Getting Started Entering and Submitting Time

Getting Started with timeXchange

Using timeXchange to enter, submit, collect and report time allocated to different projects and/or different companies is simple but here are some tips to help. You may have or will receive an invitation via email to join each of the Projects on which you are working. You will need to accept the invitation prior to reporting time on each Project. For specific information on what should be reported and when, please see the Time Allocation Policy. This manual is designed to assist you in navigating through the timeXchange application. It is suggested that you start with the first instruction- Logging On and progress through the other directions included in the manual. Table of Contents (Click on the Topic) Logging On Entering your contact information Changing your password Accepting a project invite Entering and allocating time Submitting time Approving time Using the timer within timeXchange Installing the timeXchange application for iPhones Using the TimeXchange application for iPhones DCAA (Defense Contract Audit Agency) compliance Get Help

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Getting Started Entering and Submitting Time Logging On (return) 1. Log on to www.timeXchange.net 2. Click on the Member Login Button at the top right of the screen. See screenshot below.

3. You will be taken to a Member Login screen. Enter your email address and password. Your password was sent in the first email you received from TimeXchange.

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Getting Started Entering and Submitting Time Entering your Contact Information (return) 1. Use the Logging On instructions to log in to the software. 2. When you get in to the software, you will be at the dashboard. Under Profile Settings, click on Contact Info and then click on Edit Info. See screenshot below.

3. Enter your contact information. Under How would you describe yourself? make a selection.

4. Click Save.

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Getting Started Entering and Submitting Time Changing your password (return) 1. Use the Logging On instructions to log in to the site. 2. When you get into the software, you will be at the dashboard. Under Profile Settings, click on Account Info and then Edit Info. See screen shot below.

3. You will be taken to a screen where you can edit your log on information. Enter your new password here and confirm it. When done, click Submit.

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Getting Started Entering and Submitting Time Accepting a Project Invite (return) 1. Use the Logging On instructions to log in to the software. 2. When you are at the Dashboard, click on Project Invites Pending, see screenshot below.

3. You will be taken to a screen to view all of the Project Invitation you currently have pending. If you have pending invites, they will be listed under Invitations. Click the box next to the Projects for on which you are working and click Accept. You can Reject any Project on which you will not be working.

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Getting Started Entering and Submitting Time Entering and Allocating Time (return) 1. Use the Logging On instructions to log in to the software. 2. From the Dashboard, click on the Time tab near the top of the screen. See screen shot below.

3. You will be taken to the screen below. Use this icon to scroll from week to week or the calendar to choose the week. Once you choose a project, these boxes will appear. Enter the number of hours you worked on the specific project and task here. After you enter your time, it will appear in this box.

Projects are organized by Project Name. A short project description can be included alongside the name. The Default Entry Type is Billable. The Task Performed is set by the Project Originator or person who invited you to the project.

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Getting Started Entering and Submitting Time a. DATE: Use the calendar or the calendar icon to scroll to the time period for which you need to enter time. b. PROJECT: Use the drop down arrow to locate the Project for which you need to enter time. c. ENTRY TYPE: Anything selected other than billable will not count as billable in reports. d. DESCRIPTION: Description is optional. e. TASK PERFORMED: Under Task Performed find the particular Task of the project on which you were working. If there is no Task that applies for the Project, you can leave Select Task in this field. f. COST & BILL RATE: Do not change. Leave as is. 4. After you have entered all of the correct information detailed above. Go to the boxes under the days of the week. Enter the appropriate number of hours you worked on the particular project in these boxes (showing timesheet view).

Note:Timesheet Entry being displayed Timecard Entry also available

5. Click Save and proceed to the next Project / Time Period. 6. When you have finished entering all of your time, you will need to submit your time. See the instructions on page 8 for more information.

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Getting Started Entering and Submitting Time Submitting Time (return) 1. From the Dashboard under the Home tab, click on Time. See screenshot below.

2. Click on Submit and Monitor Time. See screenshot below.

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Getting Started Entering and Submitting Time 3. Under Select an option, click on View All Unsubmitted.

4. Your unsubmitted time will appear in a box below. Choose all of the weeks which need to be submitted and click on Submit. If all of the weeks listed need to be submitted, click on the Select All box. This will place a check mark in all of the weeks listed. Then click submit.

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Getting Started Entering and Submitting Time Approving Time (return) 1. From the Dashboard under the Home tab, click on the link that says Time Pending My Approval. See screenshot below. You will then be taken to your Approval page.

2. On the Approval Page you will see a list of all time sheets submitted to you but not yet approved by you. Place a check mark in the boxes of the time sheets you want to act on then click Approve or click Reject. To view the details of a particular time sheet, click the link for that time sheet under the Week Of column. See screenshot below.

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Getting Started Entering and Submitting Time Using the Timer within timeXchange (return)

Use the Logging On instructions to log in to the software. 1. From the Dashboard, click on the stopwatch in the upper right hand corner of your screen. It will take you to the screen below.

2. Use the drop down to select the Project you are working on and the Task. When you are ready to begin timing, clock on Start Timer. When you are done, click on Stop Timer.

3. You will be prompted to either Save or Cancel. If you choose save you will receive a message that Your time entry has been saved.

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Getting Started Entering and Submitting Time Installing the timeXchange Application for iPhones (return) 1. Go to the App Store. 2. Search for timeXchange. 3. Install timeXchange when it is located. Using the timeXchange Application for iPhones 1. You will need to log in to TimeXchange on a PC and accept your project invites before using the iPhone application to enter time. 2. Locate the TimeXchange icon on your phone. It looks similar to the logo below.

3. If prompted, enter your user name (email address) and password on the log in screen and hit submit. 4. You will see a list of Projects on which you are working. Touch the Project for which you want to report time. (If you dont see the Project you want, click Update in the upper right corner.)

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Getting Started Entering and Submitting Time 5. If there are Stages associated with the Project you touched, you will see the list of Stages appear. Touch the stage for which you want to report time. If there are no Stages, touch Enter time and then touch Enter Duration. You will see the screen below.

6. Enter the appropriate Day and Duration. You do not need to enter a Description. 7. Touch Back to Upload in the upper left corner. You will be taken to another screen. Touch Upload in the upper right corner. If you have more than one entry ready to uploaded you will be prompted to upload just one or all entries. Answer according to what you would like to do. Your information will be uploaded to TimeXchange.

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Getting Started Entering and Submitting Time DCAA (Defense Contract Audit Agency) compliance (return) TimeXchange adheres to the guidelines published by the DCAA regarding time tracking and approval on DoD sponsored projects. Specifically you should be aware that TimeXchange provides for three controls required by DCAA. 1) No time sheets can be edited by a manager, supervisor, or administrator at any time. Time sheets can only be edited by the worker responsible for that time sheet. 2) A Time sheet cannot be edited by a worker once it has been submitted and approved. Only rejected time sheets can be edited. 3) Submitted and approved time sheets remain in the project audit trail even if a worker has deleted their own account. DCAA does not certify software as DCAA compliant but instead publishes guidelines we adhere to. For further information please go to www.dcaa.mil and search for the term timesheet.

FINAL NOTE Getting Help: If you are having any problems or have questions, please send an email to the following link: info@timexchange.net.

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