Deltek University
The Employee Handbook
Job Aid
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loss resulting from the use of this publication.
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the prior written consent of Deltek, Inc.
This edition published August 2012.
©Copyright 2012. Deltek, Inc. All rights reserved.
Unpublished-rights reserved under the copyright laws of the United States.
Unauthorized reproduction or distribution of this program or any portion thereof could result in
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Table of Contents
The Employee Handbook ............................................................................................ 1
Introduction ................................................................................................................... 1
Objectives ...................................................................................................................... 1
The Timesheet ............................................................................................................... 1
Line Functions ................................................................................................................ 2
Individual Line Function .................................................................................................. 3
Charge Trees and Timesheet Entry................................................................................... 3
Lookup Feature .............................................................................................................. 4
Favorites ........................................................................................................................ 4
Comment Entry .............................................................................................................. 4
Personal Favorites .......................................................................................................... 4
Auto-Load Favorites ........................................................................................................ 5
Maintenance of Favorites ................................................................................................. 5
Checking Leave Balances ................................................................................................. 5
Printing the Timesheet .................................................................................................... 7
Timesheet Signatures...................................................................................................... 7
My Preferences ............................................................................................................... 8
Supervisor’s Desktop ....................................................................................................... 8
Timesheet Revisions ....................................................................................................... 8
Correcting Timesheets..................................................................................................... 9
Accessing Previous Timesheets ........................................................................................ 9
Summary ......................................................................................................................10
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The Employee Handbook
Introduction
This document focuses significantly on the implementation of the Time
component of the TESS product. This document provides one example of how
the finished product may appear to a person in the role of Employee.
Objectives
Upon the successful completion of this chapter, the participant will be able to:
Identify the components of a basic electronic timesheet.
Identify the five primary line functions.
Identify the steps for adding a charge number to My Favorites.
Identify the procedure for having a timesheet open with default charge
numbers.
Identify how to enter cell comments.
Identify the procedure for making a revision on a timesheet.
Identify the procedure for making corrections to a previously processed
timesheet.
The
Timesheet
The Time component of TESS enables every employee of an organization to
electronically complete the timesheet. This includes…
Recording daily hours against one or multiple charge numbers.
Entering individual comments for daily work performed.
Electronically signing the timesheet at the completion of the pay period.
Making corrections on previous timesheets.
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The Employee Handbook, Continued
The
Timesheet
(continued)
Depending on the configuration of the accounting system, individual
organizations will have varying requirements for the actual components of the
charge number.
Virtually all organizations require the use of a primary number known as the
Project or Contract.
The timesheet has the appearance of a spreadsheet with rows and columns.
Columns exist for the individual components of the charge number including
project, contract, account, organization, pay type, and labor location.
Columns also exist for each day of the timesheet period.
Individual rows or lines store each of the individual charge numbers that may be
used for the period.
The timesheet view will default for the current period although it is possible to
view previously processed timesheets.
Line
Functions
There are five basic line functions that vary in usefulness during the timesheet
entry process…
In order to use any of these functions, a line must first be selected by enabling
the checkbox in the left margin; otherwise, these menu options will be
suppressed.
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The Employee Handbook, Continued
Individual
Line Function
The individual line functions are as follows:
Field
Description
Copy Line
Enables the user to replicate a
previously completed line.
Delete Line
Enables the user to delete a line in
limited instances prior to a save.
Reset Line
Enables the user to clear an incomplete
line.
Reverse Line
Add Line to Favorites
Useful in correcting timesheets, this
feature replicates the line with the
reversal of the hours.
A critical first step to adding the charge
number to a “favorites” folder with the
option of automatically defaulting on
future timesheets.
For each function, simply enable the checkbox on the appropriate line, and then,
click the function within the line menu.
Charge Trees
and
Timesheet
Entry
For all charge numbers appearing on the timesheet, the user has the capability
to…
Use Lookup (binoculars) to find the desired charge number in a
hierarchical set of folders known as charge trees, or to
Simply type in the charge number.
Alternately, the user may elect to store commonly utilized charge numbers in a
special folder known as Favorites. These charges may be accessed through the
use of Lookup, or these favorites can automatically default into the timesheet
when it is first opened.
When the “Favorites” auto-load option is enabled, all of the selected items will
automatically drop into the timesheet.
All of the defaults will not necessarily be used on the timesheet.
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The Employee Handbook, Continued
Lookup
Feature
For charges that do not drop into the timesheet, the user always has the ability
to either key in the charge or use the Lookup feature.
The Lookup feature is accessed by clicking within a cell; the binoculars will
appear. Then, click on the binoculars.
Favorites
The Favorites folder will appear first.
Depending on the configuration, other charge trees may appear.
Some of these trees are marked as public and are viewable by all users.
Some folders may be viewable, but are not necessarily chargeable if the
employee is not part of the work force.
Some folders are viewable and chargeable to members of the Timesheet
Class.
Finally, some trees will not be visible at all.
Note: Charge Trees are hierarchical and may consist of lower levels or
branches.
Comment
Entry
Entry of Comments:
Line Comments: To enter a line comment, click within the left margin.
The comment icon will appear. Click again for the comment area.
Cell Comments: To enter a cell comment, click within the left area of
the cell. The comment icon will appear. Click again for the comment area.
Type in the appropriate cell or line comment.
There is no spell checking capability.
Personal
Favorites
The purpose of “Favorites” is to create a separate collection of frequently utilized
charge numbers in one personalized charge tree.
Subsequently, these charges can be easily accessed when performing a lookup.
Optionally, these favorites can be individually configured to automatically
populate in a newly opened timesheet.
Favorites apply to one particular user.
Continued on next page
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The Employee Handbook, Continued
Auto-Load
Favorites
The steps to create and auto-load “Favorites” are as follows…
1. In the left margin, enable the checkbox for the line that should be added
to Favorites.
2. Click the function Add Line to Favorites.
3. In the project column, use the Lookup function to access the Favorites
charge tree.
4. For the appropriate charge line, enable the checkbox for Load.
5. Click the Update button.
Maintenance
of Favorites
If items within “Favorites” are no longer required, simply access “Favorites”.
Enable the checkbox adjacent to the unnecessary items.
Click the Delete from Favorites button.
Checking
Leave
Balances
If the company is using Costpoint’s Leave Module, the balances CAN be viewed
within the timesheet area. The system can display a history of each period’s
accruals and uses.
From the upper line menu, access: Leave.
The Leave Type box will appear.
From the drop-down menu, select the appropriate leave type. In this
example, the selection is for Vacation.
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The Employee Handbook, Continued
Checking
Leave
Balances
(continued)
The current balance will display in the upper right corner. A history of all activity
will appear for either viewing or printing.
To print out a history of the Leave, click the Preview/Print button.
We strongly recommend that you add comments for the days that are taken as
leave. These will appear on the Leave History report and serve as a reminder of
the reason for the leave taken.
Click the Print icon for a hard copy report.
The leave balance will appear at the end of the report.
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The Employee Handbook, Continued
Printing the
Timesheet
The employee may optionally choose to print out the electronic timesheet.
In the options area, the user may also elect to print the line comments and cell
comments. To review revision comments and changes, enable the Audit
checkbox.
The printed version of the electronic timesheet will appear as follows:
The individual days of the week will appear horizontally across the top while the
charge numbers will appear vertically along the left.
Remember! The components of the charge number will vary depending on the
configuration of the UDTs (User Defined Tables).
Timesheet
Signatures
Once the timesheet is complete for the period, the employee has to sign the
timesheet. This is accomplished by simply accessing the signature line appearing
on the bottom of the timesheet and clicking the Signature icon.
The employee will be prompted for their password that serves as their electronic
signature. Generally, the supervisor will receive an alert that the timesheet is
signed, and consequently, ready for approval.
Continued on next page
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The Employee Handbook, Continued
My
Preferences
The preferences area controls the basic view of information initially displaying to
the user. For most individuals, the default view of timesheet is the most logical
choice.
For an individual in a Supervisor capacity, it may be more logical to have the
desktop as the default view. The desktop provides a list of all alerts and quick
access to the timesheets requiring approval.
Supervisor’s
Desktop
A view of a Supervisor’s desktop…
My Tasks – may include timesheets that require approval.
My Alerts – may include advisories that timesheets were signed and are
now ready for approval.
My Menu – provides quick access to other views.
Companies that make use of the Expense, Payroll, and Human Resources
modules within Costpoint will have more viewing options for users. They can
include a view of an employee’s expense check, earning statements, and
beneficiary designations.
The options available for viewing will appear in the right table view, while
selected options will appear in the left table view. The user also has the
capability of reordering the view of the selected items.
Timesheet
Revisions
Typically, in making corrections to a paper timesheet, erasures were not
permitted. A line entry had to be crossed out and initialed.
Similarly in Time, changes can be controlled by requiring a “revision”
explanation. Electronically, the original entry is saved, but marked as changed.
The administrator can enable the feature requiring that a revision explanation be
included on the timesheet.
The system does not monitor the accuracy of the comment. Consequently, it is
the responsibility of the supervisor and/or administrator to enforce the adequacy
of the revision comments. Simply stated “Ooops… I goofed” may not be
adequate from an audit perspective.
The requirement for a revision generally occurs after a timesheet entry has been
recorded and saved. Then, when the user attempts to overwrite the originally
entered hours, the system will prompt for an explanation for the revision.
Company policy should provide guidelines regarding the adequacy and length of
the revision explanation. Once the revision is entered, click OK.
The revision can be reviewed in the Audit mode.
Continued on next page
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The Employee Handbook, Continued
Correcting
Timesheets
After a timesheet is signed by the employee and approved by the supervisor, it
is transmitted to the accounting system for costing. At this point, it will have a
status of processed.
If there is an error on a processed timesheet, a specific protocol is required in
order for the accounting system to recognize the modification as a correction.
Ultimately, the company must dictate the appropriate protocol for corrections.
Generally, the business practice for corrections dictates that the employee have
access to previously processed timesheets. The timesheet status will display as
Processed.
Accessing
Previous
Timesheets
Ultimately, the administrator controls whether these previous timesheet periods
are accessible for modification.
If the timesheet error involves the use of a wrong charge number, then the
easiest method for making a correction would be to reverse the entire line.
Subsequently, a new line for the proper charge can be entered.
In the above example, it has been determined that “line 6” of a previously
processed timesheet is incorrect.
The user accesses that timesheet and enables the checkbox adjacent to the line
number. Then, the user clicks the “Reverse Line” function.
The system creates a reversing line that “backs out” the entered hours. (In this
example, the reversal is line 9.)
Subsequently, the user can create a new line for the correct charge number.
The correcting timesheet is saved and signed. The supervisor will have to
approve the timesheet as usual.
Continued on next page
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The Employee Handbook, Continued
Summary
The employee of the company is responsible for the completion of the
timesheet - accounting for their time on a daily basis. A single day may
consist of multiple line charges.
A collection of frequently utilized charge numbers may be organized by
the user in Favorites. This collection can simply be a place to lookup
charge numbers, or the individual components can be enabled to
automatically load into a newly opened timesheet.
For most users, the default system view is the actual timesheet. However,
a supervisor might opt to have the desktop as the default. This option is
controlled within Preferences.
Changes or modifications to an existing timesheet are known as a
revision. Typically, the revision will require that the user provide an
explanation as to why the change was created.
Completed timesheets are electronically signed by the employee.
Subsequently, the timesheet is electronically approved by the supervisor.
At that point, the timesheet can be passed to the Accounting System for
job costing.
When an error is detected in a processed timesheet, the normal protocol
is for the employee to access the processed timesheet for the period in
the historical past. A correction may entail reversing out the erroneous
line and entering a new line for the appropriate charge number. An
employee signature and a supervisor approval are necessary. This new
record will be passed to the accounting system as a “correcting
timesheet”.
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