Workflow process for adding timesheets.
- Open the current weeks' batch for timesheet entry.
- Add your timesheet
- Save your timesheet
- Add an additional timesheet
- Submit your batch for processing
- Processing Tips
How do I get to the timesheet entry screen?
- From the menu bar, click Timesheets > Submissions.
You will be taken to the ATE - View Batches screen. Intime will generate a separate batch for each pay period and the status of a batch depends on the processing cycle.
Status Description Empty A batch that contains no saved timesheets. Draft A batch containing saved timesheets. You can edit, remove or add additional timesheets. Submitted This status is displayed after you submit the batch. You cannot edit any timesheets within the batch. If you require to make any amendments please contact your RSM pay and bill executive for advice. Processed This status indicates that RSM have finalised the pay and bill run. Any changes required to a timesheet after this point will result a sales credit and a separate pay adjustment.
- Click on the relevant Batch Ref (Note this is usually the current tax week unless otherwise notified by RSM).
- The Agency Timesheet Entry screen will open and will allow you to begin entering your timesheet data.
Adding your timesheet information.
Please refer to the screenshot and details below for information on what you require to complete when entering a timesheet.
|1||Enter the worker that relates to the timesheet. Note that PAYE workers that have been added previously to Intime but were marked as a leaver will need to be set up as new workers.|
|2||Enter the client that relates to the timesheet.|
This defaults to ‘New Placement’ or 'New Placement (PAYE Deductions)', see the 'New Placement' sub section below for details on which entry to use. If you have submitted a timesheet for the same client and worker combination in a previous period you have the option to select that placement ID to bring through the pay and charge rate used before.
New Placement (PAYE Deductions) - This value will only be available where the worker has been generated on the system with an Off-payroll status. Please refer to Adding an Off-Payroll Worker for further details. Selecting this value when entering a timesheet will result in Tax and NI deductions being applied to the entry.
New Placement - This is the most common option and should be used for all worker types other than Off-payroll.
|4||Enter the relevant period end date of the timesheet, note that this will update to the Sunday of the week entered when saved.|
|5||Select the relevant rate code from the drop down list. The rate codes available to you are a default list – please contact the RSM technical support team should you require any additional codes.|
|6||Units can refer to the number of hours, days or miscellaneous units such as expense mileage. Entries in to this field you be completed in decimal format, therefore an example of seven and a half hours should be entered as '7.5'.|
|7||Enter the pay rate per unit.|
|8||Enter the charge rate per unit.|
|9||This is an optional field. Anything entered in the description box will be displayed against this timesheet line on the invoice. Please note that this field should not exceed 45 characters.|
|10||This is an optional field. You can assign a consultant against a timesheet line that can later be split in reports used by the system. Please contact RSM technical support to add new consultant entries to the system.|
|11||This is an optional field. You can assign a sales sector against a timesheet line that can later be split in reports used by the system. Please contact RSM technical support to add new sector entries to the system.|
|12||This is an optional field. You can assign a purchase sector against a timesheet line that can later be split in reports used by the system. Please contact RSM technical support to add new sector entries to the system.|
|13||If your client requires a PO number to be displayed on your invoice you MUST add the PO number to this field.|
This icon is used to attach your signed timesheet. It is compulsory to attach a valid approved timesheet image to each entry, your RSM pay and bill executive will likely contact where timesheets are not accompanied by an uploaded authorised document (signed timesheet). Note that you can upload multiple files relating to a single timesheet entry on Intime. If multiple candidates exist on your approved timesheet image you are still required to attach the document to each individual entry on Intime. Intime will only attach the document once to the invoice.
Intime accepted formats
Please ensure that the images you attach are in one of the accepted image file formats (PDF, GIF, JPEG or PNG). Intime will reject any other format type including word or excel files, these must be converted to one of the accepted formats prior to upload.
|15||Clicking this icon will completely remove the timesheet from Intime.|
Clicking this icon will add a separate rate line to the existing timesheet. This is useful where timesheet have multiple rates such as overtime.
The same rate cannot be used more than once on the same timesheets, Intime will provide a warning and will not allow you to save any changes until this has been corrected.
Saving your timesheets
Please ensure that you click 'Save Timesheets' after each timesheet has been entered to avoid losing any unsaved changes. A successfully saved timesheet will change colour per the example below.
An unsaved timesheet
A saved timesheet
- If the 'Save Timesheets' option is disabled the likely reason will be the result of an incomplete timesheet(s). Timesheets that have not been completed correctly can be identified by a red validation around the relevant field. You should correct each field and re-save your timesheet information.
- Timesheets may not save as a result of being timed-out of Intime. After a period of inactivity Intime will automatically sign you out, if this happens you will lose all unsaved changes.
Adding a new timesheet
To add a new timesheet entry simply click on the 'Add Timesheet' button.
Submitting your batch
When you have entered all the relevant timesheet information for the current period you require to submit your batch. The 'Submit Batch' button will only appear after all unsaved changes have been made.
The timesheet entry screen.
The standard page functions
The timesheet entry screen has a number of sort and filter options, please refer to the screenshot and details below.
|1||This is the current batch reference. This can be referenced when running margin reports.|
|2||You have the ability to sort by Timesheet or Worker. By default Intime will sort your entries in the order in which you entered your information. Sorting by Worker will re-sort your timesheets in to Worker name order, this is particularly useful if you have workers that submit multiple timesheets in the same period.|
|3||The View Batches' button takes you to the ATE - View Batches screen. From here you can see your current and historic submissions.|
The current status of your submission.
|5||The search box will return all matching criteria from all the relevant timesheet fields including the client, worker and period end date.|
|6||To ensure load times are minimised the Agency Timesheet Entry screen will display 25 timesheets per page, you can increase the number of timesheet displayed per page to 50 or reduce to 10 per page depending on your internet connection.|
|7||To add a new timesheet simply click the 'Add Timesheet' option.|
|8||Performs the same function as point 6.|
This button will only be available after any changes you have made to the batch have been saved. Therefore this button may be replaced with a green 'Save Timesheets' option. If all changes have been saved the 'Submit Batch' button will appear. Note, you should only click the 'Submit Batch' option after you have reviewed your information.
|10||The BATCH SUMMARY section provides a running total of all the timesheets entered within the batch.|
How do I create a charge or pay only entry?
To create a charge or pay only entry you simply enter '0.0' in to the relevant 'Pay' or 'Charge' field, see the charge only example screenshot below.
How do I charge a different number of units to what I'm paying?
This can be acheieved by creating a separate rate line for the pay to the charge, the end result of the screenshot below would result in a pay of 5 units at £10 per unit and a charge for 6 units at £11 per unit. Note that you cannot use the same 'Rate' multiple times for the same timesheet entry line, in these instances you must ensure that you use a different 'Rate' for each line. Please refer to the How do I get new Rate Codes added for entry?
How do I process pay deductions for workers?
Deductions can be processed against a paticular worker by adding a pay adjustment only rate line to a timesheet. Please refer to the screenshot examples below:-
You must ensure that each deduction is entered as a negative value. Entering positive values here will result in a payment being made to the worker rather than a deduction.
Deduction Pay Element
By default deduction pay elements are disabled on your instance of InTime, please contact our support team on 01324 667 231 to have these pay elements added.
Video on adding and submitting ATE batches
Here is a short video explaining the whole process around adding and submitting ATE batches within InTime.
Click here to view video in Full Screen.