Timesheet Questions and Answers

Introduction

The new online timesheet system is intended to make processing timesheet data easier and more consistent for the trainers, the director of training and the treasurer.  Trainers will enter their sessions, games and any special activities (as hours) into an online database.  Twice a month, John will export data to an Excel file, which he will use to review the trainers' data, and compute gross pay.  He will email the final Excel file to the treasurer, who will then cut checks. 

Q. I don't see my name in the pulldown list.  How do I get on the system?

A. You must be added to the trainer list by the webmaster.  If you received an email containing a password, you should be on the list.  Send an email to the webmaster if you can't find your name or have not received a password email. 

Q. The system is not taking my password.  What do I do?

A. The password is case sensitive.  Make sure you are capitalizing correctly.  If you have forgotten your password, send an email to the webmaster for help. 

Q. I can't remember my password.  Can I change it to something I can remember?

A. The system doesn't have the ability for you to change your password.  The webmaster can change it for you, though, so if you would like a different password, send email to the webmaster and he will change it for you.  Continue to use your current password until you get an email confirming your new password.  Again, pay attention to capitalization. 

Q. When do I need to enter data?

A. Trainers can input data as often as they like.  The only limitation is that if you have entered data for a particular day of the month and then logged off the system, you cannot go back to that day and reenter or modify the data.  You can still access any other day.  You cannot access any future days, you can only enter data for days up to today. 

John will process data for payment between the 15th and 18th of each month, and between the 1st and 4th of each month.  Data not entered when John processes the data will not be included on the next paycheck.

Q. What happens if I did not enter some sessions before John processes the data?

A. Any data entered late should be picked up for the next paycheck.  Because the system handles data on a monthly basis, any sessions not included on the mid-month check will be easily picked up for the end of month check.  If you have not entered sessions by the last day of the month, they will be included on the mid-month check for the next month, but it is more difficult for John and, with a new system, we may have some trouble with this situation.  Keep track of your sessions, so if there is a problem you can help us improve the system. 

Q. Do I enter 1.5 hours for each training session? 

A. You should not enter hours for training sessions or games.  Pay for these are on a session or game basis only.

Q. How many hours should I enter for games?

A. You should not enter hours for training sessions or games.  Pay for these are on a session or game basis only.

Q. What is the "Hours" input used for?

A. Use the "Hours" entry for special situations.  An example would be if you work at the tryouts or the winter training sessions at GBS.  You would arrange with John what the pay for these events will be, and he will apply the proper rate to the hours entry you provide.  Again, arrange with John beforehand how you should enter your data for these events. 

Q. What if I make a mistake when I enter data?

A. If you have not logged off, you can go back into the day in question and enter correct data. 

If you have logged off, you cannot go back and change data for a particular day.  You should email John, and explain the situation.  If you entered data on the wrong day, for example, you should go ahead and enter the data on the correct day, email John, John will be able to delete the data from the incorrect day.  If you need to change the data for a particular day, John will be able to make changes when he processes for payment. 

Q. I have a question that is not answered above.  What do I do?

A. Email the webmaster with any additional questions about how the system works.  Email John with any questions about pay issues, pay or entering data for special events, etc.