eSUB Academy

Follow

eSUB Time for Web

Overview

eSUB Time for Web is an application that is integrated with the eSUB project management solution. Subscribers of the eSUB Time product will have the legacy Timecards module replaced with the eSUB Time interface. The eSUB Time interface can be reached by selecting the Timecard Management (Tm) icon anywhere in eSUB.

Table of Contents

Enter time

Single entry

From the Timecard Log:

  1. Select New Timesheet

  2. Select one of the following options:
  3. Select Project and choose the desired project
  4. (If applicable) Select System and choose the desired system
  5. (If applicable) Select Phase and choose the desired phase
  6. Select Cost Code and choose the desired cost code

  7. Select Employees, and choose the employee from the list (If using Batch Entry, jump to Batch Entry section to continue)

  8. Select Dates and choose the desired date (s)

  9. Follow the steps that correspond with the method that was selected in Step 2
If using Enter Hours  If using Enter Time In/Time Out
 
  1. Under Hours worked per day, enter the desired number of Regular, Overtime, or Double Time hours for the timecard(s)
 
  1. Select Time in and enter the clock in time for the employee(s). In the adjacent field, choose AM or PM
  2. Select Time out and enter the clock out time for the employee(s). In the adjacent field, choose AM or PM
  3. (Optional) Select Break in and enter the starting break time for the employee(s). In the adjacent field, choose AM or PM
  4. (Optional) Select Break out and enter the ending break time for the employee(s). In the adjacent field, choose AM or PM 
  1. (Optional) Select Notes to enter a note on the timecard
    • If creating multiple timecards, notes will be on every timecard
  2. Select Create Time Entries
  3. (Optional) Review the data and make changes as needed
    • Sort the timecards by selecting either Date, Employee, or Project
    • Edit the timecards as needed 
    • Select Add More Entries to add additional timecard(s) 
    • Select Delete All Entries to delete all displayed entries 
    • Select the Delete Entry (red trash can) icon to delete a group of timecard entries (either by Date, Employee, or Project) 
  4. Select Submit Time Entries to finalize creation of the time card(s)

NOTE: Any timecards not yet submitted will be saved in the “grid” in order to be submitted at a later time

Copy previous week or previous day

Copy Previous Week and Copy Previous Day options allow the user to copy all of the previous week or day’s timecards, respectively.

During timecard entry:

  1. Select either Copy Previous Week or Copy Previous Day
  2. (Optional) Review the data and make changes as needed
    • Sort the timecards by selecting either Date, Employee, or Project
    • Edit the timecards as needed
    • Select Add More Entries to add additional timecard(s)
    • Select Delete All Entries to delete all displayed entries
    • Select the Delete Entry (red trash can) icon to delete a group of timecard entries (either by Date, Employee, or Project)
  1. Select Submit Time Entries to finalize creation of the time card(s)

NOTE: Any timecards not yet submitted will be saved in the “grid” in order to be submitted at a later time

Batch entry

Batch Entry allows timecards to be created for multiple employees at once. To enter time for multiple employees:

During timecard entry:

  1. Select All or None to select all of the project employees or remove all of the project employees, respectively
  2. Select the employee’s name under the Employees field in order to remove the employee from the list
  3. Jump back to previous section to continue

Enter indirect/overhead costs (Example: Vacation, PTO, etc.)

From the Timecard Log:

  1. Select New Timesheet

  2. Select Enter Indirect Costs
  3. Select Indirect Cost and choose the desired overhead cost code
  4. Select Employees and choose the desired employee(s) from the list
  5. Select Dates and choose the desired date(s)
  6. Under Hours worked per day, enter the desired number of regular hours
  7. (Optional) Select Notes and enter a note on the timecard
  8. Select Create Time Entries
  9. (Optional) Review the data and make changes as needed
    • Sort the timecards by selecting either Date, Employee, or Project
    • Edit the timecards as needed
    • Select Add More Entries to add additional timecard(s)
    • Select Delete All Entries to delete all displayed entries
    • Select the Delete Entry (red trash can) icon to delete a group of timecard entries (either by Date, Employee, or Project)
  10. Select Submit Time Entries to finalize creation of the time card(s)

NOTE: Any timecards not yet submitted will be saved in the “grid” in order to be submitted at a later time

Back to TOC

View or edit timecards

 From the Timecard Log:

  1. (Optional) Select the < or > icons to move the week backward or forward, respectively
  2. (Optional) Select the Calendar icon to jump to the desired week
  3. (Optional) Select Show Only Mine to only show the logged in user’s timecard(s)

Group by employee or project

  1. Select Group by Employee to group all timecards on a per-employee basis, or, select Group by Project to group all timecards on a per-project basis
    • Each timecard shows an overview of hours for the week being viewed
    • Select the (down arrow) icon to expand the list of daily timecards for the employee/project

View signed timecard

Employees can sign their own timecards using the eSUB Time mobile app. See the steps here: eSUB Time for Mobile – Sign Timecard

From the eSUB Time module:

  1. Go to Utilities > Employee Timecards
  2. Select the Week Ending field or the Open Calendar (calendar) icon and choose the desired week ending date
  3. Select the desired employees in the Employee field:
    • Select All Employees, or choose a single employee
    • To select multiple employees, hold CTRL key while making selections
  4. Select the Select button to generate the timecards
  5. Select the desired View (magnifying glass) icon to see the timecard(s)
    • Hover over each magnifying glass icon to see the associated tooltip
    • The timecard(s) will open in a new browser tab

View time record detail

Time record detail provides a view of the following:

  • Project name and number
  • (If applicable) System and Phase
  • Cost code
  • Date
  • (If applicable) Time in and Time out punches
  • (If applicable) Break 1 and 2 in and out punches
  • Hours worked (Standard time, Overtime, Double time)
  • Timecard comments
  • (If applicable) Punch in/out location

From the Timecard Log:

  1. Select the (down arrow) icon on the desired timecard
  2. Select the View (magnifying glass) icon under Details
    • Select Save to save any changes
    • Select Cancel to discard changes and return to previous page

View punch in/out location 

From the Timecard Log:

  1. Select the (down arrow) icon on the desired timecard
  2. Select the View (magnifying glass) icon under Details
  3. Select the (down arrow) icon on the Display Punch in/Punch out location field 
    1. Select Save to save any changes
    2. Select Cancel to discard changes and return to previous page

Back to TOC

Print timecards

From the Timecard Log:

  1. (Optional) Set up the desired timecard view (group and/or filter) to be printed
  2. (Optional) Select Expand All to display the full timesheet(s)
  3. Press CTRL + P, or go to File > Print
  4. Change the layout orientation to Landscape
  5. Select Print

Back to TOC

Add comments to a time record

From the Timecard Log:

  1. Select the (down arrow) icon on the desired timecard
  2. Select the View (magnifying glass) icon under Details
  3. Select the comment field and begin typing the comment
  4. Select Send to apply the comment to the timecard
    • Select Save to save any changes
    • Select Cancel to discard changes and return to previous page

NOTE: The time record details page must be saved in order to retain any comments applied to it.

Back to TOC

Approve or reject timecards

A user must first set up a PIN for timecard approval.

Related Articles: How do I set up my PIN for Timecard approval?

From the eSUB Time module:

  1. Go to Utilities > Approve Time
  2. Enter the user’s PIN and select Submit
  3. (Optional) Select the (down arrow) icon on the desired timecard to view a daily breakout
  4. (Optional) Make changes to the timecard as needed
  5. (Optional) Un-check any timecards that will not be approved
  6. Select Approve Time

Back to TOC

Export time to payroll

A user level of Executive Administrator is required.

Related Articles: User Level Access Breakdown

From the eSUB Time module:

  1. Go to Utilities > Export Payroll Data
  2. Enter the export criteria:
    • Export File No: Enter the desired file number
    • Project(s): Select All Projects or specific project(s)
    • Starting Date: Select the start date of the payroll export
    • Ending Date: Select the end date of the payroll export
  3. Select Export
  4. Select the Download (arrow) icon to download the export file

Back to TOC

View notifications

Notification Types:

From the eSUB Time module:

  1. Select the Notification (bell) icon to view notifications
  2. (Optional) Select the notification to be redirected

Back to TOC

Set up custom views (crew entry)

 Up to five custom views/filters may be created per user profile.

Create new filter

 From the Timecard Log:

  1. Select the Filter button
  2. Select the Name your view field and enter a name for the custom view
  3. Select the Select Employees field and choose the desired employee(s)
  4. Select the Select Projects field and choose the desired project(s)
  5. (Optional) Select Apply to apply the filter to the current timecard log view
  6. Select Save to save the filter for later use
    • Select Close to discard changes and return to the previous page

Clear filter (view all timecards)

 From the Timecard Log:

  1. Select the Filter button

  2. Select Show All Timecards

Edit existing filter

 From the Timecard Log:

  1. Select the Filter button

  2. Select the Edit (pencil) icon adjacent to the filter being edited
  3. Make changes as needed
  4. (Optional) Select Apply to apply the filter to the current timecard log view
  5. Select Save to save the filter for later use

Delete filter

 From the Timecard Log:

  1. Select the Filter button

  2. Select the Edit (pencil) icon adjacent to the filter being edited
  3. Select the Delete entry (red trash can) icon to delete the filter
  4. Select the Delete entry (red trash can) icon again to confirm deletion of the filter

Back to TOC

View and manage timecard settings

From the eSUB Time module:

  1. Go to Time > Time Settings
  2. Make changes as needed:
    • Week Ending Day: Select the drop-down menu and choose the desired week ending day setting
    • Automatically switch daily time hours to OT after _ hours: Enter the desired number of hours, and check the box to enable the setting.
    • Automatically switch weekly time hours to OT after _ hours: Enter the desired number of hours, and check the box to enable the setting.
    • Show an alert on the Time Approval page when an employee punches in or out over _ miles away from the jobsite: Enter the desired number of miles, and check the box to enable the setting
  3. Select Save to save any changes
  4. Select Cancel to discard changes and return to the previous page

Back to TOC

View reports

From the eSUB Time module:

  1. Go to Reports > Select the desired report type:

Back to TOC

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments