AdvantageTime. Web Based Time/Expense Entry and Approval System. Customer Guide

Transcription

1 AdvantageTime Web Based Time/Expense Entry and Approval System Customer Guide

2 Advantage s web-based time entry and approval system, AdvantageTime, is a highly intuitive system that promotes fast and accurate time and expense collection. This system enables associates to submit hours worked and expenses incurred each week via a secured website and supervisors to electronically approve timecards. AdvantageTime provides you with a fast and paperless way to approve time and expenses. We are confident it will save you time and effort while enabling Advantage to provide you with 100% accurate billing data. If you have timecards and/or expenses awaiting approval, you will receive an containing a link to the online authorization website (Figure 1). Supervisors responsible for approving multiple associates timecards will receive one notification not one for each associate.!" 2

3 Log In Click on the Approve Advantage Time link contained in the you received. The Customer Home page will display (Figure 3). If this is the first time you are logging in to approve time, the AdvantageTime Terms & Conditions page will display (Figure 2). If you have read, understood and agree to be bound by these terms, click OK. Note: Certain Internet browsers, such as AOL, require that you cut and paste the link into the browser s address bar. # $% & 3

4 ' %& Note: If you are an alternate approver, you will only see the Approve Time link. 4

5 Review and Approve Timecards/Expenses To approve time and expenses, click the Approve Time link. 5

6 The Manage Timecards page (Figure 4) will appear. All timecards submitted will be displayed on this page. You may approve each timecard individually or approve them all. To approve individual timecards, click/check the corresponding check box then click the Approve Selected button. To approve all timecards, click the Approve All button (check boxes do not need to be checked). Note: As an approver, you will be responsible for ensuring that your associates have submitted their hours correctly. Advantage will pay the associate and bill your company based on the hours you approve, so it s important that you take the time to review each timecard for accuracy and reject any timecards that do not reflect the actual hours worked. ( ) & 6

7 When you click either Approve Selected or Approve All button from the Manage Timecards page, the Approve All Timecards confirmation page will display (Figure 5). Click OK to approve timecards. * %"& 7

8 To reject or override timecards, click on the Timecard Details link next to the applicable timecard. 8

9 To reject timecards, click on the Reject button. +,& 9

10 You must select a Rejection Reason and enter Comments, then click the Save button to reject the timecard. -./".0& 10

11 Note: When you reject a timecard, you will be asked to select a rejection reason. A notification will be ed to the associate who can then correct the timecard and resubmit for approval. 1./. 11

12 On return to the Manage Timecards page, you will see Requested displayed in Resubmit? column for the rejected timecard. The Associate will receive an identifying the rejected timecard. 12

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14 To override timecards, click on the Timecard Details link next to the applicable timecard. 14

15 Click the Override checkbox, enter Internal Comments and click Save Changes. The hours box will open for changes 15

16 Make change and click Save Changes. 16

17 Notifications Each week, you will receive important, time-sensitive s from AdvantageTime. Please open these s and respond right away. An notification is sent alerting you to review and approve all timecards submitted for the previous week(s). Daily reminders will be sent to inform you of any outstanding timecards that are awaiting approval. notifications are sent if additional timecard(s) have been submitted or resubmitted for approval during the week. Designating Alternate Approvers Alternate approvers must be assigned to approve timecards in your absence. If not, submitted timecards will sit idle and payment to the associate may be delayed. To designate an alternate approver, click the Alternate Approvers link from the login page. The Maintain Alternate Approvers page will display (Figure 10). 17

18 To setup an alternate approver for a designated period of time: 1) Enter the Alternate Approver s Name, ID and From/Thru Approval Date Range and click/check the Notify checkbox. 2) If you want to continue receiving s regarding timecards/expenses awaiting approval during the Alternate Approver timeframe, click/check the Notification checkbox. 3) To activate the Alternate Approver, click/check the Active checkbox (this will result in the Alternate Approver receiving approval s). 4 )& 18

19 Reporting AdvantageTime provides the ability to run reports and export the data to MS Excel. To run reports, enter search criteria and click the Retrieve Timecards button.. Click this button to download data to MS Excel. Search results for from/to date specified. 19

20 If you see this message after clicking the MS Excel download button, click Yes. Save the report output to your computer. 20

21 5 If you need any assistance, please call the support center at (781) (toll free at (800) ) or Support hours are 9AM to 5PM EST Monday through Friday. Any calls received outside normal business hours will be handled the next business day. 21