Enter timesheets

Use this to record:

  • working time for projects and non chargeable tasks (time recording). A project code should be issued to you by the project manager or lead contact to enable you to record your time.
  • overtime, additional hours and one off payments (payment claims).
  • record all flexi hours worked for staff on EHCC grades A to F.

You cannot submit entries for future dates.

For information

If you are recording both payment claims and time recording, you should save your payment claim before entering your time recording hours, otherwise all hours you have entered will be sent to your line manager for approval. Alternatively, save between entering each different time type.

Navigate

Click the Projects folder, then select the Enter timesheets tile. The ESS Time Recording screen will open.
ESS Time Recording screen

Week panel

The current date displays in the top left of your screen. This brings you the Click  Change the week by either:

  • using the black arrows either side of the date field
  • overtyping the date shown in the field and click Go, or
  • clicking the calendar icon at the end of the date field then click Go.
Enter and save hours worked

Project, time and TRO hours

On each row complete either Rec Order or Network and Oper/Acct fields as follows:

  • Rec CC - leave this field blank. This defaults to the correct cost centre
  • Rec Order - enter the relevant code or click the icon at the end of the field to search (see help below for information)
  • Network - enter the relevant code or click the icon at the end of the field to search (see help below for information)
  • Oper/Acct - enter the relevant code or click the icon at the end of the field to search (see help below for information).

Enter the hours worked for each code in the appropriate day column. You should enter your hours as a decimal, eg enter 1.5 for 1hour 30 minutes.

If you need to record time worked against a HEAT reference, click in the column heading for the relevant date (on the right of the screen). This will open the Short Text field where you can enter the HEAT reference.

Once you have entered the hours worked, click the Check button on the left of your screen. This will populate your total fields and tell you if there are any errors. Fields that have errors on them will be highlighted and an error message will show at the top of the screen. Correct any errors and click the Check button again.

To save your entries, click the Save Time button along the top of your columns.

Tip:  See the Further options section below to find out how to add new lines, delete lines, change the view of your columns and save as a template.

Flexi hours

Go to the Att/Abs column and type in 9000. This should be added as a separate line to any existing time recording lines.

Type in the amount of hours worked (decimal) under the appropriate date (use the arrows at the tome to change weeks if necessary).

Information

If you cannot see the Att/Abs column, click on the Change Columns button and select Att/Abs.

Entering flexi time

All hours worked (with the exclusin of overtime) should be coded to the 9000 code, in addition to coding the hours to project codes or TROs.

Once you have entered your hours worked, click the Check button on the left of your screen. This will populate your total fields and tell you if there are any errors. Fields that have errors on them will be highlighted and an error message will show at the top of the screen. Correct any errors and click the Check button again.

To save your entries, click the Save Time button along the top of your columns.

For information

The system will update the flexi balances over night, when payroll is open. When payroll is closed flexi time can still be entered but the data will only update when payroll is re-opened.

To view the balance of flexi time that you have available, use the Leave balances tile.

Enter and save payment claims

On each row complete either Att/Abs type or Wage Type - do not complete both

  • Att/Abs - enter the relevant code or click the icon at the end of the field to search (see help below for information)
  • Wage type - enter the relevant code or click the icon at the end of the field to search (see help below for information).

Enter the hours worked for each code in the appropriate day column. You should enter your hours as a decimal, eg enter 1.5 for 1hour 30 minutes. For some codes, eg Standby or Sleeping in - enter 1.

Once you have entered your hours, click the Check button on the left of your screen. This will populate your total fields and tell you if there are any errors. Fields that have errors on them will be highlighted and an error message will show at the top of the screen. Correct any errors and click the Check button again.

To save your entries, click the Save Time button along the top of your columns. Your claim is automatically sent to your line manager for approval.

Tip:  See the Further options section below to find out how to add new lines, delete lines, change the view of your columns and save as a template.

Search for a Rec Order code

Click the icon at the end of the Rec Order field to open the search.

Use either the Order or Description field, or both. Use the wild card * where parts of the code or text are unknown. The Description field is case sensitive. Click the binoculars to run the search. Your results will be listed.

Use the arrows at the bottom of the list to move up and down the list of results.

Once you have found the code you require, click the square to the left of the required code, then click the green tick at the bottom of the search window to transfer the code to your timesheet.

Search for a Network code

Click the icon at the end of the Network field to open the search.

Use either the Network or Activity Description field. Use the wild card * where parts of the code or text are unknown. The Activity Description field is case sensitive. Click the binoculars to run the search. Your results will be listed.

Use the arrows at the bottom of the list to move up and down the list of results.

Once you have found the code you require, click the square to the left of the required code, then click the green tick at the bottom of the search window to transfer the code to your timesheet.

Search for an Oper/Acct code

Ensure you have entered a Network code in the Network column before searching for an Oper/Acct code. Click the icon at the end of the field Oper/Acct field to open the search.

Click the binoculars to run the search. Your results will be listed.

Use the arrows at the bottom of the list to move up and down the list of results.

Once you have found the code you require, click the square to the left of the required code, then click the green tick at the bottom of the search window to transfer the code to your timesheet.

Search for an Att/Abs type

Click the icon at the end of the Att/Abs field to open the search.

Use the arrows at the bottom of the list to move up and down the list of results.

Once you have found the code you require, click the square to the left of the required code, then click the green tick at the bottom of the search window to transfer the code to your claim.

Search for a wage type

Click the icon at the end of the Wage Type field to open the search.

Use the arrows at the bottom of the list to move up and down the list of results.

Once you have found the code you require, click the square to the left of the required code, then click the green tick at the bottom of the search window to transfer the code to your claim.

Further options

You can also:

  • Create new lines - click the Create New Lines button along the top of your columns. Three new blank lines will appear at the bottom of your screen.
  • Delete lines - Tick the Delete tickbox against the line you want to delete, then click the Delete Selected Lines button along the top of your columns.
  • Save as a Template - To save your timesheet as a template for future use, click the Save as Template button along the top of your columns. You can amend the template by making your changes, then clicking Save as Template again.
  • Change the columns you can see on your screen - Click the Change Columns button along the top of your screen. You will see a list of column names appear. Tick or untick the relevant column names until you have only the ones ticked that you want to see on your screen, then click Save Changes. You can revert back to the original columns by clicking Revert to Default.