Electronic Timessheets (FAQs - Workers)

Worker Frequently Asked Questions (FAQ’s)
 
InTime Technology is an e-timesheet, pay and bill cloud based software for workers and employers which enables e-timesheets to be submitted and authorised online.
InTime, also allows you to:
·         Submit expenses
·         Check submitted e-timesheets and expenses approval status
·         View payment details
·         Review and update your personal details
 
Q – Are e-timesheets secure?
A-   Yes. InTime uses a secure internet connection via “https” through which data is encrypted.

InTime is a secure application that requires a unique username and password for each user to access relevant data, to create and submit e-timesheet and expenses.
 
Q - When will I receive my e-timesheet login details?
A-  You will be sent an email containing temporary login details and the link to the InTime website before you start your assignment. The email will be sent from payroll@velosi-intec.com (it is recommend that you make this email address a ‘safe sender’)

If you don’t receive your login details within 2 days of starting your assignment, please contact Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com

For data protection, please make sure to give your Recruitment Consultant the email address you wish us to use to send you your login details and information about your E-timesheet.
 
Q - How do I get to the online E-timesheet application?
A-  With your login details email, you would have received the following link; http://timesheets.velosijobs.com/intime/signOnForm.do

Click or copy and paste the web address above into to your web browser. You will be prompted to use your login details to get access to your InTime Account. Here you can create, amend, submit and check for approval your E-timesheet.
 
Please ensure you add the corresponding above link to your Favourites or Bookmark.
 
Q - The link I have received does not work. What should I do?
A-   Please contact Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- I have issue Logging using the login details you sent me, what should I do?
A- Please make sure you are entering correctly. Your password is case sensitive; please check your caps lock is “ON” for capital letter and “OFF” for lower case.

Please make sure that you username and password don’t include any space (particularly a problem if you copy and paste)

Still unable to log in? Please contact Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- What do I do if I forget my password?
A- Enter your username and click on “Forgotten Password” in your login page, your password will be emailed to you.

If you have any issue, please contact Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- I want to change my password, what should I do?
A- Please check our step by step guide presentation in the link below for details of how to use In-Time, this includes, how to change your password.

http://www.velosijobs.com/Electronic-Timesheets/Electronic-Tiemsheets-(Worker-User-Guide)
 
Q- What if I lock my account?
A- Your account will lock if you enter your login credentials inaccurately more than three times.  Please contact us to unlock your account.
Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- I noticed that you do not have the correct personal details. What should I do?
A-  It is important that we hold correct and up to date information in order to ensure fast and accurate payments and communications. Please, when you first login, review your personal details and contact Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com if you notice any incorrect information.
 
Q- What is the submission deadline for E-timesheet?
A-  Weekly Contracts: to avoid late payment, e-timesheets MUST be submitted no later than 3pm on the Monday of the following week.
Monthly Contracts: to avoid late payment, e-timesheets MUST be submitted no later than 3pm on the first Monday of the following month.
 
Q- Will I get a reminder that my E-timesheet is due?
A-  Yes, you will receive a reminder at 2pm on the Monday of the following week. Please note the deadline for submission are as follows:
Weekly Contracts: to avoid late payment, E-timesheets MUST be submitted no later than 3pm on the Monday of the following week.
Monthly Contracts: to avoid late payment, E-timesheets MUST be submitted no later than 3pm on the Monday of the following month.
 
Q- When do e-timesheets for a period become available?
A-  All periods are available as soon as we create your placement (assignment), there is no restriction on when time can be entered on draft timesheets. Timesheet can not be edited for a period once they are submitted.
 
Q- I have logged into InTime but I cannot see my current placement (assignment) in the system?
A-  There is most likely a glitch in placement dates, in which case you should get in contact with us on Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com

Q- What if I do not have access to the Internet to submit my e-timesheet?
A-  If you have no way of accessing the internet either at work, home or other location, then please contact Payroll on 01524 865 555. We will advise on the process to follow.
 
Q- How to Create, Amend, View, Submit and Check for Approval my e-timesheet?
A- Please check our step by step guide presentation in the link below for details of how to use InTime, this includes:
·         How to create your e-timesheet
·         Log your hours/days
·         Amend your e-timesheet if needed
·         View your e-timesheet
·         Submit your e-timesheet
·         Check your e-timesheet for approval
·         How to deal with a rejected e-timesheet, should your e-timesheet ever be rejected

http://www.velosijobs.com/Electronic-Timesheets/Electronic-Timesheets-(Employer-user-guide)


Please note: as stated in the presentation, when you have submitted your e-timesheet, you can’t amend it or retrieve it for changes.
 
Q- I am remunerated through my Limited (LTD) Company; can I upload my invoices when submitting my e-timesheet?
A- Yes, however, your invoices need to be uploaded after receiving your advice note from Intec (UK) Ltd.

When your e-timesheet is approved, an advice note will be sent to you by email. To avoid delay in payment, please login to InTime and upload your invoice as soon as you receive your advice note.
 
Q- I am remunerated through my Limited (LTD) Company; how do I upload my invoices?
A- Please check our guide on the link below on how to upload invoices.

http://www.velosijobs.com/Electronic-Timesheets/Electronic-Timesheets-(Employer-user-guide)

 
Q- For LTD Company, can payments be delayed if invoices are not submitted?
A-  If invoices are not uploaded when you receive the advice note, the payment will be delayed until the invoices are received.
 
Q- Why can't I enter times worked?
A-  The reason you can’t enter your working times is:
You have submitted your draft e-timesheet.  When a draft e-timesheet is submitted you can’t retrieve it for changes or for adding times worked.
 
Q- I have entered time for a day I did not work by mistake. How do I fix this?
A- This will depend on the status of your e-timesheet:

If your e-timesheet is still at its draft stage, you can go back and edit the e-timesheet and save the changes.

If your e-timesheet has been submitted but not yet approved, ask your approver to reject it.

If your e-timesheet has reached your approver, it will be rejected. Rejected e-timesheet becomes editable.  Please amend as appropriate and re-submit for approval.

Please check our step by step guide presentation in the link below for details of how to use InTime, this includes, the procedure on rejected e-timesheet.

http://www.velosijobs.com/Electronic-Timesheets/Electronic-Timesheets-(Employer-user-guide)

 
Q- I have submitted uncompleted e-timesheet by mistake.  Can I create a new one?
A- No you can’t create a new e-timesheet for the same period. 
If you have either accidently submitted your e-timesheet or submitted uncompleted e-timesheet, please either ask your Manager to reject it or call us to revert it.

Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- Can I update my weekly/monthly e-timesheet on a daily basis?
A-  Yes, please make sure to save the changes but do NOT submit the draft e-timesheet.  A submitted e-timesheet can’t be amended or retrieved for changes.  Please refer to our guide on the link below for creating and saving draft e-timesheet.

http://www.velosijobs.com/Electronic-Timesheets/Electronic-Timesheets-(Employer-user-guide)
 

Q- What if my e-timesheet has been approved but I did not enter all the hours/days I worked?
A- Please contact us to revert the E-timesheet
Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- If I have not worked during a pay period, should I submit an e-timesheet?
A- You don’t need to submit an e-timesheet if you have not worked. 
In the case of holiday you do not need to worry about submitting a timesheet.  However, you are advised to let us know about your absences so we update our system.
 
Q- How will my Approver know that I have submitted my e-timesheet?
A- Your Approver will receive an email notification immediately after you submit your e-timesheet.
 
Q- How do I know when my e-timesheet/ expenses have been approved / rejected?
A-  You will receive notification by email immediately after your e-timesheet/ expenses have been approved.  Also, when you login to your account, you will be able to view the notification details.
 
Q- What do I do if my employer does not receive InTime login details to authorise my e-timesheet?
A- Please ask your Employer to contact your Recruitment Consultant or Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
Q- What do I do if I cannot see the company name for the e-timesheet I need to submit?
A-  Please ask your employer to contact your Recruitment Consultant or Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- My Approver has rejected my e-timesheet.  What should I do?
A-  Your approver would have explained the reasons of the rejected e-timesheet within the email you receive.  Please amend accordingly and re-submit your e-timesheet.
 
Please refer to our guide on the link below for amending and re-submitting rejected e-timesheet.

http://www.velosijobs.com/Electronic-Timesheets/Electronic-Timesheets-(Employer-user-guide)
 
There are two most likely reasons for timesheet rejection.  One is that the Client does not agree to the number of hours/days worked in which case we would be in contact with you to verify the number of hours/days claimed.  Another most likely explanation is a timesheet timed out which means that a manager assigned to authorise the timesheet has not done it on time. Either way Intec (UK) Ltd will be automatically notified of any rejection and will act accordingly with rejection reason.
 
Q- What if my Approver is absent when my e-timesheet is due?
A-   Your Approver will have backup Approvers who can approve your e-timesheet in their absence. Please advise Payroll of your alternative Approver on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- My authorising manager is no longer in charge of my timesheets and therefore I don’t know how my timesheets will be authorised in time, what shall I do about this?”
A- It is best advised to contact the Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com with information on who the new manager with duty to authorise timesheets will be so changes can be made on your account.
 
Q- What if I am not working and cannot submit my e-timesheet?
A-  The e-timesheet is web based and can be submitted from anywhere.
 
Q- What if I cannot submit my e-timesheet on or before the submission deadline?
A- Your e-timesheet will be processed for payment in the following period.  Please contact Payroll Team on 01524 865 555 / e-timesheet@velosi-intec.com if you need help with submitting your e-timesheet.
 
Q- My Approver cannot see my e-timesheet to authorise, what should I do?
A-  There are few reasons why the e-timesheet can’t be seen:
·E-timesheet has not been submitted. Please check draft page for any un-submitted draft e-timesheets. This can be checked by selecting “Draft” from the drop down list of the tab “e-timesheet”.
·If e-timesheet is not showing as a draft; please check “Un-authorised” e-timesheet.

This can be checked by selecting “Un-authorised” from the drop down list of the tab “E-timesheet. If the e-timesheet shows on the list waiting for approval, you might have not selected the right Employer, please contact us to revert the e-timesheet - Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
If your approver still cannot see your E-timesheet after re-submitting it, please contact us.
 
Q- Is there a delay when submitting e-timesheet/expenses for approval?
A- No there is no delay. Approvers are immediately notified by an email when e-timesheets/expenses are submitted.

Once the e-timesheet/expenses are approved (or rejected); you will be notified by an email and you will have immediate access to your e-timesheet/ expenses.

In case of rejected e-timesheet/expenses, the e-timesheet/expenses become draft and you can amend them and then re-submit them for approval.
 
Q- How do I submit my expenses?
A- Just as you have an “e-timesheet” tab in InTime to create your e-timesheet; you have “Expenses” tab to create an expense form.

Please check our step by step guide presentation in the link below for details of how to use InTime, this includes:
·         How to create your draft expenses form
·         Log your expenses
·         Add more expenses
·         Amend your draft expenses
·         Submit your expenses
·         Uploading your expenses
·         How to deal with rejected expenses
 
Any expense claims must be backed up with receipts for the sum claimed.  Please make sure that you upload copy of your receipts.

http://www.velosijobs.com/Electronic-Timesheets/Electronic-Timesheets-(Employer-user-guide)

 
Q- What do I enter for “unit” and what does it mean?
A-  Under “unit” you will need to enter the number of days worked per week i.e. “1 unit” will account for “one full day” and “0.5 unit” will account for a “half day”.
 
Q- My contract has been extended from original end date, how can I carry on submitting e-timesheets?
A-  Every extension will be added on to the system so you can carry on submitting your e-timesheets.  If you, however, experience a problem please contact Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
 
Q- Where can I find more information on how to use electronic timesheets?
A- Please check our step by step guide presentation in the link below for details of how to use InTime, this includes all what you need about:
a.    E-timesheet
b.    Expenses

http://www.velosijobs.com/Electronic-Timesheets/Electronic-Tiemsheets-(Worker-User-Guide)
 

Q. What if I am still unsure how to use electronic e-timesheets?
A-  Please contact Logistics on 01524 865 555 or send your request to e-timesheets@velosi-intec.com
 
Q- How do I make a claim for Holiday Pay?
A-  Please send your request to e-timesheets@velosi-intec.com
 
Q- How to request P45, P11, P60, P46, and Statement of earnings?
A-  Please send your request to e-timesheets@velosi-intec.com
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