ICA Time Entry System Instructions for Tester Before Starting.. If this is your first time to use this system, make sure you receive your Login ID from your supervisor then go through the section Setting Up. Once you complete setting up process, then you can start using the system and record your hours. Go to the section Recording Your Work Hours If you have any questions or problems, please contact your supervisor. Your supervisor: Tijana Levi (tlevi@icalanguages.com) Table of Contents SETTING UP...... 2 Login and Changing Password 2 Adding Your Test to Your Timesheet 4 Adding Your Test to Your Favorites 10 Exiting from the System 10 RECORDING YOUR WORK HOURS...... 11 Login to the System 11 Recording Work Hours 12 If Your Project is Not Listed in Your Timesheet 15 Signing Your Timesheet 18 Creating New Timesheet for Next Pay Period 19-1 -
SETTING UP Login and Changing Password 1. Go to http://www.neosystems-usa.com/icals/clienttools.html. NeoSystems opening screen opens. Tip: Since you may have to access to this site quite often, you should bookmark this page (Firefox or Google Chrome) or add to favorite (Internet Explorer). 2. Click Time & Expense. Deltek Time & Expense screen opens. 3. Enter your Login ID. 4. Enter your birth date as your temporary password. The format to enter your birth date is YYYYMMDD. For example, if you birth date is December 3, 1975, then your password is 19751203. - 2 -
5. Type ICALS under Domain. 6. Click button. 7. You will be asked to change your password. a. Enter your new password b. Enter your new password again to verify c. Click 8. Completion of password change opens. Click to continue. - 3 -
Adding Your Test to Your Timesheet 9. Click Time on top left corner of the screen. 10. Click Record Time. 11. Click Timesheet. You will see your blank timesheet. - 4 -
12. Check the pay period shown on the top right corner. If it is not the period you are trying to record hours, click to move to correct pay period. 13. Under Project, click (magnified glass). 14. Click + sign next to DIRECT PROJECT. Remember Your Test is now called Project. - 5 -
15. Here you will see the list of Charge/Branch Description that represents different customer s contracts. Depending on the customer contract you are working on, click + next to their name. For example, if your customer s contract is PRI, then click + next to Private Testing. Use the reference list below: Customer Private Leidos CACI/L-3 Ponytail ATS, others Charge/Branch Description Private Testing Leidos CACI/L-3 Ponytail Private testing If you are not sure what Charge/Branch Description you have to choose, contact your supervisor listed on the first page of these instructions. - 6 -
16. Place check mark(s) next to the type of test you are working on. Make sure your hourly pay rates are correct under PLC column. You can select multiple projects (Tests) from the same customer contract. Make sure your hourly pay rate is correct. If not, contact your supervisor listed on the first page of these instructions. If project (Test) you are working on is not listed here or your hourly pay rate is incorrect, contact your supervisor listed on the first page of these instructions. - 7 -
17. Click. The project(s) (Test(s)) you selected will be listed in your timesheet. If you added a wrong project (Test) by mistake, place a check mark next to the project (Test) you want to delete then click button. 18. To add another Test to your timesheet, click next blank project space, click and repeat step 13~16 above. - 8 -
19. When you have completed adding your projects (Tests) click. 20. Click after your timesheet is saved. - 9 -
Adding Your Test to Your Favorites Each time when a new payroll period starts on the 1 st and the 16 th of each month, you have to create a new timesheet and re-select all of your projects (Tests) you are working on for your new timesheet. However, if you keep your projects (Tests) in your Favorites, then you don t need to re-select your projects (Tests) one by one each time when you create your new timesheet. 21. Place check mark next to the projects (Tests) you want to place to your Favorites then click. Exiting from the System 22. Click on top right corner of the screen to exit from the Deltek Time & Expense site. - 10 -
RECORDING YOUR WORK HOURS Login to the System 1. Go to http://www.neosystems-usa.com/icals/clienttools.html. NeoSystems opening screen opens. 2. Click Time & Expense. Deltek Time & Expense screen opens. 3. Enter your Login ID. 4. Enter your password. 5. Type ICALS under Domain if it is not shown. 6. Click button. - 11 -
Recording Work Hours 7. Click the pay period ending date you are trying to record hours. For example, to record hours for the pay period November 1~15, click Nov. 15, 20XX Semi- Monthly TS Schedule. - 12 -
8. Enter hours for each project (Test) under the date you worked. Note 1: You don t need to record the start time and end time. You just need to record total testing hours for each project (Test). Note 2: Hours you are recording must be fractional hours, such as 0.25 = 15 min., 0.5 = 30 min., 0.75 for 45 min. Note 3: For each entry, you can write a comment. To do so, click entry. Write comments then click. next to your time Note 4: Any time you change your recorded hours and save, you will be asked to write short explanation for the reason of change(s). Without the explanation, you are not able to save your timesheet. - 13 -
IMPORTANT: If you don t see your project (Test) listed, go to the section If Your Project (Test) is not Listed in Your Timesheet on page 14. 9. When you completed adding your hours, click. 10. Click after your timesheet is saved. 11. Click on top right corner of the screen to exit from the Deltek Time & Expense site. - 14 -
If Your Project is Not Listed in Your Timesheet If you are trying to record your work hours but your project (Test) is not listed in your timesheet, you can add it to your timesheet. To do so, repeat step 13~16 in the Setting Up section on page 5. If the project (Test) you need to add to your timesheet is not listed, you need to record your hours into the temporary holder then record when your project (Test) is ready to add to your timesheet. To do so, follow the instructions below. 1. From your timesheet, click (magnified glass). 2. Click + sign next to DIRECT PROJECT. - 15 -
3. Click + sign next to Temporary. 4. Place a check mark next to Temporary Holder for T&E then click. 5. Your timesheet now shows Temporary Holder for T&E. You record hours for the project (Test) you could not find to add to your timesheet under this entry. - 16 -
6. Immediately contact your supervisor and report about your missing project (Test) in your timesheet. 7. On the next day, check if your missing project (Test) has been added to the system. To do so, repeat step 12~16 in the Setting Up section on page 5. If you see your project (Test), add it to your timesheet and; 1) Record your work hours for that project (Test). 2) Change hours you recorded under Temporary Holder for T&E to 0.00. If you still don t see your project (Test) in the list, keep recording your hours under Temporary Holder for T&E. IMPORTANT: DO NOT SIGN YOUR TIMESHEET until all your hours under Temporary Holder for T&E are moved to your project (Test) and no more hours under Temporary Holder for T&E. - 17 -
Signing Your Timesheet 1. After each pay period, you review your time entries and sign your timesheet. To do so, click, type your password, then click. Now your name appears in the Signature field. IMPORTANT: 1. You must review and sign your timesheet no later than 16 th of the month for the 1 st pay period and 1 st of the following month for the 2 nd pay period of the month. 2. Once you sign your timesheet, you are not able to change any time entries. So make sure you review all your entries before signing. 3. Your supervisor will review your time entries weekly and approve them after each pay period. Without your signature, your supervisor is not able to approve your time entries and your time will not be submitted for payroll. - 18 -
Creating Timesheet for New Pay Period Once you sign your timesheet, you now need to create a timesheet for next pay period. 1. Click to move to next pay period. 2. Under Project, click (magnified glass). - 19 -
3. Click + sign next to Favorites. 4. Place check mark(s) for the projects (Tests) you want to add to your new timesheet then click. Projects (Tests) you selected will be added to your new timesheet. If you need to add another project (Test) that was not in your Favorites, follow the step 12~16 of the Setting Up section. You can also place newly added project (Test) to your Favorites for next time. To do so, follow the steps under Adding Your Test in Your Favorites section on page 9 IMPORTANT: Make sure you save your new timesheet before exiting from the system. - 20 -