Home - Timesheet - FAQs - Timesheet & Expense Claims

FAQs - Timesheet & Expense Claims

1. Can Timesheet & Expenses Claims scale to my unique organisational requirements and process needs?

All timesheet information can be tailored and defined to your organisational hierarchy and process. For example, different levels of user permissions and access can be defined so that low-level users can be denied access to more sensitive information (such as cost and charge rates).

2. Are users able to enter timesheets on-line?

The Timesheet and Expense Claims Tracking Module comes with full online access via a client web browser such as Internet Explorer or Netscape. This web interface enables office based and remote users to manage and enter their own time across a corporate Intranet or the Internet.

3. How easy is it for the end user to enter a timesheet?

The Atlantic Timesheet and Expense Claims module can be used and administered with little or no training and the intuitive interface ensures that the system is easy to use.

Users are able to view their timesheet entries for the week through a simple matrix interface. That displays projects, days of the weeks and total hours. The sub screens drills down on specific timesheet data and displays key project information such as resource, activity, hours, whether the project is chargeable and whether the time has been approved.

A well defined data structure will ensure that each user utilises drop down menus and information appropriate and relevant to their needs and requirements.

4. Can time be quickly entered against job activities and task?

Timesheet and Expense Claims entry is designed for fast input or infrequent use, requiring minimal input in a fixed format. Time is displayed over a period of a week and is recorded against a specific project, activity and/or task.

The system can be fully configured to record time against any job defined within the system's setup. Each organisation has its own way of defining screen labels and process terms. Therefore the system's default interface will allow designated operatives to define the terminology that appears on various screens and reports throughout the system. For example, you may refer to: clients as 'customers' projects as 'jobs' etc.

5. How are timesheets approved?

Atlantic timesheets adapts to different users giving them information relevant only to their security status.

All time is then automatically stored in the systems database ready for approval by the designated senior manager. The approval screen ensures that all time and expense entries are automatically routed to the appropriate manager for quick and efficient approval. To ensure compliance Atlantic incorporates exception reporting to identify missing timesheets and expenses.

Once the timesheet is approved it cannot be amended unless the resource has 'edit-approve' rights or the timesheet is reverted to the unapproved status.

In addition, through the system administration operations, it is possible to determine whether timesheets for a resource are approved automatically when saved.

6. Are users able to record additional information about their recorded time?

Timesheet entry allows staff to record those hours worked on the specified day or days for the selected project and activity/job. Any additional information about the time worked on a given project, activity or job can be entered in the notes section below the main timesheet entry input boxes.

7. What type of timesheet information is captured?

When a user chooses to add, amend or to view a timesheet entry they are able to view and record the following information: date, department, project, activity/job, task, hours, overtime, cost code, cost rate, chargeable, charge code, charge rates and additional notes.

All reports are generated through a standard interface within the system. Timesheet provides for summary, detailed and exception reports. Expense reporting is available as summary, detailed and claim summary. Ad hoc reports are generated via a comprehensive filtering mechanism. Users are able to process reports based on criteria selection such as client, project activity and resource, any custom fields as well as group-by and dates/times.

8. What type of reports come as standard within the Atlantic Timesheet and Expense Claims module?

Users are able to process reports based on a criteria selection such as client, project activity and resource, any custom fields as well as group-by and dates/times. Exception reports can be filtered by various criteria to ensure users are aware of the amount of time recorded in a week.

9. What are the configurable options for booking time against tasks or projects, e.g. booking of time in 15 or 30 minute chunks?

Time can be booked in either hours or decimal. To accommodate time blocks of 0.5 time should be recorded in decimal. Users can enter time from 0.1 hours upwards in the standard system.

10. How easy is it for the end user to make an expense entry and generate an Expense claims?

The expense view is very similar to the timesheet entry view and designed to be intuitive requiring little if any training. Users can enter an expense directly against projects or an expense type depending upon their preference. Access to projects and expense types is controlled by user restrictions ensuring ease of use and high data quality.

When a user selects an expense claims type and enters the appropriate value, they may be prompted to enter a number of units such as mileage. A claim is made through the claim management option. The expense claim view displays all of the expenses entered since the last claim mage. The Expenses can be filtered, enabling users to create different claims for different payment types.