu

2. Click the Calendar icon

3. Select the Date of the timesheet wanting to view.

Timesheet Web Clock

1. Navigate to the Hour Timesheet login page

2. Enter username and password

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

Timesheet Submittal

1. Click Submit button

2. Click Submit again in the popup box

Watch video clips below

Watch Video – Completing a timesheet

→Entering hours worked without in_out times [Video Clip]

→Entering hours worked with in_out times [Video Clip]

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

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

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.