Fieldglass Generic Timekeeping Process Instructions

Owned by Zachary Ruma (Unlicensed)
Last updated: Jul 05, 2022
6 min read

Time Import

  • Fieldglass Client Login and Credential list for Last Pass

    • Allstate: Allstate

    • Baxter: Baxter – Fieldglass

    • BCBS HCSC: BCBS – Fieldglass (CRS)

    • CDW: CDW – Fieldglass

    • Multi – client Fieldglass: Delphi

    • John Deere: John Deere – Fieldglass

    • US Foods: US Foods

    • WEC: Wisconsin (WEC) Energies – Fieldglass

  • Delphi Multi Client Login List of Clients

    • American Airlines

    • Amgen

    • Aptiv

    • Change Healthcare

    • Delphi Technologies

    • InterContinental Hotels Group

    • NextEra Energy, Inc. (Florida Power & Light Co.)

    • PepsiCo

    • RELX Group

    • Spectrum Health

      • Time imports (Monday on for fieldglass) - Usually done 1pm  

      • Upon logging into the desired client account through last pass: Select Analytics -> my reports -> Timesheet Import (or some variation similar to Timesheet Detail, Timesheet Summary) -> actions dropdown -> edit report 

        • If no premade reports exist: select ‘create report’ (located under analytics and add the fields below)

      • Fields to Select

        • Worker

        • Time Sheet Status

        • Net Billable Hours

        • Time Entry Date

        • Time Sheet End Date

      • Timesheet start/end date;

        • Between (select the dates which reflect the pay period you want to pull): Allstate (sun-sat), Delphi/Fieldglass, US Foods. (See above picture for reference)

        • Month to date; Current date: Baxter, BCBS – CRS (HCSC), CDW, John Deere, WEC. (See below picture for reference)

          • If either option pulls previous/future weeks entries then use the filter tool to sort them to the top and delete them out of the pulled report data in excel.

 

  • Hit continue 

  • Shows a preview of entered info -> hit run -> Open imported file -> Hit enable editing 

  • Delete top row (usually just a title row)

  • Add filter to top row (headers) in excel 

  • Use the filter to select all drafts/rejected and delete them plus the bottom footnote (delete off any entries from previous/future weeks in this step. The pull isn’t as precise as we’d like it always)

  • Filter date from oldest to newest 

  • If you still see the Sunday end date on the list from previous period it is because of different pay schedules 

  • Search employee timesheet in fieldglass and epifinance 

  • If Sunday date isn’t found in epifinance -> if invoiced by the client then it is okay to enter the different date

    • May require a manual entry as it falls outside of the Epitec pay cycle being imported

    • Confirm the client entry in fieldglass is approved (invoiced = approved)

    • If this time is not yet approved; reach out to the employee in question and ask them to have their manager approve this time so that it can be entered. If it is not approved, it is still okay to enter this time in Epifinance but it will need to be monitored for approval.

  • Add payroll number:

    • Epifinance -> Field reports -> Finance reports -> Employee payroll number -> Download CSV 

    • =VLOOKUP(A2,'Employee Payroll Number (17).csv'!$A$1:$B$1657,2,FALSE)

      • A2 - is the cell which holds the employee name

        • Doesn’t have to be column A

      • 'Employee Payroll Number (17).csv'!$A$1:$B$1657 - Select the entire column of names and payroll numbers to be in the data set of the vlookup.

      • 2 – the second column of the data set is the data we want to add to our sheet.

        • If employee payroll number pulls with payroll number in the first column simply cut the payroll numbers and insert the cut cells into the second column. With the employee’s names taking up the first column.

      • False – selects only entries (employee names) which match directly with the name in the client system pull.

        • Some people have nicknames, different spellings, different order, or last names that haven’t been updated. Use the crtl F feature to find these (see below).

  • Filter name A-Z 

  • See who’s missing due to name differences across systems.

  • Pull up employee payroll number sheet 

    • Control F 

    • Find the name of missing payroll number by typing in a few letters of their name, typically last name works best.

  • Paste values for payroll number once located or paste the employee name from the payroll number sheet and let the vlookup pull the payroll number

  • If employee is termed you must use epifinance profile to find the payroll number 

  • Net Billable Hours  

    • Make sure every entry is rounded to the nearest quarter

 

  • Open Time Import template 

    • Finance team -> hours collection -> finance 2022 -> time sheet import template 

  • Copy payroll number, date (format into short date after pasting), hrs quantity; enter payroll code R into the template

  • Save to timesheet imports folder -> ‘client name’ -> ‘year’ -> ‘month’

    • Use previous entries to guide naming of weekly import file

  • Upload into epifinance

    • Select ‘Timesheet Import’ from side bar -> choose file -> select the import you wish to upload

Select a file for upload by clicking the small black arrow to the right of ‘Choose File’.

Usually leave employee payroll number sheet open for the week

 

Reconciliation

  • Fieldglass Reconciliation

    • Select login -> analytics -> my reports -> timesheets -> edit report -> use same date range as import on monday

  • Open as CSV file and enable editing

  • Filter for draft status/ rejected status and delete those off

    • Sort date oldest to newest

  • Hours rounding to the nearest quarter

  • Insert employee payroll number column

    • Keep employee payroll number open throughout week once initially pulled

    • Vlookup (insert picture

    • Add payroll numbers for those who didn’t pull by using control F

    • If not in payroll sheet (i.e. termed) use epifinance assignment lookup

  • Filter timesheet status

    • Filter by pending approval status

    • Replace pending approval with N (not approved)

    • Replace invoiced with Y (yes approved)

  • Reformat column order to match reconciliation spreadsheet

    • Payroll #; Date Worked; Hours quantity

  • Paste info into rec spreadsheet

  • Billable is always Y

  • Payroll number, date, hours, and approved status is transferred to reconciliation template

  • File save as HC -> timesheets -> reconciliations -> ‘Client Name’ -> ‘year’ -> ‘month’

  • Go to reconciliations in epifinance -> Add reconciliation

    • Must be a CSV file

    • Always choose generic daily option

    • Choose reconciliation file we just made and hit save

  • Hours with a red X on the lefthand side are either only found in the Epitec system (often times this will be non-billable hours like PTO)

  • If it is not PTO then it either needs to be removed if there are no corresponding hours in the client system or added into the client system if confirmation/documentation of the hours being worked is obtained from the employee.

  • If blue hours with no red hours then they have only inputted time within the client system

  • Fieldglass -> view timesheet -> look up their name

  • There’s a blue number close to the left hand side of the table, click on it

  • The summary view of weekly hours is the best guide

  • Dates sometimes are different but should be within our range

  • Even if pending approval or invoiced we can enter the hours into epifinance

  • Go to their timesheets/profile in epifinance

  • Search their name in assignments

  • Copy an old time transaction or Add new (see below)

  • Adjust date and hours to match client system

  • Add note that you are ‘entering time to match client system’

  • Select Regular or Regular – Imported

  • Add note to weeklong note matching daily note

  • For example: ‘Entering to match client system – WSM’

  • Go back to epifinance and save and refresh reconciliation page and the blue area should have disappeared

  • Fresh ADD time transaction

    • Change date to first day worked

    • Click hours to match hours worked in field glass

    • Enter note on daily transaction

      • Entering to match client system – WSM

    • Regular imported or regular

    • Copy time transaction from there for the rest of the week

    • Change dates

    • And review/adjust hours worked for each day

    • Add weeklong note; ‘Entering to match client system – WSM’

  • If you entered the time wrong it will show up as a red color coded table in the epitec numbers are

    • Go and adjust what’s in epifinance to match client system

      • May be an incorrect rounding situation

    • Could be more could be less hours

    • If their time is already invoiced they will disappear once we’ve entered their time into epifinance

  • Any hours worked over 40 could be overtime

    • Check profile designations to see if they get paid/billed for overtime

  • Reconciliation will still show red x until everything is approved