Create and Submit Timecards - Modify and Adjust

Transcription

1 Once a contractor s assignment/work order becomes effective, then that contractor can begin entering time into IQNavigator. Once a timecard is submitted an notification is sent to the Timecard approver for approval. When the timecard is approved or rejected then an notification is sent to the contractor and the supplier. A contractor can adjust a previously approved timecard and they can also modify a saved or previously rejected timecard. In order to login to the IQNavigator web-based application, go to Create & Submit Timecard: 1 Under Time/Expense tab choose the create timecard link. 2 To create a new timecard select the weekending date from the calendar button or enter it manually (the system will automatically round to the nearest weekending date). 3 Next make sure create new timecard option is selected then click create timecard. 4 You will be presented with a view of your timecard for your assignment. Specific details regarding the assignment and the timecard will display. Such as the assignment name, timecard dates, and the resource name. Any general comments about the timecard can be entered in the comments field. 1

2 5 In some cases a contractor is working on more than one assignment. Please select the assignment you wish to create the timecard for. You can select up to 20 different assignments at once. 6 Select the Continue button to create a timecard. 7 If you are entering time for more than one assignment, to view a particular timecard for an assignment click on the plus sign next to your name and assignment title. You can also expand or collapse all timecards by clicking on the expand all or collapse all buttons. 2

3 8 Add any general comments regarding the timecard in the comments field provided. Create and Submit Timecards - Modify and Adjust 9 For each day and date select the appropriate Cost Allocation Code(s). If there is more than one cost allocation code on the assignment use the drop down to select the appropriate cost allocation code for the hours worked. The Cost Allocation code is AARP s accounting code. (ie Business Unit, Object, Subsidiary) 10 Specify the total hours worked each day and enter into the appropriate field. Some contractors must enter hours in a time in time out format. In that case the contractor must enter the time they arrived at work and the time they left, there is also a field for contractors to enter their total break time. The total hours for the day will populate in the total column. 11 To add comments per day, please enter them into the comments field. 3

4 12 You may allocate hours against different cost allocation codes by selecting the insert button. This will add an additional line and different CACs can be allocated for time worked on different projects. 13 To delete an unused or unwanted line, click delete. 14 Select the Submit button from the top or bottom of the timecard entry screen. You will be presented with a timecard confirmation. You may also save the timecard if you want to modify and submit at a later date. 15 Once a timecard has been submitted the contractor can retract approval request before it has been approved or rejected to make changes to the timecard. Once a timecard is submitted, automatic notification will be routed to the appropriate approver(s). Once approved or rejected, you will also receive an confirmation of this event. If rejected, you will be able to modify & re-submit the timecard for re-approval. 4

5 Clone existing timecard: 1 Under Time/Expense tab select create timecard. 2 Select the clone existing timecard option 3 Select the weekending date from the calendar icon or enter the weekending date in the field provided. 4 Next, select the timecard you wish to clone by choosing the specific timecard by timecard number and weekending date from the drop down field. In this list will appear all timecards that you have previously created 5 Select create timecard. 6 This will populate the timecard selected from the dropdown. Information can be edited such as the CACs and hours worked each day, etc. 7 Select the Submit button from the top or bottom of the timecard entry screen. You will be presented with a timecard confirmation. You may also save the timecard if you want to modify and submit at a later date. 5

6 View Timecard List: 1 Under Time/Expense select timecards. This screen will list all timecards that have been saved, submitted, approved or rejected. 2 To print, view, or view history for a timecard/timecard adjustment, select the applicable action in the Action column drop down menu on the right hand side of the screen, then select the blue go arrow. You can also view a timecard by clicking on the timecard number blue hyperlink. The Modify and Adjust actions will also appear in the pull down menu for those timecards that are in an applicable status to be modified or adjusted. 3 You may search and filter for a timecard/timecard adjustment by selecting the Search and Filter (timecards & timecard adjustments) hyperlink. From the Criteria 1 pull down menu you may choose a value to search by. From the Filter pull down select the appropriate status to filter by. Next to the Actions row select the Search button. 6

7 Modify Timecard: (Only timecards in the Under Development or Rejected statuses may be modified) 1 Under Time/Expense select timecards. 2 To Modify a timecard, select the timecard number hyperlink, Create and Submit Timecards - Modify and Adjust 3 OR from the Action column drop down menu, choose modify, and the blue go arrow. The timecard entry screen for that timecard will appear. 4 The timecard hours will be what were previously entered however this screen is editable. Follow the remaining steps from the Create & Submit Timecard section of this job aid. 7

8 Timecard Adjustment: (Only previously submitted and approved timecards may be adjusted) 1 Under Time/Expense select timecards. 2 To adjust a timecard, select the timecard number hyperlink, once the timecard opens click the adjust button. Create and Submit Timecards - Modify and Adjust 3 OR from the Action column pull-down menu, choose adjust, and the blue go arrow. 4 To add an adjustment click the adjust button in the left hand column. To add an additional line to any specific date, select the insert button to add an additional editable line. 5 A line will appear with fields to enter new hours. The new hours input will completely override the previous hours approved. The user will be able to see the change in hours in bold below the entry fields. 6 Once the adjustment is complete, select the Submit button. You will be presented with a timecard confirmation. You may also save the timecard adjustment if you want to modify and submit at a later date. 8