INSTRUCTIONS FOR USING DELTEK TIME & EXPENSE
February 2009
1.
INITIAL REGISTRATION...................................................................................................2
2.
THE TIME & EXPENSE SCREEN .....................................................................................3
3. ENTERING CHARGE NUMBERS ......................................................................................4
3.1 Lookup (Direct Charge) ..........................................................................................................4
3.2 Lookup (Indirect Charge) .......................................................................................................9
3.3 Direct Entry (Direct Charge) ................................................................................................14
3.4 Direct Entry (Indirect Charge) ..............................................................................................15
3.5 Favorites ................................................................................................................................16
3.5.1 Storing Frequently Used Charge Numbers in Favorites ....................................................16
3.5.2 Entering Charge Numbers from Favorites .........................................................................17
3.6 Entering Leave ......................................................................................................................20
4. RECORDING YOUR HOURS............................................................................................24
4.1 Recording Overtime Hours (Exempt Employees) ................................................................25
4.2 Recording Overtime Hours (Non-Exempt Employees) ........................................................26
5.
OPENING A TIMESHEET .................................................................................................27
6. REVISING YOUR TIMESHEET .......................................................................................29
6.1 Revising an Open Timesheet (Current Period Only) ............................................................30
6.2 Revising a Signed or Approved Timesheet (Current Period Only) ......................................32
6.3 Revising a Sent or Processed Timesheet ..............................................................................33
7.
SIGNING AND SUBMITTING YOUR TIMESHEET .....................................................34
8. ADDING COMMENTS .......................................................................................................36
8.1 Adding a Comment to a Line ................................................................................................36
8.2 Adding a Comment to a Cell ................................................................................................38
9. LINE FUNCTIONS ..............................................................................................................40
9.1 Copy Line..............................................................................................................................41
9.2 Delete Line ............................................................................................................................41
9.3 Reset Line .............................................................................................................................41
9.4 Reverse Line .........................................................................................................................42
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1. INITIAL REGISTRATION
1.
INITIAL REGISTRATION
a. Go to https://timesheets.pxi.com/ (see Figure 1).
b. Your Login ID is your employee number.
c. Your initial Password is your Social Security Number (without dashes). Click on Change
Password After Login to change your password.
d. Press Enter or click on Login to go to your timesheet. If you’ve selected Change Password
After Login, you’ll be prompted to enter and verify a new password (see Figure 2).
Figure 1. Login screen
Figure 2. Change Password screen
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2. THE TIME & EXPENSE SCREEN
2.
THE TIME & EXPENSE SCREEN
The Time & Expense screen (see Figure 3) has two parts. On the left side you record project
numbers, and on the right side you record hours worked per day.
You can enlarge the timesheet by enlarging your browser window. You can enlarge or reduce the
size of the project number (left) side of the display by clicking and dragging on the resize bar.
You can change the size of the columns in the project number (left) side of the display by
clicking and dragging on the column dividers.
Figure 3. The Time & Expense screen
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3. ENTERING CHARGE NUMBERS
3.
ENTERING CHARGE NUMBERS
Note: Fill out your timesheet daily (see AD305).
There are three methods for filling in the Project column: Lookup, Direct Entry, and Favorites.
Because the methods for entering indirect and direct charges are different, separate instructions
are provided for Lookup (Direct Charge) (paragraph 3.1), Lookup (Indirect Charge) (paragraph
3.2), Direct Entry (Direct Charge) (paragraph 3.3), and Direct Entry (Indirect Charge) (paragraph
3.4). Although leave is an indirect charge, the method of entering leave on your timesheet is
different from the method of entering other indirect charges, so separate instructions (paragraph
3.5) are provided for entering leave.
3.1
Lookup (Direct Charge)
a. Click on the binoculars in the Project column (see Figure 4).
Figure 4. Looking up a Project number
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3. ENTERING CHARGE NUMBERS
b. On the first Charge Lookup screen, click on DIRECT PROJECT (see Figure 5). You can
click on the plus sign or the text.
Figure 5. First Charge Lookup screen (direct charge)
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3. ENTERING CHARGE NUMBERS
c. On the second Charge Lookup screen, click on the contract number in the Charge/Branch
Description column (see Figure 6). You can click on the plus sign or the text.
Figure 6. Second Charge Lookup screen (direct charge)
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3. ENTERING CHARGE NUMBERS
d. Continue clicking through the charge number screens until you see a checkbox instead of the
plus sign (the exact number of screens will vary). At this point you can select a charge
number and add it to your timesheet by clicking on the checkbox (you can select more than
one) then clicking on Add to Timesheet (see Figure 7).
Note: You can use the Charge Trees at the top of the screen to navigate between contract
numbers.
Figure 7. Selecting direct charge task number
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3. ENTERING CHARGE NUMBERS
e. On your timesheet you’ll see the task number in the Project column and the task name in the
Charge Description column (see Figure 8).
f. Record your daily hours as explained in Section 4.
Figure 8. Timesheet showing task numbers
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3. ENTERING CHARGE NUMBERS
3.2
Lookup (Indirect Charge)
a. Put the cursor in the Account column and click on the binoculars (see Figure 9).
Figure 9. Looking up an indirect charge number
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3. ENTERING CHARGE NUMBERS
b. On the first Charge Lookup screen (see Figure 10), click on Indirect Labor. You can click on
the plus sign or the text.
Figure 10. First Charge Lookup screen (indirect charge)
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3. ENTERING CHARGE NUMBERS
c. On the second Charge Lookup screen (see Figure 11), click on INDIRECT LABOR-COFT.
You can click on the plus sign or the text.
Figure 11. Second Charge Lookup screen (indirect charge)
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3. ENTERING CHARGE NUMBERS
d. On the third Charge Lookup screen, click on the checkbox next to the indirect charge number
(you can select more than one), then click on Add to Timesheet (see Figure 12).
Figure 12. Selecting indirect charge numbers (multiple numbers selected)
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3. ENTERING CHARGE NUMBERS
e. On your timesheet you’ll see the indirect charge number in the Account column and the
account name in the Charge Description column (the Project column will be blank) (see
Figure 13).
f. Record your daily hours as explained in Section 4.
Figure 13. Timesheet showing indirect task names
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3. ENTERING CHARGE NUMBERS
3.3
Direct Entry (Direct Charge)
a. Put the cursor in the Project column and type in the task number (e.g., 23001.002) (see
Figure 14). Press tab or one of the arrow keys and the remaining information (Account, Pay
Type, and Charge Description) will be transferred to your timesheet.
b. Record your daily hours as explained in Section 4.
Figure 14. Direct entry, direct charge
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3. ENTERING CHARGE NUMBERS
3.4
Direct Entry (Indirect Charge)
a. Put the cursor in the Account column and type in the indirect charge number (e.g., 8804-001)
(see Figure 15). Press tab or one of the arrow keys and the remaining information (Pay Type
and Charge Description) will be transferred to your timesheet.
b. Record your daily hours as explained in Section 4.
Figure 15. Direct entry, indirect charge
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3. ENTERING CHARGE NUMBERS
3.5
Favorites
Favorites allows you to store and recall frequently used charge numbers.
3.5.1
Storing Frequently Used Charge Numbers in Favorites
a. Click on the checkbox next to the line with the charge number you want to add to your
Favorites (see Figure 16). You can select more than one line at a time.
b. Click on Add Line to Favorites (see Figure 16).
Figure 16. Adding charge number to favorites
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3. ENTERING CHARGE NUMBERS
3.5.2
Entering Charge Numbers from Favorites
a. Click on the binoculars (it doesn’t matter what column the cursor is in).
b. On the Charge Lookup screen, click on Favorites (see Figure 17). You can click on the plus
sign or the text.
Figure 17. Charge Lookup screen, Favorites
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3. ENTERING CHARGE NUMBERS
c. Click on the checkbox next to the charge number (you can select more than one), then click
on Add to Timesheet (see Figure 18).
Note: If you select Load (see Figure 19), this charge number will be added automatically to your
future timesheets.
d. Record your daily hours as explained in Section 4.
Figure 18. Selecting favorites and adding to timesheet
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3. ENTERING CHARGE NUMBERS
Figure 19. Adding a favorite to your timesheet automatically
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3. ENTERING CHARGE NUMBERS
3.6
Entering Leave
a. Move the cursor to the Account column, then click on the binoculars (see Figure 20).
Figure 20. Looking up an indirect charge number
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3. ENTERING CHARGE NUMBERS
b. On the first Charge Lookup screen (see Figure 21), click on Leave. You can click on the plus
sign or the text.
Figure 21. First Charge Lookup screen (leave)
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3. ENTERING CHARGE NUMBERS
c. On the second Charge Lookup screen, click on Leave (see Figure 22).
Figure 22. Second Charge Lookup screen (leave)
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3. ENTERING CHARGE NUMBERS
d. On the third Charge Lookup screen, click on the checkbox next to the type of leave (see
Figure 23) (you can select more than one type of leave) and click on Add to Timesheet.
Figure 23. Selecting Leave
e. Record your leave hours as explained in Section 4.
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4. RECORDING YOUR HOURS
4.
RECORDING YOUR HOURS
Note: Fill out your timesheet daily (see AD305).
a. Move the cursor to the appropriate day and enter your hours (see Figure 24). Use the Tab key
to move the cursor to another column or the arrow keys to move the cursor to another row or
column. (The tab key and arrow keys also get Time & Expense to accept the hours you’ve
entered – pressing Enter doesn’t.)
b. When you’ve entered your hours for the day, click on Save at the top of the screen (see
Figure 24).
Figure 24. Entering hours
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4. RECORDING YOUR HOURS
4.1
Recording Overtime Hours (Exempt Employees)
Note: Overtime must be requested and approved in advance using an Overtime Authorization
Request Form (see AD306).
Exempt employees can choose to be compensated for overtime in one of two ways: (1) at their
base hourly rate of pay or (2) with compensatory time off (see AD328).
If you choose to be compensated for overtime hours at your base hourly rate of pay, enter the
total hours worked per day as regular hours (i.e., if you work 10 hours in a day, enter 10 hours on
your timesheet, not 8 regular hours and 2 overtime hours).
If you choose to be compensated for overtime hours with compensatory time off, do the
following:
a. Enter the total hours worked in the workweek on your timesheet, including the approved
overtime hours (e.g., 46 hours against charge number 12345.678.90).
b. Enter the compensatory time off hours as a negative number charged to the compensatory
leave account (2050-012) (e.g., -6 hours against account 2050-012) (see Figure 25).
c. Click on Save at the top of the screen.
Figure 25. Entering compensatory time off hours (exempt employees)
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4. RECORDING YOUR HOURS
4.2
Recording Overtime Hours (Non-Exempt Employees)
Note: Overtime must be requested and approved in advance using an Overtime Authorization
Request Form (see AD326).
Note: Recording non-exempt overtime requires three separate lines and entries on your
timesheet: the regular hours, the overtime hours, and the overtime premium hours (see Figure
26).
a. Enter your regular hours for the day (no more than 8).
b. On a separate line enter your overtime hours (as if they were regular hours).
c. Move the cursor to the Pay Type column and change the Pay Type to OT (you can enter OT
directly or click on the binoculars to look up the Pay Type).
d. On a third line enter your overtime hours again (this should be the same charge number as
used in step 2).
e. Move the cursor to the Pay Type column and change the Pay Type to OTP (for overtime
premium) (you can enter OTP directly or click on the binoculars to look up the Pay Type).
f. Click on Save at the top of the screen.
Figure 26. Entering overtime hours (non-exempt employees)
Page 26 of 42
5. OPENING A TIMESHEET
5.
OPENING A TIMESHEET
When you log on to Time & Expense, your current timesheet opens. If you need to open a
previous timesheet, do the following:
a. Click on Open (see Figure 27).
Figure 27. Opening a previous timesheet
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5. OPENING A TIMESHEET
b. The window shown in Figure 28 opens. Click on a day then click on OK to open the
timesheet for that week.
Figure 28. Open Timesheet window
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6. REVISING YOUR TIMESHEET
6.
REVISING YOUR TIMESHEET
Whenever you revise your timesheet, you must provide a written justification. Depending on
your timesheet’s status, the method for entering a revision is different. The status is shown in the
upper right corner of your timesheet (see Figure 29). Status codes are explained in Table 1.
Figure 29. Timesheet status
Table 1. Timesheet Status Codes
Status
Missing
Open
Signed
Approved
Sent
Processed
Rejected
Description
Employee has never opened timesheet or timesheet has been opened but not saved.
Timesheet has not been signed by employee.
Timesheet has been signed by employee but has not been approved by supervisor.
Timesheet has been reviewed and approved by supervisor, but has not been processed by
accounting.
Timesheet has been sent to accounting for further processing.
Timesheet has been accepted by accounting. Processed cells are displayed in blue and
cannot be edited.
Timesheet has at least one cell that was rejected by accounting. Rejected cells are
displayed in red and can be edited.
Page 29 of 42
6. REVISING YOUR TIMESHEET
6.1
Revising an Open Timesheet (Current Period Only)
You can only revise a timesheet in the current period. The current period is the week of the
timesheet (Saturday to Friday) until 10 a.m. the following Monday (3 days after the Weekly
Period Ending date shown on your timesheet).
a. Log on to Time & Expense. The current timesheet will open. If necessary, open the previous
week’s timesheet.
Note: If you need to move hours from one program to another program for the entire week, you
can use the Reverse Line feature (paragraph 9.4) of Time & Expense. If you need to change the
hours for a single day, follow steps 2 through 5.
Note: Revising a timesheet requires two entries. The first entry cancels the incorrect charge
number (using negative hours). The second entry assigns the hours to a new charge number.
b. Move the cursor to the line that needs revising and Copy Line (see Figure 30). Always use
Copy Line (paragraph 9.1) – never change the original entry.
Figure 30. Copy Line command
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6. REVISING YOUR TIMESHEET
c. Enter the hours you need to revise as a negative number (see Figure 31), then enter a Cell
Comment (paragraph 8.2) explaining why you changed your timesheet.
d. Move the cursor to the appropriate line, then enter the correct information (see Figure 31).
Figure 31. Revising an open timesheet
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6. REVISING YOUR TIMESHEET
e. When you save your timesheet or exit Time & Expense, Time & Expense will display an
Revision Audit window (see Figure 32). You must enter a reason for changing your
timesheet in this window. It should be the same as the Cell Comment you added in step 3.
After entering the reason for the revision, click OK.
Note: If you do not enter an explanation, you will not be able to save your timesheet.
Figure 32. Revision Explanation window
6.2
Revising a Signed or Approved Timesheet (Current Period Only)
A timesheet can be revised after you have signed it and submitted it to your supervisor, and after
your supervisor has approved it, as long as it is still within the current period. You will need to
re-sign it and your supervisor will have to re-approve it after you make changes.
a. Log on to Time & Expense and open the timesheet that needs revising.
Note: If you need to move hours from one program to another program for the entire week, you
can use the Reverse Line feature (paragraph 9.4) of Time & Expense. If you need to change the
hours for a single day, follow steps 2 through 6.
Note: Revising a timesheet requires two entries. The first entry cancels the incorrect charge
number (using negative hours). The second entry assigns the hours to a new charge number (see
Figure 31).
b. Move the cursor to the line that needs revising and Copy Line. Always use Copy Line
(paragraph 9.1) – never change the original entry.
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6. REVISING YOUR TIMESHEET
c. Enter the hours you need to revise as a negative number, then enter a Cell Comment
(paragraph 8.2) explaining why you changed your timesheet.
d. Move the cursor the appropriate line, then enter the correct information.
e. When you save your timesheet or exit Time & Expense, Time & Expense will display an
Revision Audit window (see Figure 32). You must enter a reason for changing your
timesheet in this window. It should be the same as the Cell Comment you added in step 3.
After entering the reason for the revision, click OK.
Note: If you do not enter an explanation, you will not be able to save your timesheet.
f. Re-sign your timesheet (which will re-submit it to your supervisor for approval – see Signing
and Submitting Your Timesheet, paragraph 7).
6.3
Revising a Sent or Processed Timesheet
You cannot revise a sent or processed timesheet. Once the current period is closed, you must use
a Change of Job Number Form to revise your timesheet. Your supervisor or the task manager
will complete the Change of Job Number Form, get you to sign it, get the task manager whose
program you are charging to sign it, and then submit the form to the Accounting Department.
Page 33 of 42
7. SIGNING AND SUBMITTING YOUR TIMESHEET
7.
SIGNING AND SUBMITTING YOUR TIMESHEET
Note: You must sign your timesheet by 10 a.m. on the Monday following the Weekly Period
Ending date shown on your timesheet. If you do not sign your timesheet on time, you will not be
paid on time.
a. Click on the signature button (
you’ll be prompted to save them.
) (see Figure 33). If your timesheet has unsaved changes,
Figure 33. Signature button
Page 34 of 42
7. SIGNING AND SUBMITTING YOUR TIMESHEET
b. Enter your password on the next screen (see Figure 34) and click on OK (or press Enter) to
sign your timesheet and submit it to your supervisor.
Figure 34. Signature window
c. Check to make sure that the Status field has changed from Open to Signed (see Figure 28).
Page 35 of 42
8. ADDING COMMENTS
8.
ADDING COMMENTS
8.1
Adding a Comment to a Line
a. Move the cursor to the appropriate line, then click on the comment icon (
) (see Figure 35).
Note: To add a comment to a line with a direct charge task number, click in the Account column.
To add a comment to a line with an indirect charge task number, click in the Pay Type column.
Figure 35. Adding a line comment
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8. ADDING COMMENTS
b. Enter your comment in the comment window, then click OK (see Figure 36).
Figure 36. Line Comment window
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8. ADDING COMMENTS
8.2
Adding a Comment to a Cell
a. Move the cursor to the appropriate cell, then click on the cell comment icon (
37).
) (see Figure
Figure 37. Adding a cell comment
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8. ADDING COMMENTS
b. Enter your comment in the comment window, then click OK (see Figure 38).
Figure 38. Cell Comment window
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9. LINE FUNCTIONS
9.
LINE FUNCTIONS
The line menu at the top of the timesheet is only active when an entire line is selected. Click the
checkbox to the left of the line to select the line and make the line menu active (see Figure 39).
Figure 39. Line menu
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9. LINE FUNCTIONS
9.1
Copy Line
Copy Line copies the selected line (but not the hours) to the next available row (see Figure 40).
Figure 40. Results of Copy Line command
9.2
Delete Line
If the line is empty (no hours entered), Delete Line will remove the line from your timesheet.
If the line has hours in it, Delete Line erases all of the hours (i.e., "zeroes out" the line) but does
not delete the line (i.e., Project, Account, etc. will still be displayed, but all hours will be 0.0).
9.3
Reset Line
Reset Line restores the current line to the last saved version. It does not restore the entire
timesheet, just the current line.
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9. LINE FUNCTIONS
9.4
Reverse Line
Reverse Line duplicates the current line, but with negative hours (see Figure 41).
Figure 41. Result of Reverse Line command
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