Time reporting - for you as user in Kleer

Keep order and method in your worked time in Kleer and automate production of supporting documents for follow-up, salary payments and invoicing.

Time reporting in Kleer

How do you report your time and why?

In the timesheet report you report on the one hand your worked time but also your absence from work. The exact time can affect the salary or the invoice to the client or customer whose project you reported time on. Or it may be that you report time only for an internal follow-up of worked hours. Read more below about e.g.:

• How you report time

• Time off in lieu (overtime paid in “hours”)

• Procedures for timesheet reporting.

What is the meaning of the different items under timesheet reporting?

In Kleer you have a little clock to the left that is called “Time records”. Under this heading different alternatives are visible depending on whether you are someone’s line manager or project manager for instance. For all timesheet reporting project members there are the headings Registered time, Report time as well as Projects.

Registered time

Here you see your own reported hours.

Report time

It is here you report your worked time. If you are paid monthly any absence from work is also reported in this View. The reporting takes place weekly and is divided into two parts (A & B weeks) if the turn of the month occurs during a week.

Project

Here you are able to follow up your time on a respective project where you are a participant. You see only those projects where you are a project member.

How do you fill in the timesheet report?

When you report time in Kleer you need to choose which project is referred to primarily. Then you need to choose which activity you carried out. Have you a consultant role or carried out purely administrative tasks? Perhaps you offer coaching, live training courses, edited written material. In that case you have performed different jobs for the service you sell, and thus you report time worked based on what you have carried out, so that it can be duly followed up and be correctly entered on invoice and salary, since prices and so on may vary for different tasks/activities you perform. In Kleer, both absence from work and reported time at work are separated under different headings.

Please remember that you can copy last week’s project, either only the project or including the reported time and, moreover, if the time shall be reported and viewed in the format of hours.

Which steps do you need to consider when you report worked time?

• Select project

• Select activity

• Fill in the number of hours on the right day.

• If you have carried out further activities on the same project you can add this to the same project on lines/rows that are created during the project.

• If you have worked on several projects during the same week, you repeat the above steps where you select project, activity and report time.

What do internal/external comments mean?

You have the possibility of writing a comment on the reported time on a daily basis. The internal comments are only seen by those of you at the company and may be necessary for certain activities according to the company’s own policies. External comments, on the other hand, can accompany the client/customer invoice where time is billed.

How do you report absence from work?

Select the type of absence and fill it in for the correct number of days.

What does total time mean?

Total time is a summary of the time that is scheduled in the contract/agreement, in other words what you have reported in terms of worked time as well as absence from work. Total time summarises worked time and absence from work.

Can you report time off in lieu in Kleer?

Yes, “time off in lieu” (overtime paid in “hours”) can be processed in Kleer. You report your time as normal and on the basis of your scheduled time your “time off in lieu owed” will be then adjusted appropriately. Depending on your employer’s procedures, they are able to choose whether or not you see your “time off in lieu” in the timesheet reporting View.

How does “time off in lieu” function in Kleer?

Where you use “time off in lieu” at the company this means that you keep track of your hours worked. If you work overtime or indeed fewer hours than scheduled you have a “time off in lieu owed” account that can be regulated in terms of another working day or indeed on the salary.

Where you work more hours than what you are scheduled to do then you have “time off in lieu” to take out. You can simply regulate these hours through going home earlier another day or receive the corresponding amount paid on the salary. Should you work fewer hours than scheduled then you need either to make up the time or it will be adjusted appropriately on your salary. How “time off in lieu” is regulated varies between different employers. You should ask your line manager what applies in your particular case.

How does one take “time off in lieu”?

If you are taking your “time off in lieu” you simply do not report this as worked time; you are “taking time off in lieu” and your “time off in lieu owed” account is adjusted automatically. If you are to receive “time off in lieu” in paid salary please speak to your line manager.

Tips on procedures in time reporting

Make it a custom to report time worked and absence from work weekly, if not more often. Then make sure you save and approve the week. In that case you only need to preview the salary monthly and can thus check that the time worked that you have reported is correct. If you only save the timesheet report it is marked in yellow and then in green if you also approve it. When an administrator then authorises your time it will become darker green.

When do you save a timesheet report?

You add a holiday day or such like in advance but you do not know if more events will take place that week you need to report in. In that case you can save the timesheet report so that the information remains but you are free to continue to edit the timesheet report.

When do you save and approve your timesheet report?

When your working week is over, and you know exactly how you have worked and have duly reported it. Then you are able to save and approve your report so that it is up to a responsible administrator at the company to authorise your time.