UniverseIT Time Entry/Expense Reference Guide
Login to CRM at https://uit.crm.dynamics.com
Make sure you are in the ‘PROJECT OPERATIONS’ app. This says ‘Project Operations’ top left corner once logged in.
Expectation – your time is to be entered daily and submitted FRIDAYS. If you are going to be out of office on a Friday, enter time ahead and ‘SUBMIT’.
How to add time row
In left hand site map – go to Time Entries – this screen will allow you to enter time
- Click NEW to add a new row – this will pop up a screen to quick create a new row
Enter Details
- Date – the day you worked
- Duration – time spent
- Type – ‘Work’ is default.
- Use Vacation for days you are on PTO or Holiday
- Use Absence for time you are out of office
- Service Item –
- Professional Service Hours – for any client related work
- Internal Time – stand up, All Hands, internal work
- PTO – log 8 hours for PTO days
- Sales – for assistance with quote/estimating/pre-sales
- Holiday – log 8 hours for holidays
- Non-billable – for pro bono client work
- Travel Time – for client billable travel time
- Project – search for client and appropriate project
- Use UniverseIT for any internal time
- IF PROJECT MISSING – ask for help
- Project Task – for T&M projects
- Case – if time is for a case, enter the case
- External Comments – description of time, THIS IS CUSTOMER FACING
- CLICK SAVE AND CLOSE
How to add time to row
- A row will display for each unique combo of (Project/Service Item/Project Task/Case)
- You can also select an existing day/row and click EDIT ENTRY
- You can add time for other days by selecting a day and row and double click and add a duration.
- You must also then click anywhere else and back onto that slot, and click EDIT ENTRY to add comment
HOW TO SUBMIT TIME (FRIDAYS or your last day of work week)
Once you have logged 8 hours minimum per day and 40 hours per week – Select all rows and click SUBMIT
- You will get an error if missing comments or details on entries.
This will go to a queue for manager approval. If a TIME ENTRY row is REJECTED – it will show status of ‘RETURNED’ and you must fix and re submit. *You will be notified via teams if rejected*
HOW TO LOG PTO
Submit a PTO request - https://universeitcom.sharepoint.com/hr/SitePages/PTO-Requests.aspx
Then enter time entry in CRM
Use Duration = 8 hours
Type = Vacation
Service Item = PTO
HOW TO EXPENSES
Go to left hand sitemap and click on Expenses
At top command bar click NEW
This will pop up a screen to enter expense detail
- Date
- Project – choose appropriate project
- External comments – add detail
- Expense Category -
- Mileage
- Misc – every other expense
- Billing type
- Chargeable – will get invoiced to client
- Non-chargeable – will not get invoiced to client
- Quantity – adjust quantity
- Mileage number of miles
- Misc – leave quantity at 1 and adjust unit price to be the expense amount
- Click SAVE and Close
- Then SUBMIT expenses right away