USER GUIDE | EMPLOYEES | ENTER and SUBMIT A TIMECARD

This guide is intended for all employees and managers who need to enter and submit a weekly timecard.

BEST PRACTICES - TIMECARD

At the end of each day, take a few minutes to enter and record your worked hours. This way, you ensure that your worked hours are recorded accurately.
For each project entered, you can, if necessary, add a brief description of the activities performed in a comment. This could help you, for instance, to highlight important points to your manager or your Time and Absence Approver (TAA).
If you are unsure about the correct way to enter your worked hours, please contact your manager or your Time and Absence Approver (TAA).
Submission of your timecard is required by Friday before 5 PM. local time. Please make sure to meet this important deadline.

After reading this guide, you will be able to enter worked hours based on a project (billable or non-billable) and a task (billable or non-billable), submit your timecard for approval, and then validate its status.

If you have any questions or concerns about the correct way to enter your worked hours, please consult your manager, project manager, or your Time and Absence Approver (TAA).

1. Create a timecard

To create the current timecard, press the Current Time Card tile.

To create one or more future or past timecards, press the Add Time Card tile. Once the period is selected, click on Add in the upper right corner.

2. Select a project type and task: Billable or Non-billable

AlithyaHUB timecard presents four (4) possible scenarios for entering worked hours.

CLIENT

Scenario 1

BILLABLE PROJECT /
BILLABLE TASK

All hours worked on a project where the hours are billed directly to the client must be recorded in a billable project and task.

IMPORTANT: If it is a training billable to a client, the billable task must be included in the billable project.

For example, if a client requires specific mandatory training for the consultant to work in their environment or on-site, the time spent on this training becomes billable and can be charged to the client, thus becoming part of the billable project.

Scenario 2

BILLABLE PROJECT /
NON-BILLABLE TASK

All hours worked on a billable project, accounted for in the project’s revenue, where certain tasks are not billed to the client must be recorded in the timecard.

For example:

According to the contractual agreement of the mandate, it was previously agreed between the parties (client and Alithya) that knowledge transfer is the responsibility of Alithya, so the client is not billed for this transition. In this example, the worked hours must be entered as a non-billable task on a billable project.

ALITHYA

Scenario 3

NON-BILLABLE PROJECT

Any work related to a specific project such as: capitalization project, internal initiative, tax credit-related project, or research and development projects related to tax credits.

If this scenario does not apply to you, please refer to the 4th scenario.

Scenario 4

NON-BILLABLE PROJECT /

NON-BILLABLE TASK

All hours worked on internal activities, business development, administrative tasks, and training activities must be recorded as a shared non-billable task (see the description below).

3. List of non-billable categories and tasks

Categories

Tasks

Definition

Attestation to complete

after entering the task

Training

Training (TR1001)

There are 4 types:

Knowledge transfer to a colleague or team
Mandatory training followed as part of one’s job or obligations to a client
Training in an educational institution, meaning any training provided in a school or educational institution
External training followed outside the framework of Alithya

Type: [Choose the corresponding type of training]

Title:
[Insert the title of the training]

Description:
[Provide a general description of the training content]

Business development

Pre-sales and sales (BS2001)

Identifying business opportunities
Generating leads (potential clients)
Analyzing customer needs
Writing quotes
Preparing product demonstrations
Delivering oral presentations
Negotiating and closing a sale
Managing customer relationships

Scope of work (SOW) and proposal writing (BS2002)

Writing a scope of work (SOW) involves:

Detailing the objectives
Identifying deliverables, timelines, and responsibilities

Writing proposals includes:

Creating documents that describe the proposed solutions, client benefits, and financial terms
Responding to a request for information
Creating compelling business proposals

Orals and demonstrations (BS2003)

Preparation and execution of interactive sessions to present products, services or solutions to potential customers.

Meeting

Meeting (MT3001)

Any activity related to planning, organizing, and managing work sessions with team members, clients, or partners.

There are 5 types of meetings:

Internal with colleagues within Alithya
External with clients or Alithya partners
Onboarding - Welcoming a new employee to Alithya
Mentoring meeting with your manager or a mentor
Interview

Type: [Choose the corresponding type of meeting]

Title:
[Insert the title of the meeting]

Description:
[Provide a general description of the meeting content]

Administration

CV/Resume (AM4001)

Curriculum Vitae

Includes updates to the Alithya resume such as new assignments, completed projects, obtained certifications, or skill improvements, as well as reorganizing the content and adapting the CV to new market trends.

Managerial and Coaching duties (AM4002)

Includes activities related to team supervision, task allocation, performance management, and employee development support.

Development / Accelerator (AM4003)

Any activity related to market research and analysis of needs, creation of prototypes, and development of new features.

Travel (AM4004)

Any travel related to professional responsibilities.

Audit

Audit (AU5001)

Any activity related to audit planning, collection and analysis of relevant data, as well as identification of risks and inconsistencies.

There are 3 types:

ITGC
ISO
SOX

Type: [Choose the corresponding type of audit]

Title:
[Insert the title of the audit]

Description:
[Provide a general description of the audit content]

Inter mandate

Inter mandate (BT6001)

Any activity that does not fit into the categories mentioned above. Your supervisor may ask you to perform non-billable administrative tasks or non-billable support, such as assisting a colleague on a project you are not initially involved in.

The ‘Inter mandate’ status is also used when no billable mandate is available.

Regular duties

Regular duties (RG7001)

Reserved for administrative employees only

4. Visual of the alithyahub timecard

5. Enter your timecard step by step

a. Select a ‘Project’

Double-click on the cell under Project, then select one from the dropdown menu or start typing to display options.

b. Select a ‘Task’

Double-click on the cell under Task and select the assigned task or start typing to display options.

If a task or project does not appear in your timecard options,
immediately inform your timecard approver.
They will take the necessary steps to rectify the situation by
updating or adding the missing assignments.

c. Select a ‘Time type’

Double-click and select the appropriate time type or start typing to display options.

d. Enter the number of hours worked

Enter a number greater than 0 for each day of the week. Be reminded to enter all hours in the timecard. For those employees that are eligible, only billable hours qualify as overtime.

Important note: use a period, not a comma. For example: 7.5

e. Insert a comment

If necessary, right-click on the cell for the day and select Add Comment. The comment can be used to document your activities.

f. Double-check the summary of hours

For each project and task, whether billable or non-billable, ensure that the total summary hours match the weekly time you have allocated.

Repeat this sequence for each project and task you have worked on.

If applicable, for all billable hours, please compare the AlithyaHUB timecard with the client’s billing hours system to ensure they are identical.

6. Specifics for employees residing in the US

Any public holidays are displayed under Time Type and are registered as paid hours.

Double-click on the cell below State, County and City and select your appropriate place.

The State field is mandatory to save your timecard.

For the following states, the County and City fields are required to save your timecard.

NY New York
KY Kentucky
AL Alabama
CO Colorado

DE Delaware
DC District of Columbia
IN Indiana
IA Iowa

KS Kansas
MD Maryland
MO Missouri
OH Ohio

OR Oregon
PA Pennsylvania
WV West Virginia

7. Enter hours worked during the renewal of a mandate during the current weekly period

If the renewal of the mandate occurs in the middle of the week, it is important to allocate the hours worked between the mandates and tasks so that the hours to be billed are on the correct contract.

In the project and/or task column, the renewal could be differentiated by a different sequence of numbers or a different name.

8. Enter overtime

If you are eligible for overtime, do not separate regular hours from overtime hours, as the system will automatically calculate them according to the applicable rules.
If you are not eligible for overtime but are working on a task that is (such as commissioning or extended support), the system will automatically calculate paid overtime for these specific tasks. Even if you are defined as ineligible, only these tasks are concerned.
For employees of the Morocco business unit, it is important to continue to correctly separate regular hours from overtime hours in the Enter additional hours worked section, in accordance with local rules.

9. Consult the summary of overtime hours worked

If you are eligible for overtime or if a task is eligible for overtime and exceed your planned hours, the timecard will adjust the hours accordingly.

You can check your total hours by selecting View calculated time.

10. Save your timecard

At any time during the period, it is possible to save the information entered in your timecard. This allows you to record the hours worked without submitting it.

To do this, click on the Actions button, then on Save and Close. The Save and Close action does not submit the timecard for approval but puts it on hold so that it can be completed later.

To submit your timecard, please refer to the section titled Submit the timecard.

11. Insert, duplicate or delete a row

You can insert a row above or below, duplicate a row, or delete a row by right-clicking on the cell of the row you want to modify.

12. Add or delete a comment

To add a comment to accurately document your activities, follow these steps:

Right-click on the cell (Day) and choose Add Comment.
Write your comment and click Save.

To delete a comment:

Right-click on the cell and click on View Comment.
Next to the comment, click on the three dots and select Delete.

Your manager will have access to these comments, and they may appear on your client’s invoice as justification for your work.

13. Consult comments

You can view all your comments by clicking on the text icon.

14. Clear the content of a timecard

To delete your timecard, click on the trash icon but be careful as this will destroy the entire timecard if it has not been previously saved.

After saving your timecard, you added a row but now wish to delete it. To do this, select the row and then click on the trash icon so that only this row is deleted.

For example: You have entered 4 rows and saved them. Now, if you add a fifth row and click on the trash icon, only the fifth row will be deleted.

This option will delete all entries added after saving your timecard.

15. Copy a previous timecard

You can copy your previous timecard by clicking on the icon with two squares.

16. Consult a report

You can consult various types of reports related to your timecard by clicking on the three dots.

View Time Totals: This view shows you the planned hours, the deviations from planned hours and the absence hours.
View Calculated Time: This view displays the calculated time. When saving your timecard, the system will process the time according to the applicable rules.
View Absence Plan Balances: This view allows you to see the balance of your absences as of today or from the last calculation date.
Attestations: the attestation involves filling in the details of the training you have completed. You will have the opportunity to fill out an attestation when you record, submit, or resubmit meeting, training, or audit tasks.

17. Delete, modify, edit, or view a timecard

All unapproved timecards can be deleted, modified, printed, or viewed.

To do this, click on the Existing Timecards tile.

Then Select the period (which can be up to a maximum of 10 days following the end of the timecard period) for which you want to make changes, then click on the three dots to delete, modify, print, or view.

If you wish to make a change to a timecard, simply click on the relevant timecard, make the changes, and then resubmit it for approval.

If you are unable do so, it means your timecard has been validated and approved. Please contact your manager, project manager, or Time and Absence Approver (ATA) so they can reject your timecard, allowing you to make the necessary adjustments.

18. Create a future or past timecard

The Existing Timecards tile also allows you to create a timecard for any future period.

Simply click on the + icon in the upper left corner and then select the desired period.

19. Modify the columns of a timecard

You can customize the columns of your timecard.

To do this, click on the square in the upper right corner of the timecard.

Then, enter the column name and move the item up or down.

20. Create a reusable timecard template

To save time on completing timecards, you can create a reusable timecard template.

On a new timecard, start by making an initial entry and selecting a project, a task, and a type of time applicable to your case.

Then, duplicate this entry as many times as needed. If you are working on multiple projects simultaneously, duplicate the row to have several rows for each project and task.

Under the Actions dropdown menu, select Save as Template. Enter the name of the template. You can create multiple templates in this way.

Now that you have created the template, you can complete this timecard.

For future timecards, you will only need to apply the template. Note that comments or attestations are not copied.

You can apply multiple templates to the same timecard. For example, you can have one template for regular tasks and another for a specific set of projects.

To use the template, click on the Apply Template dropdown list and select the template of your choice. Then, enter your hours.

You can add a comment for an entire row if it is the same comment. To do this, right-click on the number of the desired row, then click on Add Comment.

If days without hours have comments, you don't need to delete them, as the system will remove them when you save the timecard.

Note that upon saving and submission, rows with the same attributes will be merged. We have an open service request with Oracle to correct this behavior.

Currently, you cannot rename or delete templates. Therefore, make sure to name the templates in a way that remains relevant to you when modifying them.

21. Edit a timecard template

You can save up to 6 timecard templates. To modify the templates, you must overwrite the existing one.

To do this, start by setting up your timecard according to the format of the new model you want to create.

Next, save the timecard as a template by selecting an existing template name. To do this, click on Actions and then Save as Template.

22. Timecard submission

To submit your finalized timecard, click on Save and Submit.

The timecard must be submitted no later than every Friday before 5 PM. local time.

If your timecard is not submitted

You will receive an automated email on Monday at 10:30 AM (Eastern Standard Time, EST) following the end of the period as an important reminder.

Then, a new reminder will be sent each day until submission.