Contractors

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Timesheets

How do I submit timesheets?

Contractors must submit timesheets online on a weekly basis prior to the cut off day/time to ensure payment in the following month's payroll.

Please refer to the instructions below on how to create timesheets and the associated business rules that apply to timesheet submissions.

Logging in

  1. Go to www.openair.com/index.pl 
  2. Enter your Company ID, User ID and Password
    [Click save "Save IDs on my computer" if this is your computer and you want the browser to remember your logon ID]

On entry you will be taken to your OpenAir home page, or if you have logged in previously, you will be taken to the last point of entry.

Timesheet Business Rules

  1. Every Contractor must submit a timesheet, every week, regardless of whether they are chargeable or not (public holidays, annual leave, on the bench, sick leave, just not working, etc All must be included).
  2. Every Monday to Friday requires a minimum of 8 hours recorded against it.
  3. If you work less than 8 hours in a day, you must record the remaining time against an internal code ie Annual Leave, Associate Leave etc. (if you have an agreement with the client to work less ie 7.75 hours see rule 7)
  4. If you work more than 8 hours in a day, you must still record all time (this will not impact billing to the client).
  5. A weekly timesheet must total 40 hours minimum; once again if you didn’t work for a period of that time, record the remaining time against an internal code.
  6. All timesheets must be submitted by COB Friday (we will issue Friday morning reminders). For those that require client approval (signatures), you have until midday Tuesday.
  7. If you are producing hard copies for sign-off; you must scan and upload the signed timesheet and attach it to the relevant open timesheet; then hit submit.  Remember, do not submit until you have attached the signed copy.
  8. A small number of our clients cap their day at less than 8 hours. If the client you are engaged with has been identified as one of these, you must account for "the difference" in the system.

To account for "the difference" between what our system demands and what your client prefers:

    • Enter the billable time ie 7.75 hours; then
    • Record "the difference" ie .25 hours against the internal code ie (Associate Leave).

Password/Security Business Rules

  1. You will be required to reset your password when you first log-in.
  2. Passwords must be at least 5 characters in length.
  3. Passwords are case sensitive.
  4. Passwords must contain alpha and numeric characters.
  5. Passwords must contain 3 of 4: (uppercase, lowercase, numeric, and special).
  6. Passwords cannot be the same as your User ID.
  7. Passwords cannot be repeated if/when changed.

Creating a new Timesheet

  1. Hover over the OpenAir "Home" tab at the top of the window and select Timesheets from the drop down menu.
  2. From the Timesheets page, select "New ..." from the Timesheet drop down tab.
  3. Choose a date to start the timesheet from and save. This will take you to the entry form for this timesheet.
  4. Using the drop down choices, choose the client engagement(s) and tasks that you wish to charge time to.
    [The choices that are available to you are determined by the allocation of tasks and engagements to people. If the tasks/engagements you expect to see are not shown, please contact support.]
  5. Enter time for each task. If you want to add notes against the time entry, click button next to the time segment. Time entries with comments will then be visible as green buttons. Click "Save" to save the work.
  6. If you need to get your timesheet signed by the client, click save and print the timesheet to PDF (see instructions for printing a PDF). Do not press submit until AFTER you have uploaded the signed timesheet.
  7. If there is no need for client signature, press "save and submit" and your timesheet will be sent to accounts for processing.

Adjusting a Timesheet

From your OpenAir homepage you will see a list of timesheets that you have saved but not yet submitted. Clicking on the link for a timesheet will bring up the edit form to make changes to the timesheet.

If you have already submitted the timesheet (but it has not yet been processed), you will need to follow the instructions in "Correcting a Submitted Timesheet" below.

Correcting a Submitted Timesheet

In the OpenAir system, timesheets go through a submit -> approve -> processed lifecycle. 

To simplify our own process, we have set the approval to be automatic on submitting. If you realise you have made a mistake on a submitted timesheet, and accounts are yet to process the timesheet, you can "un-approve" the timesheet and make changes. Timesheets that have been processed by accounts cannot be changed. To un-approve a timesheet:

  1. Navigate to the timesheets page in OpenAir and click on the "approved" tab. [Timesheets are automatically approved on submittal]. This will show the timesheets yet to be processed by accounts.
  2. Select the timesheet you wish to change. This will take you to a report for the timesheet.
  3. Click on the "submit/approve" option. This will bring up a page with an option at the bottom to un-approve the timesheet. Click the link and then click "submit" to submit the request to un-approve the timesheet.

The timesheet will now be available for editing.

If Accounts have already processed the timesheet, you will need to contact them direct for advice.

Cloning a Timesheet

For some engagements, you may want to clone a previous period's timesheet as the basis for the next period. To do this:

  1. Navigate to the timesheets page and select the "New clone ..." option.
  2. Select the date that that you would like the new timesheet to start from and the timesheet that you would like to clone and click save. 

This will bring you to the edit/entry page with data pre-populated from your cloned timesheet.  Please make sure you check the data before submitting in case the time is different.

Printing a Timesheet for Client Approval

If you need to get a timesheet approved prior to submittal:

  1. Navigate to the timesheet's page and select the timesheet that you want to print for approval.
  2. Click on the report link above the list of timesheet entries. This will bring up a report of the timesheet. Select the "PDF" option to produce a PDF format of the timesheet with the CMPeople logo
  3. You can now save and/or print this file for client approval.

Once the timesheet has been signed, you will need to upload the scanned copy and attach it to the open timesheet in the system. See "Uploading a Signed Timesheet" below. Remember that the timesheet should not be submitted until AFTER you have attached the signed copy.

Uploading a Signed Timesheet

This will require a scanned image of the signed/approved timesheet.

  1. Open the Timesheets page and click the open timesheet that you want to attached the signed copy too.
  2. Click on the properties link and below the attachments heading, select the "choose file" option at the bottom of the frame.
  3. Select the file that you want to upload. When the upload is complete, the filename will be listed in the properties.
  4. Click save to save the changes.
  5. The timesheet with the attached signed copy can now be submitted for processing by accounts.