Trust eTimesheet Guide

Trust
eTimesheet Guide
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eTimesheet Guide
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Getting started
This guide has been designed to take you through using the eTimesheet section of our online
booking system - step by step. It will cover how to view, amend and authorise timesheets for
Flexible Workers working on your ward.
To gain access to the system you must access the NHS Professionals website in the usual way.
This can be done by loading your web browser and typing in the following address:
http://www.nhsprofessionals.nhs.uk
At this page click on the Trusts Login link
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eTimesheet Guide
Getting Started
At this page click on Trust Login, under Staffbank On the Web Login
You will now be asked to insert your Login ID and Password.
Once typed click the Login Button
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You should now be successfully logged onto our online booking
system and this screen will be displayed:
Take note of your password expiry date. If you allow your
password to expire you will be denied access to the booking
system. If your password has expired please contact IT Services:
[email protected]
You will receive your new password within the next 48 hours of
NHS Professionals receiving your request.
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eTimesheet Guide
eTimesheets
Depending on your access level you may have the menu option Timesheets
– please note that this WILL NOT be available to all users.
Clicking on the menu option Timesheet will display the pages to enter the
timesheet details for any bookings that may have been worked. Once a
week you will be notified of your obligations as a Timesheet authoriser:
Read and then click ok to accept this warning and the following screen
will be displayed:
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If there are no bookings in the grid click on the Show Filter Parameters
arrow to open up the Filter sub section:
Enter in your search criterion and then click on the Filter button.
The grid below will then be populated with any Bookings that match the
criterion you have entered.
From the populated grid you will need to read the details and either
Authorise or Modify the timesheet detail as applicable.
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eTimesheet Guide
Modifying
Enter the actual start and end time of
the shift.
Enter the break in number of minutes.
If the Flexible Worker did not show
for the shift tick the No Show box.
Select the Reason for the timesheet
modification and then enter in a
comment into the Comments box.
N.B: You must enter a comment
before the save and authorise button
becomes operational.
To save click Save and Authorise
To cancel click Cancel or the x
in the top right of this box.
Once you have modified the timesheet and clicked Save and Authorise
the timesheet will be sent to the Flexible Worker for them to Release the
timesheet for payment and you will be notified that you have Modified
the Working Hours
Click ok and you will be returned to the Timesheets screen
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Authorising
You may find that the detail of the booking matches what was actually
worked. In this case you can click on the Authorise link and the timesheet
will be automatically authorised and will await Release by the Flexible
Worker.
You will be returned to the Timesheets screen with your previous search
criterion displayed.
Note that you will still be able to Modify the timesheet before the payroll
is run.
Once the Flexible Worker has Released the timesheet you will see the
notification Awaiting Release change to Released
PLEASE NOTE: Timesheets must be authorised AND released by 23:59 on a Tuesday to ensure
they are processed for the next payroll
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eTimesheet Guide
Requests Pending Authorisation
Depending on your access level you may have the menu option Pending
Authorisation – Please note that this WILL NOT be available to all users.
Clicking on the Pending Authorisation link will allow the authorising user
to either Authorise, Cancel or Reject any requests entered by a user that
does not have authority to add requests/bookings to the NHS Professionals
‘Live’ system.
Please note that NHS Professionals CANNOT view these requests/bookings
until they have been authorised by an authorising user.
Enter in the search criterion and click Go you will then be redirected to the
following screen should there be any requests pending authorisation:
You will need to read the request detail and then choose either Authorise,
Reject or Cancel to action these requests. Should you choose Reject or
Cancel you will be provided with a box to type in the Reason.
Click on the OK button once you have entered all the information and the
system will action each shift.
PLEASE NOTE
It is only at the point that the requests are authorised that NHS Professionals
will be able to view these requests.
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www.nhsprofessionals.nhs.uk
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