Timesheet & Project Management Blog

The goal of this blog is to provide tips and ideas for improving time tracking and project managment for our customers and other interested people.

Pay Periods in Timesheet

 

Question about your timesheet. I see your timesheet is in a weekly view. In other words I see Monday, Tuesday, Wednesday and so on. That’s nice but we like to enter time for a full pay period. Usually pay periods are from the 1st of the month to the 15th then from the 16th to the end of the month. Can you configure the timesheet to do that?

Yeah sure, Ray. You just go right here to the Tools menu scroll down to where we have Approve Time and Expenses. And once you’re in this view you’ll notice there’s a box for Pay Periods, click on it and this is where you create the pay periods. You can create as many as you like. I’m going to create one here from the 1st to the 15th as you said; and I’ll choose Create Pay Period. Now we have one pay period created. Now I’ll go ahead and choose the next one which is the 16th through the end of the month.

I can create these out into the future, really for the whole year then.

Right, a lot of people do that. You can create them 6 months at a time, a year, two years-whatever you like.

I created a few here as an example so I’m going to close this box. And I’m going to get out of this view as well. And then you’re going to notice right here at the top you’re going to see we have a pay period/date range for this timesheet. And you’ll also notice it shows up at the bottom of the timesheet as well. So you get two indicators of the date range for the pay period you’re in.

OK. I also see a bracket there. I guessing that tells me expected number of hours for that pay period.

Exactly. That’s the number of scheduled hours.

I guess the way things work depending on the way weekends end up some pay periods are longer than others and require more hours. Some are 88 hours, some are more or less.

This just gives you a good indication what you should have in your timesheet so when you get ready to submit it you know whether you’re in the ball park or not.

Now the next thing you can do is select this little drop down arrow; right in this little arrow are a bunch of hidden features for the timesheet. For instance you can display hours at the top verses the bottom. In addition to that there is a selection for Time Periods. Right now we’re displaying it one week at a time, well what I want to do is display the full pay periods. So I’m going to hit this little button Pay Period and when I do you’ll notice we have a scroll bar at the bottom of the screen and it allows me to scroll left and right through the full pay period I’m inside of.

So I can enter all the hours for that pay period.

More importantly I think it’s not just entering the hours it gives you a chance to review all of those hours before submitting them. That way you can look at the full pay period before you submit for approval.

Now I’ll just scroll back down here and go back to the weekly mode; most people like to see their time in a weekly mode even if they have different pay periods.

We like to see how many hours we’ve worked in a certain week even if though we enter hours for the pay period we at least like to see the weekly view to see how many hours we did last week.

That’s what I’m trying to get at here. You can toggle back and forth between those views. So the week you’re putting in your time you’re good, and then if you want to review it before you submit it you can also get into that mode to take a look at.

Creating a New Project

 

I know you can create a project by going to Tools, Project but I wondered if you had any other recommended ways of doing it that might be quicker.

One way you could do it is go up here to the help menu, scroll down to Startup Project Wizard and when you do a little box will pop up that will ask if you want to create a project. You say yes by clicking next, and here you can enter the name of your new project. I’m just going to name this something very simple “A New Project.” Then you hit next, enter your tasks in this window. I’ll enter Task a, Task b, Task c. Then hit next once again. Now it’s asking me if I want to bill these hours to a client. If it is billable I check this box; I have two selections to make after I decide its billable 1. I can choose from a list of existing clients from a drop down list. Or if their a brand new client and I’ve never done work for them before I’d chose this middle radial dial and I would type their name right here into this window. So in this case I’m going to say they’re not billable to a client, I’ll just let it go, maybe it’s an internal project. And hit next, and finish. And now I have my new project right here with my tasks a, b, and c.

How would I add a 4th task; let’s say task d?

That’s pretty easy. Go up here to the insert menu, select New Project Task. You’re going to get a little pop-up window; every field in this window now is pertaining to this new task I’m going to create. But really the field you want to populate is the name field. I’m going to call this task d. And in addition to that you’ll want to make sure you assign that task to the project you want it to appear with. And I’m going to say A New Project-there’s our project here. You can also assign it to a client or subsystem or any number of events. But in this case I’ll just sign it to the project and be done with it. And one other item you’ll gonna wanna make sure is checked is found under the extra section here. And that’s this little Quick Task (which was renamed to ‘Timesheet’ in 2015) checkbox. That just forces a task to appear in your timesheet. This is for if you have a task way out in the future and you don’t want it to appear right now in the timesheet. You can have it appear later. In this case I do want it to show up so I’ll make sure that box is selected. Hit save and close. And now I have Task d.

What if I have a project that exists that already have all of these tasks; can I make a copy of that?

Absolutely! Go to the Tools menu, select Projects. Once you do that you get a list of all your projects on the left hand side here. I can select any project; here’s the one I just created “A New Project.” And all I have to do is right click on that and select Duplicate. When that’s selected it will duplicate that thing and what you’ll want to do is rename it here and assign it to a client if it needs to be assigned and you’re done.

 

Graphical Timesheet

 

Hey, Warren. I saw a static photo on Facebook of your graphical timesheet. I went ahead and gave it a try and thought you could take me through it and enhance my understanding of it.

Yeah. That view you’re talking of is found right up here in the top left hand corner of the timesheet is a drop down arrow. Click on that arrow, scroll down to Daily Hours and when you do it shows you the graphical timesheet. You’re seeing these little blocks of time, for instance this indirect 7001SBIR project. It shows 2 hours. It’s the same information in the regular timesheet it’s just displayed a little differently. So when I scroll back to the timesheet again you’re going to see there’s the 2 hours for that 7001SBIR project. And again if you want to click on the time log you will see the same information displayed in a different format. Basically all that information is put into the timesheet simply shows up formatted in different ways on each of those areas.

OK. So the graphical timesheet is just the same as the timesheet it’s not any special data or anything like that. It’s the same information but displayed differently.

Exactly. And in fact you can do the same thing in this graphical view as you can in the regular timesheet. If you want to click on one of these items to change it or add notes to it, you could. So there are just different ways of viewing the information. You’ll notice here for example these are overlapping so we had two tasks going at the same time on Monday. And they overlap one another. Whereas on Tuesday they’re in sequential order. And that’s pretty important to take note of if you’re trying to be DCAA compliant. You’re gonna wanna make sure your time is in sequential order because that’s one of the things the auditors look for.

On Tuesday it looks like you’ve got one document control that starts at 8am, materials starts at 2pm, then in-direct starts at 5pm. So where as Monday you have those overlapping those are both starting at 8am.

Right, that’s exactly correct.

I understand. So in this view you’re actually doing two things at once.

Right, and Standard Time allows for that. To be DCAA compliant it’s a training issue, you’re going to want to make sure your employees know that when they put their time in the system they’re going to want to make sure it’s sequential. It’s not hard to do but you’re going to want to inform your employees and train them do.

So show me how to do that on Monday.

Good idea! So when I clock my time into the timesheet for Monday these hours are real, I’ve worked them. But I’m just going to grab one of these, click and drag it down to 10am to where it falls right below the first item. And then take this document control item that is overlapping the item to the right and I’m going to scroll and drag it down just below the task above it. And when I do that it puts them in sequential order. So it’s real easy to do, it’s not difficult at all and this way you can keep a sequential track of your time.

So when you use the timer I’m guessing then you don’t have this problem because the timer just starts and stops and you get these blocks in sequential order. Right?

Right, if you’re using a timer in Standard Time it will automatically block these things in sequential order for you.

OK. Double click on one of these I just want to take a look...

I’ll click on this in-direct. Double click it pulls up a time log.

Yup, just like before I can enter my notes and detail there.

Yes exactly. And you can save and close any notes you put here and cancel out, you don’t need to make any changes. We’re just viewing it so I’ll cancel.

That gets me started so I’ll mess around with it. I really like it!

Filtering the Timesheet

 

The Standard Time timesheet can be filtered to display different information. Filter the timesheet by project, client or date range to name a few. The timehseet is flexible and allows you to customize what a person can or can not see. Administrators can view other employee's timesheets.

 

 

Changing User Rights

 

User rights define what you get to see inside the Standard Time timesheet. Every user can be different. Standard Time allows you to display many features, or simply allow you to only see the timesheet.

 

Approving Timesheets

Standard Time allows you to review and approve single timesheets, or multiple timesheets in a single view. The timesheet may also be locked after the approvals and timesheets can have as many layers of approvals as you like.

 

Customizing Invoice Templates

 

How to customize an invoice template for the Standard Time timesheet. Invoice templates in Standard Time are simple RTF documents you can edit in Word. You can use these templates to bill clients for hours you enter into your timesheet. The Standard Time timesheet is easy to use. Simply enter hours against projects and then run a client invoice for the billable amount.

Use these tags in your client invoice:

[INV_NUM]

[INV_SUBTOTAL]

[INV_TOTAL]

[INV_TAX_RATE]

[INV_TAX]

[INV_DATE]

[INV_PO]

[INV_TERMS]

[INV_DUE]

[INV_REP]

[INV_PROJECT]

[INV_SUBSYSTEM]

[INV_USER]

[INV_NOTE]

[INV_STARTDATE]

[INV_ENDDATE]

[INV_TASK_DETAIL]

[INV_EXPENSE_DETAIL]

[INV_TAXID]

[INV_ADDRESS]

[INV_CLIENT]

[INV_TASK_TOTAL_ROUNDED]

[INV_TASK_TOTAL_ACTUAL]

[INV_TASK_TOTAL_CLIENT]

[INV_TASK_TOTAL_SALARY]

[INV_EXP_TOTAL_AMOUNT]

[INV_EXP_TOTAL_DISTANCE]

[INV_COLUMN_LIMIT_100]

[INV_TASK_ANY FIELD NAME IN A TIME LOG]

[INV_EXP_ANY FIELD NAME IN AN EXPENSE]

[INV_EMBED_RTF:NAME OF REPORT]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Timesheet Approvals

 

Welcome to the Standard Time timesheet.  My name’s Mike.

Would you like a way to approve weekly employee timesheets?

I’ve got it, right here! With this little blue button called submit for approval.

Standard Time lets employees submit their timesheets for approval.

When you do, your manager gets an email.  Nice!

At the beginning of each week, emails go out to all the employees that haven’t submitted timesheets yet.

So now, supervisors, managers, and company executives can approve or reject them.

Hopefully approve!

Timesheets go up the chain to the highest levels.

Isn’t that slick?  I love it!

This is Mike.  And I approve this timesheet! Download your free copy today and let me know what you think.

Watch the video: www.youtube.com/watch?v=24IEKfzN_t8

Happy Timesheet

 

Here’s just are just a few things you’ll find in the Standard Time® timesheet:

  1. Timesheet – easy to use project timesheet
  2. Expense tracking
  3. Project tracking
  4. PTO Time for vacation, sick, person, etc.
  5. Task tracking
  6. Barcode scanning to start and stop a timer
  7. Report on projects and tasks
  8. Android time tracking app
  9. iOS time tracking app
  10. Cloud timesheet
  11. Windows timesheet
  12. Time tracking
  13. User Rights define what employees can do
  14. Skills for finding appropriate resources
  15. Approvals and timesheet locking
  16. Sync Time with the web timesheet
  17. Calendars for tasks and time off
  18. Voice input for apps
  19. QuickBooks integration
  20. MS Project integration
  21. Tech Support in the U.S.
  22. Community for users and believers
  23. Online Tips and tricks
  24. Videos and other resources

Watch the video: https://www.youtube.com/watch?v=gurpwql4TZQ

Mileage Tracking

 

Consultants, got a new gig?  Hey, I’m Mike and I’m with Standard Time®.  Take a look at this!

If you’re consulting and traveling you have to keep track of your mileage.

That’s the only way to get a tax deduction for it.  Consultants do it every day.

But how?

On a piece of paper?  Adding up mileage with a calculator or spreadsheet?  For a whole year!

I don’t think so!!!

Listen, I found a better way and its right here.

Standard Time records mileage just like it records expenses.

You enter the vehicle, a description and the distance.

Or enter the odometer readings, and Standard Time calculates the distance.

Either way, you get a deduction from the IRS.

And what consultant can use that?

I’m Mike.  I’m a consultant.  And I love this!

Download a free trial of Standard Time at their website today and let me know what you think.

Watch the video: https://www.youtube.com/watch?v=4DzPJQios8U

FREE TRIAL


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