DELTEK Time Collection Timekeeping Instruction Manual April 1, 2008 by olliegoblue26

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									 SBI Technologies Corp




DELTEK Time Collection
Timekeeping Instruction Manual

April 1, 2008




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            General Timekeeping Policy
Daily timekeeping and recording of all hours by employees are a
normal and necessary part of the day-to-day activities of all SBI
personnel. This manual will also be available on the SBI
Employee Portal.

All SBI employees, whether exempt or non-exempt, full time or
part time, are expected to record all time on a daily basis as work is
performed. Time must be entered into Deltek Time Collection by
10:00 am the following “business” day. Daily tracking of time
entered will be done by the Business Operations Organization and
notifications will be sent to employees (copies to managers) who
fail to enter their time by each day’s deadline. The Business
Operations Organization will also enter and update charge numbers
in Deltek in accordance with charge numbers approved on the
employees Work Order Authorizations.

The following procedures will help employees to enter their time
into SBI’s Deltek Time Collection System.

For further Timekeeping Policy Information, refer to the SBI
Timekeeping Policy (0705), located on the SBI Employee Portal or
contact your manager.




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       Logging into Time Collection

 From Internet Explorer, go to www.sbitech.com
 Go to the Employee Resources Section
 Click on Timesheet Collection




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 Logging into Time Collection (cont….)

 EMPLOYEE ID:
    o Enter your 6 digit ID located on your SBI Badge (00xxxx)

 PASSWORD:
    o Initially, your social security number with the dashes will be
      your password.
    o Once you log in, you will be prompted to change your
      password (must be at least 4 characters)

 DOMAIN:
    o This will be “SBI”




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              Initial Timesheet Screen
   Once an employee logs into Time Collection, either of the
    below screens will appear (see Preference Settings below):

Desktop Screen (default)




Timesheet Screen




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                 Setting Preferences
 Once an employee logs into Time Collection using one of the
  above screens, personal preferences can be set up (by
  clicking on the Preference button on the left side of the
  screen):
     o Default Set Up Screen (on page 5)
     o # of current/past Timesheets to show up in your initial login
     o Whether you want your favorites loaded or not




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                  Setting Favorites

   Once an employee logs into Time Collection, charge #’s
    can be set up as ‘Favorites: To do this:
    o After you click on the binoculars and enter your charge
      numbers, click on the upper left hand box

                                                                   Automatic Load
                                                                       1) Click on
                                                                          binoculars
                                                                       2) Click on + in
                                                                          front of
                                                                          favorite
                                                                       3) Click Load
                                                                          box to
                                                                          automatically
                                                                          load charge #
                                                                          on each pay
                                                                          period
                                                                       4) Click Update




    o This will select all the lines for the charge numbers which you
      can they click on the “Add line to Favorites” and this will keep
      these line items in your favorites list.




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                 Timesheet Screen

 To get to a new Timesheet Screen, on the left side of the
  screen, click on “Timesheet” and either the below will appear
  or one with your pre-selected favorites will.




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            Timesheet Data Entering

 Once the timesheet is opened, the current pay period end date
  will be used by the system. This date can be seen in the
  upper right hand section of the screen next to
  “SEMI-MONTHLY SCHEDULE Period Ending”.




 Previous timesheets can be opened by clicking the
  in the upper right hand corner next to the period ending date
  (as shown above).




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       Timesheet Charge Descriptions

 Charge Description: Users do not need to enter this
  manually. Click on the binoculars in the “Charge Number”
  Cell. The screen below will appear:




 Click “Execute”
 A list of charge numbers that you are authorized to charge
  will appear (as shown below)




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Timesheet Charge Descriptions (cont…)




 The Charge Descriptions that an employee is allowed to use
  will be the only ones that show up here. To select one or all
  of the Charge Descriptions, check the appropriate box/boxes
  on the left side of the screen and click “Add to Timesheet”.




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                 Timesheet Entries




 Once the Charge Descriptions are added to an employee’s
  timesheet, hours for each can be entered in the appropriate
  cells (days, line items).
     o Employees should refer to the SBI Timekeeping Policy
         for information on how to charge their time. This
         policy can be found on the SBI Employee Portal or
         from an employee’s manager.
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                      Saving Timesheets
    To Save the Timesheet after entering time, click on “Save” in
     the upper left under “TIMESHEET”.




*Note: after entering time for the day, the Save option will not show up
       unless you click into a cell outside of the one you just entered.




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 Once you click on Save, the below box will pop up. Click Ok.




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            Exiting Time Collection
 After saving the Timesheet, the Time Collection Screen can
  be closed by clicking the following icon (which is located on
  the upper left side of the screen) as shown below:




 At any time, you can add a comment to modifications. In
  each cell, a      will appear. To enter comments, click on
  this and a comments box will pop up.
     o Comments are associated with an individual cell in the
        date columns.




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               Signing Timesheets

 Signing of the Timesheet should be done once at the end of
  the Timesheet period by clicking on the pencil on the grid in
  the lower left corner (next to the signature box).
                                       . The below box will
  appear and to sign the Timesheet, enter your Time Collection
  Password and click OK.




 A Timesheet can be signed before the period is complete.
  However, note that once a timesheet is signed, any additions
  will require a comment to be entered.

 Remember to Save daily and Sign at the end of a period.


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            Approving Timesheets
 Once the Timesheet is signed, managers can approve the
  Timesheet by clicking on the Blue Check next to the
  Approval box in the lower right hand section of the
  Timesheet. An approval box similar to the one below when
  signing the Timesheet will appear.




  Time should be approved NLT noon on the next business day
  following the last day of a pay period.




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              Rejecting Timesheets
 Managers can also reject a Timesheet by clicking on the Red
  Check next to the Approval box in the lower right hand
  section of the Timesheet. An approval box similar to the one
  below when signing the Timesheet will appear.




  A dialogue box as shown below will pop up and the manager
  will be required to enter an explanation for the rejection.
  Once the manager clicks OK, the Timesheet will be rejected
  and the employee will receive an email indicating such.




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       Modifying a Signed Timesheet

 Changes to a Timesheet can be made once it is signed, but
  the employee will be prompted for an explanation of the
  change.
 Once a change is made, the Timesheet must be signed and
  approved again.
 If a manager makes a modification to an employee’s
  Timesheet, an explanation will need to be added to the
  Timesheet the next time the employee logs in.
 A log of all revisions can be viewed by selecting “Audit” in
  the upper right hand section of the Timesheet.
 To change a charge number once a Timesheet has been
  approved, the charge number needs to be negated and the
  new charge entered on a separate line. See lines 1, 7 & 8 on
  the example here:




 Once the modification has been made, the Timesheet will
  need to be signed (to include an explanation for the change(s)
  and approved again by the employees manager.



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              Time Collection Help

 Address any problems with
     o Your manager
     o SBI’s Timecard Admin at tcadministrator@sbitech.com or
     o SBI’s VP of Business Operations at joe.namyak@sbitech.com.

 Types of help include:
     o Adding Charge Descriptions to an employees pick list
     o Resetting and Employees Password
     o Setting up a New Hire in Time Collection
     o Help with Modifications
     o Any other Timesheet/Charging questions or concerns.




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