Beeline Time & Expense

• Ensure your company is tracking and paying billable hours correctly.
• Simplify tracking and notifying key personnel when Talent is absent or arrives late for an assignment.
• Set up break hour intervals to meet your organization’s requirements.
• Show or hide assignment details.
• Help contingent talent easily distinguish assignments occurring at the same time by showing assignment details.
• Quickly record time in/time out and breaks from a single page.
• Enter multiple time periods for each workday.
• Flag entries as break time and record break duration down to the minute, when needed.
• View an at-a-glance list of total hours, work time, and breaks for a single workday.

Help contingent talent easily distinguish assignments occurring at the same time by showing assignment details in BTE. You can choose to show or hide the following Assignment fields:

• Assignment Start Date
• Assignment End Date
• Assignment Type
• Work Location
• Work Location Country, City, State

Configure break intervals to meet your specific requirements, configurable minimum break time requirements and break time billable eligibility. You and your contingent talent aren’t limited by 15-minute break increments or a maximum 90-minute break duration. Break time reporting can be down to the minute, when needed, delivering superior labor reporting accuracy.

The BTE Out of Office feature gives contingent talent a convenient way to report known extended absences and eliminates empty timesheets to account for absences. This feature is ideal for Contractors who are on call, or work once a month, once a quarter or even once a year (think special speaker at an event).

The Out of Office feature supports zero-hour time entries. And your Timesheet Submission/Approval workflow can be set up to automatically approve zero-hour timesheets based on the absence type selected streamlining timesheet processing.

The Out of Office feature reduces inaccurate Missing Timesheet Reports when “missing” is actually an “absence”. And improves accrual report accuracy by excluding approved absence timeframes from accrual calculation totals, which benefits clients.

BTE simplifies configuring time tracking and provides a convenient centralized way for program office users to effectively manage these tasks:

• Reprocess multiple timesheets and expense vouchers.
• Update high-volume project resource allocation changes and additions.
• Associate a contingent talent to a single project or multiple projects, or a single project or multiple projects to a single contingent talent.
• Link a project to a single contingent talent or multiple contingent talents.
• Define/create one or more tasks under a given project.
• Associate a contingent talent to a single Task or multiple tasks under a single project the contingent talent is associated with.

When contingent talent is onboarded, a Services Procurement project record is automatically generated in BTE. When a contingent talent logs in to enter time, their timesheet automatically includes a section specific to each active Services Procurement project.

Submitting a timesheet

From BTE, Talent/Contractors can enter single or multiple periods for each workday, specify the start and end times for onsite work, flag hours as break time, and total hours are automatically calculated.

TIP: The Start Time on a new row defaults to the End Time from the preceding row. Typeahead makes time entry easy. Hours for each time block are automatically calculated.

Caution: Time entries for a single workday must be within the respective day. Time entry after midnight is not supported.

To submit a timesheet, complete these steps:

1. Log in to Beeline.
2. Use the Calendar to select the appropriate timesheet week.
3. Add details to the entry area.
   • Select the appropriate cost object.
   • Select the appropriate earning code (if allowed), such as RT, OT, DT, or HT.
4. Enter hours/units for each day worked. The total shown at the right automatically updates as you enter hours/units.
5. Add a comment and attachments if desired.
6. Submit for Approval. The timesheet moves to a Submitted status. The timesheet approver receives a notification to approve or reject. The Edit Timesheet option becomes available.
7. OR Save and submit at a later time. Your timesheet moves to a Not Submitted status.

Submitting an expense

To submit an expense, complete these steps:

1. Log in to Beeline.
2. Select the Expenses tab.
3. Select the Calendar next to New Expense Voucher.
4. Select Create New Voucher.
5. Add details to the entry area.
   • Purpose, this becomes the expense voucher title.
6. Enter an Expense Date, Description, Expense Type, Cost Object, and any other required fields.
7. Select Add Entry.
8. Repeat this process for all necessary line items. 
9. Submit for Approval. Your expense voucher moves to a Submitted status. The time and expense approver receives a notification to approve or reject. The Edit Expense Voucher option becomes available.
10. OR Save and submit at a later time. Your voucher moves to a Not Submitted status.