Organisation Users must grant Contractors access to Timesheets for a Contractor to be able to create their timesheets through the Contractor Portal. If, as a Contractor you are logged into the Contractor portal and you do not have the ability to create a timesheet, contact your Organisation directly and ask them to provide you with access.
Once a Contractor has access and they are logged into the Contractor Portal they will notice a button to Create a Timesheet
There are three different ways that Agencies may have set-up Contractor timesheets to be approved, clarify with Organisation if you are unsure which is the case.
Timesheet with Organisation Approval - Contractor enters in their units and submits the timesheet directly to the Organisation.
Timesheet with Client Approval - Contractor enters in their units and selects who is responsible to approve their timesheet from the Client.
Timesheet with Image Upload - Contractor enter in their units, saves timesheet as a draft, and then attaches images as evidence required by Organisation to submit timesheet.
1. Create Timesheet - Timesheet With Organisation Approval
Log into the Contractor Portal and press the green CREATE TIMESHEET button.
The contractor will then be taken to the screen below.
Assignment: Mandatory - Select the assignment the timesheet is for from the drop-down box.
Month: Mandatory - Select the month the timesheet is for from the drop-down box.
Weeks: Mandatory - Select the period the timesheet is for from the drop-down box.
Did not work this period: If the Contractor did not work at all for the week, simply click this box and click submit to submit a no-hours worked timesheet.
Notes: Optional - Enter any notes that the Client/Organisation may need to know, as required.
Days and Dates will automatically default as per the period selected.
Rate Type: Mandatory - Select the appropriate rate type, if the correct rate is missing, the Organisation will need to be contacted to add the correct rate to the Assignment.
Units: Mandatory - Enter the number of units - it will be either hours or days as per the assignment.
Plus Icon - Optional - If multiple rate types have been worked per day, additional lines may be added.
Copy Icon - Optional - If the same amount of units were worked each day, Mon-Fri pressing the copy icon will copy this figure down the page.
Draft - Save the timesheet as a Draft - the timesheet can then be accessed by the Contractor from the Contractor Portal dashboard under the ‘Un-approved timesheets’ tab.
Submit - Press to submit the timesheet to Organisation for approval.
2. Create Timesheet - Timesheet with CLIENT Approval
Assignment: Mandatory - Select the assignment the timesheet is for from the drop-down box.
Month: Mandatory - Select the month the timesheet is for from the drop-down box.
Period: Mandatory - Select the period the timesheet is for from the drop-down box.
Authorised By: Mandatory - Select the client user who is required for authorization purposes. The Authoriser is assigned to the particular assignment, if there is a problem with who has been assigned, speak to the Organisation as they maintain this field.
Did not work this period: If the Contractor did not work at all for the week - simply click this box and click submit to submit a no hours worked timesheet.
Notes: Optional - Enter in any notes that the Client/Organisation may need to know, as required.
Days and Dates will automatically default as per the period selected.
Rate Type: Mandatory - Select the appropriate rate type, if the correct rate is missing, the Organisation will need to be contacted to add the correct rate to the Assignment.
Units: Mandatory - Enter in the number of units - it will be either hours or days as per the assignment.
Plus Icon - Optional - If multiple rate types have been worked per day, additional lines may be added.
Copy Icon - Optional - If the same amount of units were worked each day Mon-Fri pressing the copy icon will copy this figure down the page.
Draft - Save the timesheet as a Draft - the timesheet can then be accessed by the Contractor from the Contractor Portal dashboard under the ‘Un-approved timesheets’ tab.
Submit - Press to submit timesheet to Organisation for approval.
3. Create Timesheet - Timesheet with UPLOAD required
Assignment: Mandatory - Select the assignment the timesheet is for from the drop-down box.
Month: Mandatory - Select the month the timesheet is for from the drop-down box.
Period: Mandatory - Select the period the timesheet is for from the drop-down box.
Image Upload: Mandatory - Upload a document of the timesheet. The Authoriser is assigned to the particular assignment, if there is a problem with who has been assigned, speak to the Organisation as they maintain this field.
Did not work this period: If the Contractor did not work at all for the week - simply click this box and click submit to submit a no hours worked timesheet.
Notes: Optional - Enter in any notes that the Client/Organisation may need to know, as required.
Days and Dates will automatically default as per the period selected.
The contractor can submit only one timesheets for a single W/E date. After submitting the timesheet, the contractor can see the status of the timesheet by clicking the menu icon and clicking "Timesheets" menu.
The list of timesheets he has submitted will be displayed here.
The user can filter the status using "Timesheet Status" column. If it is pending for the client user to authorise, it will show as "Awaiting authorisation", if it is pending for the agency user to approve, it will show as "Awaiting approval". It will show as "Rejected" if the client/agency rejected the timesheet. The user can see the reason for the Rejected timesheet using below icon.
After seeing the reason, user can edit the timesheet according to the agency/client's advise and submit again by clicking "pencil" (edit) icon.