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Timesheet System Guideline v4

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Gia Vinh Bui Tran
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62 views23 pages

Timesheet System Guideline v4

Uploaded by

Gia Vinh Bui Tran
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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TIMESHEET GUIDELINE

01 INTRODUCTION
Agenda
02 PROJECT CODES

03 HOW TO BOOK TIMESHEETS

04 OTHER NOTES
INTRODUCTION
INTRODUCTION
▪ Timesheet system is to record and manage the time for each person per project
▪ Timesheet system is web-based so you can access anywhere with internet, both
by PC and mobile devices
▪ Timesheet system is our own internal system so we can improve it if needed in
the future
▪ All people are requested to prepare the timesheet every week latest at Friday. If
you plan to take leave by that time, you are requested to prepare timesheet
before you leave.
▪ All managers are requested to check and approve the timesheet by Monday for
preceding week.
▪ There will be email automatically remind you for each of activity but you are still
the owner.
▪ Fill-in and approval of the timesheet on time is important for our project report
system and it is counted in the PMA of each person.
PROJECT – DTS & FINANCE
 Productive Project code
Project -
SharePoint

31NL 84VN 855KH

2021 2022 2021 2022

Technical Commercial Technical Commercial Technical Commercial Technical Commercial

31T21001.01 31T21001.01 855T21001.01 855T21001.01

31T21002.01 31T21002.01 855T21002.01 855T21002.01

31T21002.02 31T21002.02 855T21002.02 855T21002.02


PROJECT – DTS & FINANCE
 Overhead Project code

Name Current code New code-NL New code-VN New code-KH

Sick leaves IESVN.99001.00 31C99001.00 84C99001.00 855C99001.00


Public holidays IESVN.99002.00 31C99002.00 84C99002.00 855C99002.00
Holidays IESVN.99003.00 31C99003.00 84C99003.00 855C99003.00
Maternity leaves IESVN.99004.00 31C99004.00 84C99004.00 855C99004.00
Unpaid leaves IESVN.99005.00 31C99005.00 84C99005.00 855C99005.00
Business development IESVN.99006.00 31C99006.00 84C99006.00 855C99006.00
Training IESVN.99007.00 31C99007.00 84C99007.00 855C99007.00
Seminar/Course IESVN.99008.00 31C99008.00 84C99008.00 855C99008.00
Overhead IESVN.99009.00 31C99009.00 84C99009.00 855C99009.00
Time for Time IESVN.99010.00 31C99010.00 84C99010.00 855C99010.00
Time for Payment IESVN.99011.00 31C99011.00 84C99011.00 855C99011.00
HOW TO BOOK
TIMESHEET
STEP 1: START FROM INT-ES.COM

Click here
ACCESS LINK FOR TIMESHEET

Click here
STEP 2: LOG-IN TO SYSTEM
STEP 3: UPDATE YOUR PROFILE
STEP 4: PREPARE OR APPROVE
STEP 5: FOR PREPARING TIMESHEET
STEP 5: FOR APPROVING TIMESHEET
STEP 6: APPROVE OR REJECT TIMESHEET
OTHER NOTES
NOTE 1: HOW TO BOOK OVERTIME (OT)
▪ Normally, IntES will not support working overtime, however, if it is required by
project, it can only be approved by Project Director;
▪ It is voluntarily for us all to use the TFT principle, it allows you to build up leave
time to be used in the future and it helps us through the peak times of our work;
▪ Project code for OT: 99010.00(Time for time)
▪ When there is OT occurring: is negative number is booked, when there is leave
taken from OT budget: positive number is booked
▪ Please refer below example:
NOTE 1: HOW TO BOOK OVERTIME (OT)

Example: there is 4 hours overtime occurring on Wednesday, Apr 7th


Line 01: Please fill the time spent for the projects with job code as normal: 12 hours
Line 02: Please choose IESVN()  NON-PRODUCTIVE()  99010.00 (Time for time)
and input the overtime hours in negative amount: -4 hours
NOTE 1: HOW TO BOOK OVERTIME (OT)

Example: there is 04 hours of overtime that used for leave time in next week.
Please choose IESVN()  NON-PRODUCTIVE()  99010.00 (Time for time) and input
the overtime hours in positive amount: 4 hours
NOTE 2: CORRECT TIMESHEET IN PREVIOUS WEEKS

▪ In some case, there is a adjustment in the week which was approved by the
Manager before because of any mistakes that isn’t actual.
▪ If there is no difference between the timesheet booked and the actual: no
action needed.
▪ If there is difference between the timesheet booked and the actual: correction
must be done in the following week.
▪ The example is in the next slide.
NOTE 2: CORRECT TIMESHEET IN PREVIOUS WEEKS

Week 13th is filled, there are working codes in full week and the Manager
approved it.
NOTE 2: CORRECT TIMESHEET IN PREVIOUS WEEKS
Actually, 2 days of week 13th is taken as leave day
 Correct timesheet should be: 3 days as working day, 2 days as Holiday
 Correction should be made in week 14th for week 13th as following:
▪ Line 01: Please filling the same code with week 13th for 02 different days with
negative number;
▪ Line 02: Please filling actual code that used;
▪ Line 03 and other: Please filling tasks on week 14th.
Thank you!

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