Introduction

This article is intended to quickly assist with the completion and submission of timesheets by staff employed under the Agenda for Change (AfC) terms and conditions.

Finding Your Timesheet

1.    Select Timesheets in the Self Service menu

2.    Select Assignment from the List

If you have more than one assignment, you will need to select the assignment you want from the drop-down list.

3.    Select the Period where the Status is Data Entry

Claiming Additional Hours and Enhancements

Use the Enhancements and Overtime section to claim for any additional hours worked above your contracted hours or where you have worked unsociable hours that are paid as an enhanced payment.

4.    Click on the Week tabs to Find the Date Worked

5.    Enter Times Worked

You can type in the time using a dot or colon to separate the hours and minutes, e.g. 9.15 or 9:15.  Times can be entered in the 24 hour format or with am or pm, e.g. 21:15 or 9.15pm.  You can also click on the  icon to choose the time

The time you enter will be displayed in the 24 hour format when you move off the field.

6.    Enter the Contracted Hours Worked

Enter the number of contracted hours that were worked during the time period entered.  

Please note: that part hours should be entered as a decimal value, e.g. 7.5

Useful Tip: Hours and minutes can be entered with an "h" between after the hour figure. e.g. 7h30 will be converted to decimal and displayed as 7.5

7.    Enter the number of Excess Basic Hours and Enhanced Hours

If you are part-time and you work any additional hours above your contract, you should enter the number of extra hours you have worked in the Excess Basic Hours field.  

Where you have worked unsociable hours, such as at night or at the weekend, enter the number of hours to be paid at the enhanced rate.  

Where you are not eligible to claim Excess Basic or Enhanced Hours the fields will have a grey background and you won't be able to enter values in those fields.

Please note: that part hours should be entered as a decimal value, e.g. 7.5   

Useful Tip: Hours and minutes can be entered with an "h" between after the hour figure. e.g. 7h30 will be converted to decimal and displayed as 7.5

The table below sets out which fields you would normally complete.

8.    Entering Overtime Hours

If you work above the full-time, you should enter the additional hours worked in the appropriate overtime field.  

Where you are not eligible to claim Overtime Hours the fields will have a grey background and you won't be able to enter values in those fields.

Please note: that part hours should be entered as a decimal value, e.g. 7.5

Useful Tip: Hours and minutes can be entered with an "h" between after the hour figure. e.g. 7h30 will be converted to decimal and displayed as 7.5

The table below sets out which fields you would normally complete.

9.    Checking what has been entered

Your employer can have the system check what you have entered.  So, on occasions you may see the (High Value) icon which indicates that you are claiming more hours than expected, or where a part time member of staff enters hours in the overtime fields. You may also see the  (Excessive Value) icon that indicates that the hours you have entered are considered too high.

Please note: That you won't be able to save or submit any values where the  (Excessive Value) icon is showing.

10.    Save or Submit

Save

The Save button should be selected where you want to save the hours that you have entered, and where you may want to add the hours that you will work on a following day.

Submit

Usually there will be an agreed date of the month when you should submit your timesheet to your manager for approval.  That is when you would click on the Submit button.  At that point, you may be asked to complete a declaration to verify that the hours submitted are correct.  The image below is an example of the declaration pane.

You will need to add a tick to the box indicated by the arrow. You may also be asked to provide three characters from your security word to act as your electronic signature. You will then need to click on the Submit button for your timesheet to be sent to your manager.