Quick Reference: Entering YourEncore Time & Expense (in iaccess)

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1 Quick Reference: Entering YourEncore Time & Expense (in iaccess) The quickest way to get acquainted with logging into iaccess and submitting timesheets or expense reports is to view our instructional videos. They are available on our System Access Assistant here. This document contains helpful information on the following activities in iaccess: Obtaining Your Username and Password for iaccess (current page) Logging into iaccess Submitting a Timesheet using iaccess Entering Time Submitting Time Submitting an Expense Report using iaccess Uploading Receipts Submitting Expenses Obtaining Your Username and Password for iaccess First, you must obtain your user name: 1. Open a web browser and go to 2. Click on Get Username 3. Use your personal address for the (the one you used to get registered with YourEncore) then click Submit 4. You will receive a system generated with your Username 1

2 Obtaining Your Username and Password for iaccess (cont d) Once you have your username, you can obtain your password: 1. Open a web browser and go to 2. Select Reset Password 3. Enter your personal address and your Username (provided in the ) 4. Click Submit 5. You will receive a system generated with a new password. 6. We suggest you go back to and select Change Password to change your password to something that s easier to remember. YE012345@yourencore.com YE012345@yourencore.com 2

3 Logging into iaccess 1. Go to 2. The Windows Authentication box will display. Enter the username and password you received in the s. 3. NOTE: If the domain doesn t say YOURENCORE, select Use Another Account as shown below. When you type your username in here, the system will recognize our domain based on your username. 4. Select OK 5. You will be presented with the iaccess login screen. You do not need to enter your username and password again. 6. Ensure the Windows Authentication box is checked 7. Select Login. Submitting a Timesheet Using iaccess If you do not see the timesheet screen upon login, select the icon in the far left that looks like a clock. The iaccess Timesheet screen will display with the current time period. If you wish to select a different time period, use the arrows to the right or left of the dates, or utilize the calendar icon. 3

4 Submitting a Timesheet Using iaccess (cont d) Begin entering your time on the first line item by selecting the magnifying glass within the Project field. You will be presented with all projects with which you are associated. Select the project, as well as the phase and task if they are available. These will then be populated on this first line. 4

5 Entering Time Enter time by clicking on a specific day. A drop down box will appear for you to enter your regular hours. Type in a comment that describes what you worked on that particular day. The system will remember the comments you have typed, and you may choose your previous comments from the Available Comments drop down instead of typing it again and again. If you have worked more than 40 hours in a week, you may select the overtime box. Submitting Time Once you have finished entering time you can Save or Submit your timesheet from the Timesheet Toolbar: Save select this option if you are not finished entering hours and need to come back to add additional hours. Submit select this option if you have entered all hours and are ready to submit time for approval. After you select submit, the Confirm Electronic Signature box will display. Enter your password and select Finish to certify your timesheet. 5

6 Submitting an Expense Report using iaccess If you do not see the expense screen upon login, select the icon in the far left that has travel symbols Enter the following information: 1. Date use the calendar to enter the date of the expense item 2. Category a. Select the magnifying glass to choose the category for the expense b. Select the appropriate expense category and hit Select. c. If the expense category requires additional detail (mileage, meals, etc.) you will be prompted to enter detail or continue and enter detail at later time. 3. Description this will be filled in by the detail section offered in #2c, or you may fill in here. 4. Currency Code the default is USD, but you may switch to Euro or GBP 5. Amount enter the amount for the expense item. The amount will auto populate for mileage where you have entered detail. 6. Payment Exchange Rate this will be auto-populated if foreign currency is selected in #4. 7. Payment Amount this will be auto-populated with the amount to be paid in USD. 8. Project - Select the magnifying glass and a lookup box will display. Select the project, phase and task and these selections will fill the boxes in your line item for: a. Project Name b. Phase c. Task d. Account Name 6

7 Uploading Receipts Now, scroll to the right to see the rest of the line item details. The last field left is receipts. Please select the paper clip icon to attach the receipt for this line item. When you select the paper clip icon, a pop-up box will show that directs you to upload your receipt. Submitting Expenses Once you have finished entering expenses you can Save or Submit your expense report from the Expense Report Toolbar: Save select this option if you are not finished entering expenses and need to come back to add additional expense items. Submit select this option if you have entered all expenses and are ready to submit for approval. After you select submit, the Confirm Electronic Signature box will display. Enter your password and select Finish to certify your expense report. 7