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Introduction

This document describes how to use the Timesheets app to record details of time booked to various projects, plus any associated expenses which may have been incurred. By recording this data for all staff, Speakeasy is better able to provide up to date reports on project expenditure.

Instructions

Launch the membership app from Microsoft Teams. There is a  “Timesheets” tab available via the “Speakeasy…Contact Details and Activity” team. See the screenshot below:

The app should appear. See the example screenshot below:

Note: timesheet administrators will see a slightly different screen, as they have access to multiple staff member’s timesheets. However, the instructions below apply to all staff who have to complete their own timesheet.
By default, a timesheet for the current month will be visible and have a status of “Not Submitted”. Empty timesheets are created automatically for all staff via a scheduled job (see CreateMonthlyTimesheetEntries) and en email notification is sent to each staff member. Older timesheets can be located by modifying the values of the year and month filter controls, and/or the status value.

 

Recording Timesheet Entries

To add timesheet entries, click on the timesheet entry, but don’t click the red submit button at this stage. The following screen should appear:

To add a new timesheet entry, click the “+” at the top right-hand side of the screen. The following screen should appear:

Complete the date, project details and any notes that help explain how time is spent, then click the tick in the tip right-hand side of the screen to save the details. The app will then show all recorded timesheet entries, together with a total of hours booked, which appears near the bottom of the screen. See the example below:

To edit an existing entry, simply click on it, make any changes, then click the tick in the top right-hand side of the screen, which is similar to the technique used for creating new timesheet entries.

Recording Expense Entries

Recording expenses is similar to that for timesheets. Click on the “Expenses” tab at the bottom of the app screen. The following screen will appear:

To add a new expense entry, click the “+” at the top right-hand side of the screen. The following screen should appear:

If completing a mileage expense, the “Cost” field will not be editable. Instead, a mileage field will appear. A mileage cost is then calculated and displayed in the “Cost” field. See the screenshot below, which shows the cost based upon a £0.35 per mile expense rate.

The rate can be changed by an administrator with permission to edit the Timesheets app – the rate is stored in the variable “varPencePerMileRate” and can be edited via the App OnStart method.

Complete the date, and expense details, then click the tick in the tip right-hand side of the screen to save the details. The app will then show all recorded expense entries, together with a grand total, which appears near the bottom of the screen. See the example below:

 

Existing expense entries can be modified by clicking on an entry, modifying the details and clicking the tick at the top right-hand side of the screen to save.

Timesheet Summary

A summary of all time and expense details recorded against a timesheet can be seen by clicking on the “Summary by Project” tab at the bottom of the app screen. A screen similar to the following will appear:

Time and expenses are summarised into projects, and grand totals are displayed, which will have the same values as the totals displayed in the “Timesheet Entries” and “Expenses” tabs.

Submitting a Timesheet

To submit a timesheet, click on the red button on the application home screen:

Once submitted, it is not possible for the user to add or amend time or expense entries. If changes need to be made or the timesheet has been submitted too early,  contact a timesheet administrator, who can then revert the timesheet status to a status of “Not Submitted”
Note: timesheet administrators don’t see the red button. See the Timesheet Administrators section below.
The status of the timesheet will change to “Awaiting Approval”. A scheduled job runs once every 30 minutes (see TimesheetStatusNotification) to look for timesheets that have changed status. If a timesheet is detected as changed from “Not Submitted” to “Awaiting Approval”, an emails is automatically sent to timesheet administrators informing them that a time sheet needs to be reviewed and either approved or reset to “Not Submitted” so that the timesheet owner can make revisions. Email notifications keep all interested parties aware of timesheet status progression.

Timesheet Administrators

There are a few differences in app behaviour when it is launched by a Timesheet administrator. First, the red submit button only appears for the administrator’s own timesheet. Otherwise, the screen appears as below (names have been obfuscated for GDPR reasons), with a pencil icon in place of any red submit button:
Timesheet administrators can see both their own and other staff member’s timesheets. To change the status of their own or another staff member’s timesheet, click on the pencil icon in the “Edit” column. A screen will appear, similar to that given below:
The status of a timesheet can be changed by modifying the value in the “Status” dropdown list box, then clicking the tick button at the top right-hand side of the app. The hourly rate can also be modified if required. Note that, when the timesheet is created, this value is defaulted to one that is stored in the Staff members details. See Changing the default Hourly rate of a Staff Member below.
When a timesheet is changed to “Approved”, the TimesheetStatusNotification job will detect this and send an email containing a summary of project time automatically to the accountant, so that they can calculate monthly pay. The job runs once every 30 minutes, so there should be usually be time to revert a timesheet’s status if it has been incorrectly changed to “Approved”.
If a timesheet has been submitted accidentally or an administrator deems that changes need to be made, the status of the timesheet can be modified back from “Awaiting Approval” to “Not Submitted” – the staff member will be notified by email, so that they can make any changes and re-submit. Alternatively, the administrator can make minor amendments themselves. Note: it is not possible to change a timesheet which has a status of “Approved”, even if the app user is a timesheet administrator. Modify the status before attempting to edit timesheet entries.
The other difference is the project summary statistics. Whereas non-administration users get to see a breakdown of hours spent by project and project expenses, administrators also see this in terms of a cost to the project. This is calculated using the hourly rate for that staff member. See the example screen below, which shows the additional columns:

Assigning a Timesheet Administrator

Timesheet administrators are assigned by accessing the Speakeasy Contacts App, navigating to a staff/volunteer contact and editing the details Click on the “Other Settings” tab. The “Can Administer Timesheets” should be visible and can be changed to “On”. See the screenshot below, taken from the Speakeasy Contacts Phone App:

Changing the Default Hourly rate of a Staff Member

The default hourly rate can be changed by accessing the Speakeasy Contacts App, navigating to a staff/volunteer contact and changing the “Project Current Hourly Rate” value. When a new timesheet is created at the start of the next new month, the timesheet will use the new value. See the screenshot above.

Calculating Project Salary Costs

When a salary is paid, a transaction for the gross salary amount will appear in Xero, Speakeasy’s accounting package. As part of the process of reconciling this transaction in Xero, the salary needs to be broken down into costs per project. The timesheet application has been modified (October 2023) to make this easier to do. Once a new set of gross salary transactions appear in Xero, note each value and launch the Timesheets application. Edit the filters on the home screen to show the relevant timesheets (e.g. reconciling of September 2023 timesheets will typically take place in October, so change the month filter to “September” so that the September timesheets can be seen). Click the pencil icon – see the example screenshot below:

A screen similar to the following  screen will appear:

Edit the actual gross salary for the given staff member, using the relevant value from the Xero transaction. Save the value by clicking the tick at the top right hand corner of the application. Next, click on the chevron of the timesheet to see the timesheet details. Administrators will now see an additional “Project Salary Costs” tab. Click on this tab. A screen similar to that given below will be displayed:

The “Project Salary Costs” tab shows a breakdown of the costs to each project. The app calculates this using the following formulas (previously done by hand by a staff member):

  • HourlyRate=(GrossSalary-TotalExpenses)/TotalHoursWorked
  • Project #1 cost = HrsWorkedOnProject#1 * HourlyRate
  • Project #2 cost = HrsWorkedOnProject#2 * HourlyRate
  • etc

The individual values should then be transferred back into Xero as part of the transaction reconciliation process.

Note: the values in the “Project Salary Costs” differ from those in the “Summary by Project” tab – those in the “Summary by Project” tab also account for Speakeasy’s overheads and it is these costs that are included in any trustees reports.