Timesheet Management Process for Internal Users

Viewing Timesheets #

Depending on their security settings, a PCRecruiter user can view the status and details of a contractor’s timesheet at any point in the process. Follow these steps:

1. Select Contract from the main toolbar.
2. Click Hours.
3. Choose the Pay Period you wish to view.
4. Click Search to display all contractors on assignment for the selected pay period. The status of each timesheet will be listed in the Status column as one of the following:
   • No Timesheet: The contractor has not started a timesheet for the selected pay period.
   • In Process: The contractor has started the timesheet but has not submitted it for approval.
   • Approval Pending: The contractor has submitted the timesheet and is awaiting approval.
   • Approved: The timesheet has been reviewed and approved.
5. To view the details of a specific timesheet, locate the contractor you want to view, then click Timesheet.
   • In the Timesheet view, you’ll find two tabs:
     • Current: Displays timesheets for the selected pay period.
     • History: Displays historical timesheets.
   • Both areas will display the following information:
     • Frequency
     • Period Ending
     • Contractor Name
     • Assignment Begin and End Date
     • Company Assignment
     • Job Title
     • Hours Worked
     • Bill Rate
     • Pay Rate
6. Once the timesheet is listed, use the Action menu to perform additional tasks:
   • Edit: View additional details.
   • Print: Print the timesheet.
   • Delete: Remove the timesheet.
7. After choosing Action > Edit, you’ll have access to additional options:
   • Hours: View clock-in/clock-out details. To see where the contractor clocked in and out, click the Geo Tag icon. You can also view all contractor locations on a single map by going to Contract > Assigned, then clicking Go under “Show Current Contractor Locations”.
   • Allowance: View expense details.
   • Approval: View approval status and details.
   • Margins: View AGP (Adjusted Gross Profit) details.

Note: For instructions on how to remind contractors and approvers regarding unsubmitted or approval-pending timesheets, see Timesheet Reminders

Listing Contractors #

List All Contractors/Temps #

This option shows all name records who are currently listed as Contractors in your database. It will also provide the following details of the assignment:

• Candidates Full Name
• Contractor Status
• Begin and End Dates if currently on assignment
• Company and Position currently on assignment for
• Bill/Pay Rate
• Per Diem
• Markup
• Percent
• Comments

To access this information, do the following:

1. Select Contract from the Main Toolbar
2. Choose All from the Navigation Toolbar
3. Select the appropriate filtering options. Filtering options include Date, Last Name, Rollup List, and/or Username
4. Click Search to view a detailed list of all contractors.

List Contractors on Assignment #

This search option provides the ability to list all contractors with a status of “On Assignment” or “Possible.”

1. Click the Contract button from the Main Toolbar
2. Select Assigned from the Navigation Toolbar
3. Select the appropriate filtering options. Filtering options include Date, Last Name, Assigned Company Name, Rollup List or Username.
4. Click Search. The resulting list will show the Contractors Name, Status, Title of assignment, Begin and End Dates, Company they are assigned to, Bill/Pay Rate, Per Diem, Markup, Percent, and Comments.
5. If you would like the results exported to a CSV select the “Save To File” checkbox before selecting Search.

From this screen you can also click “Show Current Contractor Location” to see a map of current locations of all Contractors that are On Assignment based on their last Clock In/Out Location

List Contractors Coming Off Assignment #

This search gives you the ability to view Contractors who will be coming off an assignment as well as currently available contractors.

1. Select Contract from the main toolbar
2. Choose Available
3. Specify the number of days until the assignment ends
4. Choose your Option
   1. Contractors Placed on Assignment will show the candidates who are coming off an assignment and will be available in the number of days specified
   2. New Contractors Becoming Available will show the candidates coming off an assignment, plus all available contract candidates
5. Select additional filtering options in addition to specifying the number of days until the assignment ends. You can also filter by Last Name, Assigned Company Name, Rollup List, or Username the placement was written by

Export Timesheets to Back Office #

Transferring to QuickBooks #

This feature is only available with an installed version of Quickbooks, it is not available on the Cloud Based version

To transfer a timesheet to QuickBooks, you must first transfer the Assignment to QuickBooks, this will just need to be done once, and we recommend doing it when the Placement is made.

1. Access the Position the Placement was made for
2. Click Placements
3. Click the Date of the Placement
4. Click Quickbooks
5. Click Send to QuickBooks

Once these steps are completed, you can now transfer the Timesheets for all Contractors:

1. Click Contract from the Main Toolbar
2. Select Hours 
3. Choose the Pay Period you wish to transfer
4. Click Search
5. Choose Transfer to Back Office from the Action Toolbar
6. Export to Quickbooks
7. Click List Timesheets
8. Checkmark the timesheets you wish to transfer and select Send to Quickbooks

Transferring to Paychex #

You can also choose to transfer your Timesheets to Paychex if desired via a csv file.

Create and Populate Paychex Fields #

The first step to using the Paychex export is to create the fields needed for a successful transfer between PCRecruiter and Paychex. For example ORG ID and Worker ID.

1. Select System from the Main Toolbar
2. Choose Custom Fields
3. Choose Name Custom Fields
4. Select Add in the action toolbar
5. Create your custom field by entering a Field Name and choosing your Action. If you choose to have a dropdown or checkbox be sure to setup the Default Values as well.

Now that your field is created you will need to add it to your name layout:

1. Access a Name Record in your database
2. Select the Customize icon in the dropdown on the right
3. Select “Click to Set Field” this will display a dropdown allowing you to select your new field
4. Save once your fields have been added to the layout
5. You may now begin populating these fields on your contractor’s records to be exported

Export Hours #

1. Select Contract from your main toolbar
2. Click Hours
3. Select the appropriate Pay Period
4. Click Search
5. Once viewing your list of hours select Transfer to Back Office option from the Action Dropdown
6. Enter your Client ID and Line Date, these will show as static columns in your export.
7. Choose the Customize gear icon in the bottom left corner of the window
8. Map the PCRecruiter Field (Source) to the Paychex export field by matching the fields on the left with the correct destination fields on the right. – your PCRecruiter data will show in these designated columns.
9. Save and Close when finished
10. Choose List Timesheets; this screen will show everyone who has submitted timesheets for the designated period, however; they will only be selected if they have been approved. You may manually select others as well.
11. Choose Export
12. Open your downloaded export to begin the import to Paychex.

Please note you will only need to complete steps 5-7 again if you choose to modify your spreadsheet data in the future.