PDS TimeTrack User Manual
Contents
1. PDS TimeTrack User Manual Table of Contents General Information a daa 2 EA A e e e ho IS 2 Password Maintenance een een en ee ee or 2 E EE E E E een ee EEE E 3 Timesneet Eny oesie A een 4 3 5 E OOO E N ONO EENAA NAAA 4 IS EP re ee ee e ee ee 5 MINS UN ee een ee ee 5 Saving Timesheet Entries sonrie 5 EOR MESAS ENIO S rra 5 Delete DREI LEN 5 EINS EI A 6 Submitting Timesheets for Approval coooonconoccconocncononacononacononacononanonnononanaconananonana non na nonnnaconoss VIEWINE PINES IS rte 7 SW TIRSO IA DO tit 7 View aneet HISTO ee eu 8 Pl I UR TIMES TESIS sn 8 Timesheet Approvals a oo 8 B cil EE AAA IEA E EE EA EE NT 8 Approving UTIES WER een ee ee ee nee ee 9 General Information Login and URL Login https timetrack pdstech com Username The username and password used to login is the same as ESS Portal Password Login PDS Employee Number Password MMYYYY of Birthdate Reset your password Password Maintenance To reset a password when it is unknown click on the Reset your password option from the login screen as shown above PDS TimeTrack Help Document Page 2 A Fech lf the password is known and you wish to update change your password the Reset Password feature is located under Preferences gt Reset Password menu as shown below Time Track Tech Timer Expense Mileage Reports lLewer Tools Preferences y Help ee E Entry Sora ans Time Pre2. 2d Shift Bills Eola AIRLAND LA Hama 5 50 Subtotal DE 237014 10 60 Tuesdar hina 24 2014 Diana Russ Cantrarter Straight Time 25d Shift Billabie AIRLAHCHEM Mar 5 00 Tuseday June 24 2014 Diane Buse Centrectar Straight Time Ind Shi Billable AIBLAHDEA None 7 00 Subtotal 06 242014 23 00 Wednesday June 25 2014 Dune Russ Contactar Shralght Time ted Shift Billable AlALAHDLA Home 4 50 Wednesday June 23 2014 Thane Ruse Contractor Straight Time Ind Shift Eillsble AIALANGIA Nona 5 50 Subtotal PAIS IOI 10 00 Thursday June 26 2014 Diane Russ Coniracior Overtime Ind shift Billable AIRLARDLA Mara 2 00 Thursday June 26 2014 Diane Russ Cantractar Straight Tima 2nd Shite Billalsla ALANDIA Nara 5 50 Thursday June 26 2014 Diana Russ Contr arior Straight Time nd Shift Billable AIRLAHDTA Mar 2 50 Subtotal Gide 2014 16 60 Friday June 27 2014 Diana Ruse Contractor Overtime 25d Shift Bills ble AIRLAHDER Mona 4 00 Subtotal DEZE 60 Grand Total 6 00 Seg rumba A EB Tech The Past Period and Future Period buttons allow you to view reports for periods in the past or future The View As button allows you to see the Time Report in different formats depending on your needs View Sheet History Sheet History contains notes regarding the timesheet and the approval process for that specific timesheet The Sheet History link is located in the Additional Options section at the bottom of your timesheet Clicking the Sheet History link will launch a pop u
3. shown on your timesheet You also have the ability to specify a Comment for the time entry Once everything has been selected specify the hours worked for that project on a specific date Your timesheet will accept hour entries in HH MM 2 35 format and convert itto decimal format 1 25 1 15 before processing the hours in payroll Hours entered in decimal format will convert to HH MM rounding to the nearest whole minute Values 0 5 and higher will be rounded up values 0 49 and lower will be rounded down Saving Timesheet Entries Click the Save button at the bottom of the time entry grid The timesheet will refresh and your entries will now appear in the Current section You may add hours to this entry either in the same day or in another day in the time period that is currently displayed You may create more than one time record at a time Simply create the actual time entries for different days and or different combinations of items and then click the Save button at the bottom of the timesheet The timesheet will refresh and your entries will now appear in the Current section Edit Timesheet Entries Click the Edit Icon to the left of the respective entry This will refresh the screen and allow you to change the Project Task Pay Type and Bill Type You can also modify your Comment associated with the entry Delete Timesheet Entries Click the Delete Icon a trash can to the right of the respective time entry The screen wi
4. used for the notifications is displayed below Currant Ermal Address har Email Address davterezfpditech com Re enter Men Emad Address To update change the email address input the new email address in both fields and click the Save button The screen will refresh and reflect the new email address Timesheet Entry Overview Time Entry is located under the primary tab labeled Time as shown below and allows you to input the hours that you worked on a single timesheet Timesheet enables all employees to input their hours and electronically submit them for review and approval by their manager The email notification system includes the following employee prompts Timesheet has been rejected Employee Timesheet has been resubmitted Timesheet Is late or has not been submitted Employee and Approver Timesheet has been submitted but not approved by deadline Timesheet Example Sheet Status Open for Entry Ash r Current AIRLANDLA Abland LLE AIRLANDLA irlanda LLE Hemerized LO amp ANRLANDIA Alrland LLE bo AIRLANDLA Ailend LLC Lg oO AIRLANDIA Alrland LUC Attach View Files 0 Pay Tres Straight Time Znd Shift Straight Times Straight Time 4 Straight Time 4 Straight Time PDS TimeTrack Help Document Mas Tue 06 20 oF oL Mi 12100 pm 7100 am ro 71060 pm 11 30 am N 12 00 pm 3 30 pm Totals Albtocration Balance Coment 7 00 8 60 0 00
5. 0 00 soo 8 00 es ii Hon me So Submit for Approval Timekeeper View Ward arioz 100 arm 11 30 am 12 00 pm 3 30 pm Bid 0 00 Brod El B 00 0 00 Bil a Thu 07 03 0100 o Weed Dipi i Izi i f 0 00 JR q 8 2 Fri 07 04 Tech Timesheet Pay Periods You can view your time for a single day or an entire period Time Entry displays the period view by default You may use the Date Arrow Icons to move backward or forward one period at atime To enter time for a single day go to Time gt View Day To enter time or view hours for a different day use the Calendar in the Toolbar to jump to that day Alternatively you may use the Date Arrow Icons to move backward or forward one day at atime Keep in mind that timesheets are configured based on your role within the organization so your timesheet may vary in appearance and functionality from the one shown The timesheet shown on the previous page is for hourly employees Users are able to enter time as discreet units of time that are associated with individual Projects Tasks Pay Types and Bill Types Additionally each of these time entries may also have a text comment associated with it to further specify the nature of the hours logged Time entry calculations All timesheets will require you select a Pay Type To create a time entry select a value from each of the dropdowns
6. 2 Time Approvals is also located under Approvals gt Time ooo 5H Reports Leave 1120 w Tools Management Configuration Preferences Help Anproyals Tima Approvals Select the type of time approval you would like to pertoom Than specify the search criteria for the timesheets you wish to approve Search Username contains Bakom Y View sheets waiting for my approval View all sheets View sheets waiting for my backup approval Search Search Results Showing 1 7 of 7 Users Results Per Page 35 Full Hama Username Period Attachments Total Amount Status Sheet history Ralph Bakom 560742 No attachrmants 0 00 Submitted to 103038 10035 for Approval Sheet History Ralph Balkom 60242 No attachments 5 00 Submitted to 103058 D0023 for Approval Sheet History Ralph Balsam 60242 No attachments 0 00 Submitted to 103056 10025 for Approval Ralph Bakom 604 No attachments 0 00 Submitted to 1030560025 far Approval an Winters Ralph Balsam 60242 No attachments 0 00 Submitted to 103058 J0025 for Approval Ralah Balkon 0242 No attachments 0 00 Submitted to 10305814025 for Approval at ee From this screen you are able to approve and reject timesheets that are in your queue You must first specify the search criteria for the users that you wish to approve or reject timesheets for You have the option to also select whether to filter for sheets awaiting your approval all sheets or sheets awaiting your backup approval Wh
7. en finished specifying the search criteria click the Search button The search results will be displayed underneath the criteria Approve timesheets select the timesheets and click the Approve button Reject timesheets select the timesheets specify a rejection reason and click the Reject button View user s timesheet Click the respective date link under the Period column PDS TimeTrack Help Document Page 9 A ED
8. ferences My Projects Skanderd Time Entre Entry Gece rip Tora Sa gta Ball Sp Landing Page Aa Torre Aaa Landmg Page Dgan barre ara Bat Ea eed AAA 2 use Tima Shasta bear Deatada User Dataa ADA ima Aa ite Ea e Tina Fruta i Barrie Ern bia The Reset Password screen displays your full name and username as shown in the system and on reports You have the ability to modify your password if you wish To modify your password you must specify your current password for security purposes Then specify your new password that you would like to use when logging into the system Confirm your new password by entering it again Bc acacia a Currerl pa ivora PO Password strength estimate iF ir PARO Cention nar perrword s When finished click the Save button Your password will be changed and you will have to use the new password the next time you login to the system Email Maintenance To update or change the email address used for the automatic timesheet notifications click on the My Email Address option located under Tools Management menu as shown below Timer Expensew Mileage Reportsw Leaver Sitemap Time Preferences Standard Tira Entry Embia Sera rg Terma Sheets al Tira Sheets Coen Time Shite Submitted Tima Sheets Aporoved Time Shes hapeciod Time Sheet Hamonzei Enbras My Props Landing Page Fegi PRADO Waar Datadta PDS TimeTrack Help Document Page 3 A EB The Current Email Address being
9. g the In Out times It is required that the total Time In Out hours equal the total time spent on specific pay types and assignments for the day Assignment Pay Type Comment Memorized New LA G EMBRARDS1A Embraer Defense Security Inc Straight Time 8 00 8 00 8 00 8 00 8 00 o z 40 00 i LA G EMBRARDSIA Embraer Defense Security Inc r Q Overtime 7 300 CE E 3 00 CRT bg G EMBRARDSLA Embraer Defense Security Inc YU Straight Time Y lf a user needs to enter time for a shift that ends on the following day the hours entered need to be split into two days For example if a user works a shift that begins at 4 00pm but ends the following day at 1 45am the user must enter the hours ending the first day at 12 00am and PDS TimeTrack Help Document Page 6 A EB beginning the following day at 12 00am On the example below we have a user working a regular shift on Monday but then works a night shift split shift on Tuesday through Saturday No Attachments Sheet History Memorized Sheets Mon Tue Wed Thu Fri 07 21 07 22 07 23 07 24 07 25 IN 12 00 pm 4 00 pm 12 00 am 12 00 am 12 00 am 12 00 am OUT 5 00 pm 8 00 pm 1 45 am 1 45 am 1 45 am IN 3 45 pm 8 45 pm 4 00 pm 4 00 pm 4 00 pm 1 00 pm OUT 10 00 pm 12 00 am 8 00 pm 8 00 pm 8 00 pm 9 00 pm IN 8 45 pm 8 45 pm 8 45 pm OUT 12 00 am 12 00 am 12 00 am Assignment Pay Type Comment Current EMBRARDS1A Embraer Defense Security Inc Strai
10. ght Time EMBRARDS1A Embraer Defense Security Inc Overtime 3 30 9 15 7 15 9 00 9 00 9 00 9 45 0 00 33 15 Submitting Timesheets for Approval From your timesheet you can click the Submit for Approval button to submit your timesheet to your supervisor This button will only appear on your timesheet if your company is using Approval Plans and if you have an approval plan assigned to you Once a timesheet has been submitted for approval you may not alter any of the time records contained in that timesheet Therefore do not submit your timesheet until you have finished all time entry for the time period in question For more information on the Approvals process please see the Approvals section of this manual Viewing Timesheets View Time Report This report displays information regarding the time records that have been saved for this time a The top of the report screen includes four buttons for manipulating the Time Report ovals 51 ss Leave 1120 Tools Management Con ony Preferences Help v Reporta Standard Reports Future Penod Past Pero View As HTML regular Save as HTML Save as Plain Text Body this report Pafresh Hy Time Sheet Time Records from Monday Jone 23 2014 through S mday June 20 2014 Date usar Task Pay Tee Bal Typa Ankara ern Haars Monday Juna 73 2014 Diane Ruse Contactar Straight Time 2rd Shift Billa kobe ARLANDA More 43 Monday Juna 23 2014 Diana Russ Contactor Straight Time
11. ll refresh with the time entry having been removed PDS TimeTrack Help Document Page 5 A EB Tech Entering In Out Times For hourly employees your timesheet has been configured to contain the Time In Out feature lf so this feature allows you to manually log the time that you begin and end your work day You have the ability to log in and out multiple times in a single day in order to capture actual hours worked which reflect any lunch breaks taken To log the beginning of your work day simply specify the time in the In field including an a or p for a m or p m of the respective date To log out specify the time in the Out field of the respective date Mon Tue Wed Thu Fri Sat 07 28 07 29 07 30 07 31 08 01 08 02 0803 IN 8 00 am 8 00 am 6 00 am 6 00 am 6 00 am ff OUT 12 00 pm 12 00 pm 12 00 pm 12 00 pm 12 00 pm o ff IN 1 00 pm 1 00 pm 1 00 pm 1 00 pm 1 00 pm o ff OUT 5 00 pm 3 00 pm 3 00 pm 2 00 pm 6 00 pm o ff At the bottom of the Time In Out module you will see the total hours calculated automatically from logging in and out for your work day Totals 8 00 8 00 8 00 11 00 Allocation Balance soi poi 30088 8 11 ool m m Along with entering your Time In Out you also have the standard timesheet features to enter the number of hours for specific pay types and assignments for the day At the bottom of the standard timesheet module you will see the total hours calculated automatically from enterin
12. p window containing all the actions associated with the timesheet to date Submit Comment Hide System Notes Type Time Period 00 23 2014 06 20 3014 User 60069 State APPROVED Creation Creator Creation Date Tim Creator Login Hotes cata June 23 07 06 System mr Initial Creation User Jeff Molde 103136 JX020 Friday June 27 2014 11108 System Ema senti 60062 Early Submit Reminder timesheat 06 23 2014 06 29 2014 ESEFA7D3BFDC48456901C5B8FABICASB User iane Ruse 60069 Friday Juna 27 2014 19 30 System Email Sent 103136 14027 Submit Notification timashest 06 23 2014 06 25 2014 60069 User Diana Ruse 60069 Friday June 27 2014 19 30 System Submitted for Approval User Diane Ruse 60069 ser June 28 97 20 System s Approved for Level 1 User Brad Bell 103136 1 027 Email Sent 60065 Approved Notification timesheet 06 23 2014 06 29 2014 ESE7A7OSBFOCAS4E901 CSSSFAB2 CASS User Saturday June 28 eae Peek 2014 07120 System Diane Ruse 60069 Period Approval Information Approval Levels 1 Status Approved Lewel Primary pprover Login Primary Approver Fullname Backup Apprower Login Backup Approver Fullname Status i 1031356 1X027 Brad Ball 103135 1 X015 Carolina Haly Approved You can insert a note in the sheet history i e for approvers by specifying the text in the available textbox and clicking the Submit Comment button Historical Timesheets Your past and present timesheets can be vie
13. wed under Time gt Time Sheets gt All Time Sheets see figure 29 11 Here you will see a list of timesheets with their relevant periods and current status You can view the details of the timesheet by clicking the link labeled Click to le View ss Expensew Mileage Leave Tools Preferences Help Time Time Sheets All Time Sheets Timesheets Time Period Status Total WEW 07 07 2014 07 13 2014 Open for Entry 0 00 05 30 2014 07 06 2014 Open for Entry 240 00 DE 23 2014 06 29 2014 Aare 40 00 06 16 2014 062232014 Approved 40 00 06 09 2014 06 15 2014 Approved 20 00 0611022014 06 08 2014 Ap prored 20 00 Overview Time Approvals allow approvers within your organization to approve or reject users timesheets for a particular period After user submission the timesheet enters the approval process and the designated approvers have approval rejection authority over the timesheet This section PDS TimeTrack Help Document Page 8 A Tech specifically discusses approving or rejecting timesheets that have been submitted by users Approving Timesheets lf you have approving authority for particular users timesheets you TE can see a summary of what is awaiting your approval in the Sheets awaiting your i approval Approvals section of the Toolbar as shown below Time Clicking the Time link will display the Time Approvals section in the Mileage workspace to the right of the Toolbar see figure 26
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