BEACON Self Service

Training for Contractors

Jan 2013

About Artech

At the forefront of the staffing industry, Artech is a minority- and women-owned business committed to maximizing global workforce solutions.

Artech’s deep heritage, proven expertise and insightful market intelligence has secured long-term partnerships with Fortune and Global 500 clients seeking world-class professional resources.

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Agenda

1. About BEACON

2. BEACON User ID, Password

3. BEACON Navigation

4. Personal Information

5. Payroll & Compensation

6. Timesheet Entry

7. Expense Entry

8. BEACON Support

BEACON User

Modules

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About BEACON

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About BEACON

BEACON: Business Enterprise Automated Core

Operations Network

PeopleSoft Enterprise Resource Planning (ERP)

Superior Information Processing

Full lifecycle contractor support functionality

Powerful back-office features

Automate and streamline back-office tasks

Empowering You, Our Subcontractor

Self Service: You will be able to view and update much of

your own information

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BEACON User ID & Password

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BEACON User ID & Password

During the on-boarding process, a unique User ID and

Password will be emailed to you • You should remain alert for an email from “noreply@artechinfo.com”

• If you do not receive your UID and PWD, contact your TMS

The BEACON welcome screen looks like this:

Upon sign in, you will be prompted to change your password

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Set Up Your Password Right Away!

You should set up your Password immediately upon

accessing BEACON. Only by setting up your password will

you be able to use the “Lost Password” functionality in case

you lose your password.

If you’ve lost your BEACON password before setting up, you

must contact your Artech representative to have it reset

manually by an administrator.

1. Enter your UID and PWD

to log into BEACON

2. Click on “Main Menu” and

select “My System Profile”

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Setting Up Your Password (1)

3. On the General Profile

Information screen, select

“Change or set up forgotten

password help”.

4. Select from the list of drop

down “Questions.”

5. Type your answer in the

“Response” box and click

OK.

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Setting Up Your Password (2)

6. Scroll down and verify that

your correct email address

is recorded in the system.

Click Save if you made any

changes.

You will return back to the “My System Profile” page

Now you have configured your

forgot password functionality. If

you ever forget your password,

use the steps in the following

slides to generate a new

password.

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Resetting Your Password (1)

1. On the login screen, click

on “Forgot your password?”

2. Enter your User ID and

click Continue.

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Resetting Your Password (2)

3. Enter your Response to the

security question and click

the “Email New Password”

button. The security response

will be validated, then a new

password will be emailed to you.

4. You will get the following

screen to indicate that the

password has been

emailed.

5. Retrieve the new password from your email, login to

BEACON, and immediately change your password to

something that you will remember and is known only to you.

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Changing Your Password

You may choose to change your password at any time

Start by following the path: Main Menu > Change My Password

You will be taken to the screen

on the right

1. Enter your current password

2. Then enter and confirm your

new password

3. Click “Change Password”

1234567

Your Name

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BEACON Navigation

BEACON Navigation (1)

Opening Menus

– The opening window will look like this:

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– When you click on a

menu item, such as

Main Menu, you will

get a drop down menu

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BEACON Navigation (2)

By continuing to click on drop down menu items, you will generate a path

“Breadcrumbs,” shown below, display your navigation path and give you

access to the contents of subfolders

Once you click on your destination, the path is shown in the top bar

• This path can be written as:

Main Menu > Self Service > Personal Information > Personal Information Summary

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Personal Information

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Path to Personal Information

Path:

Main Menu > Self Service > Personal Information

You will get Personal Information menu items

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First Steps: Personal Info

1. Confirm and/or Update Your Personal

Information

• Name

• Home and Mailing Addresses

• Phone Numbers

• Email Addresses

• Emergency Contacts

• Marital Status

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Personal Info Summary

You can view and update the following information

– Name

– Home/Mailing Address

– Phone Numbers (more than one, if necessary)

– Emergency Contacts

– Email Addresses (more than one, if necessary)

– Marital Status

You can only view the following information*

– Gender

– DOB

– EIN (your employer’s employer tax ID number)

– Hire Date

*Contact your TMS if you see an error and/or need something changed in this

section

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Viewing Personal Info Summary

Simon McCann

8675309

Simon McCann

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Updating Your Personal Info

Click these

to change

your

• Name

• Address

• Phone No

• Emergency

Contacts

o You can enter

more than one

phone number,

email, etc.

Simon McCann

Simon McCann

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Updating Your Personal Info

Click these

to change

your

• Email (Use your

direct personal

email, not your

company email)

• Marital Status

To change

these,

contact your

TMS

8675309

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Personal Info Pages

Personal Info can be viewed/changed via individual screens

Simon McCann

Simon McCann

Simon McCann

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Payroll & Compensation

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Payroll & Compensation

You will be able to:

– View your Paychecks

– View/update your Direct Deposit information

– View/update your W-4 information

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Viewing Paychecks

Path:

Main Menu > Self Service > Payroll and Compensation > View Paycheck

Paychecks will be viewable on the Check Date

Click on the Check Date to view the check details (see next slide)

Simon McCann

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Paycheck Details Sample

You will not receive pay stubs in the mail – you

can print your paycheck details from here if you

want a paper copy

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Direct Deposit: The Way to Go

We Highly Recommend that you Opt for Direct Deposit

1. You will avoid delays in receipt of your paycheck

• You will receive electronic payments much faster than checks sent

via snail mail

2. Electronic payments are environmentally friendly

• One of the reasons Artech is implementing an ERP system is to cut

back on the use of paper. Read about our Artech Green program

3. State Mandates

• Many states now allow employers to mandate direct deposits in

order for their employees to get paid faster

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View, Update Direct Deposit Info

Submit (Changes must be verified by the bank,

so there may be a delay of one payroll cycle)

Path: Main Menu > Self Service > Payroll and Compensation > Direct Deposit

• Account Types: i.e. Checking, Savings

• Deposit Types: Percent or Amount

• Percent: i.e. 100%

Confirm your

information,

update as

necessary

Simon McCann

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Direct Deposit: Multiple Accounts

Direct Deposit with multiple accounts set up

• Savings and Checking Accounts

• Separate deposits by Amount or Percent

Simon McCann

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W-4 Information

Path: Main Menu > Self Service > Payroll and Compensation > W-4 Tax Information

Confirm and update • Allowances

• Marital Status

Submit

Simon McCann 000000000

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W-4 Information Notes

Displays current Federal elections

• State elections follow federal elections unless state W-4 is

submitted to Payroll for processing

If you wish to elect different State tax withholdings than

your Federal tax withholdings, you will need to submit a

separate State Tax withholding form specifying the

withholding amount and/or the number of allowances for

your State tax withholding

• The State Tax withholding forms can be found on the United

States Department of Labor website:

www.dol.gov/oasam/doljobs/statetaxforms.htm

• After completing the relevant state tax withholding form for your

state, please sign and e-mail the form to Artech at

payroll@artechinfo.com.

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Entering Time in BEACON

Your pay cycle will follow Artech’s client’s work week

You must submit your timecard on the last day of the

Week Ending

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First, Understanding Your Pay Cycle

To determine your pay cycle, view the “Week Ending” date in your Timesheet page

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Path: Main Menu > Time & Expense Entry > Contractor >

Enter Time & Expense

BEACON Time & Expense Entry Path

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Time Reporting Process Overview

1. Input your time into the B&V/OCI ETS system

2. Take a print out of your approved ETS

3. Enter your time in BEACON to match ETS

4. Upload your ETS sheets into BEACON

5. Submit if not claiming expenses

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Path: Main Menu > Self Service > Time & Expense Entry

BEACON T&E Landing Page

• Your name, ID

• Week Ending*

• Start date,

department

• Instructions

• Time & Expense

entry section

*Week Ending reflects your payroll cycle

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Time Entry in BEACON (1)

Go to: Main Menu > Time & Expense Entry >

Contractor > Enter Time & Expense

Click “Previous Week” or “Next Week”

Select Time Reporting Code (TRC) – Regular

• Enter all time as “Regular” – BEACON will calculate regular time vs overtime.

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Time Entry in BEACON (2)

Enter number of hours worked under corresponding date

Click “Save”

• If you did not work during the week, check the “No hours” box at the left,

bottom of the screen; you cannot submit zero (0) hours for the entire week

Once you click Save,

BEACON will sum your Total

weekly hours and an

Attachment icon will appear

NOTE: Your timesheet has

not yet been submitted at

this point

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Sample Artech Time Sheet

Time Sheet Samples

Feller, R.

Feller, R.

Sample Client Time Sheet

Speed Raiser

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Attach ETS

Click “Attachment” at the bottom of the screen

A new window will open. Choose “Timesheet” in the

Type drop down menu, then click “Add”

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Upload & Save

In the pop-up window, click “Browse” and “Upload”

ETS screen shot Speed Raiser

Click “Save” when all hours for the week

are visible and ETS sheet is uploaded

Click “Save” and “Return to Timecard”

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Submission

Click “Submit” when all hours for the week are entered and

saved, and your ETS sheet is uploaded

Do not hit the submit button yet if you have expenses to

also submit this week.

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Timesheet Submission Errors

You cannot modify Timesheet entry fields once they have

been submitted.

If you notice there is an error in your timesheet entries after

clicking Submit:

1. Send an email to timesheet@artechinfo.com requesting to have your

Timesheet rejected.

2. Your Timesheet entry will be reset

3. Go back into BEACON, enter the correct time, Save, and Submit.

NOTE: You can upload new attachments at any time, including

timesheet approvals, receipts, and expense approval

documents.

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Monthly Timecard View

Path: Main Menu > Self Service > Time Reporting >

View Time > Time and Labor Launch Pad

Note: The hours you submit will not appear immediately. Submitted hours will be

updated once the payroll has been processed.

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Submitting Expenses

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Path: Main Menu > Self Service > Time & Expense Entry

1. Click the “+” icon to add a new row

2. Select the proper TRC: Since you have already itemized on your

EBER use 1945 Misc Expense. Enter weekly total $ amount owed to

you from your EBER on any day.

3. Click “Save”

Submitting Expenses in BEACON (1)

Speed Raiser

Expenses for XYZ

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Submitting Expenses in BEACON (2)

NOTE ON

ATTACHMENTS: Your

attachment filename

should not include

spaces or symbols

My Timesheet :- )

is NOT GOOD

Mytimesheet030512

is GOOD

4. Upon clicking Save, an “Attachments” link appears

5. Click on Attachments and a new window opens (below)

6. Select “Expenses” under Type, and enter a Comment

7. Click Add

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Submitting Expenses in BEACON (3)

Speed Raiser

8. In the pop-up window, click “Browse” and “Upload” your expense form.

BV/OCI requires if you have mileage to include a mileage log from

EBER

9. If the Phase code , Project #, Receipts and Manager 's approval is

missing in the EBER, it will be rejected by Artech. Both BV/OCI

Finance and Artech need this to invoice.

10. Once your EBER form and receipts are uploaded and saved, click

“Return to Timecard” and “Submit”

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Attachment List

If you have attachments for your timesheet, expenses and/or receipt,

they will be listed in the Attachment page

Your Name 1234567

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Submitting Expenses in BEACON (4)

11. Click “Return to Timecard”

12. Click “Submit” – this will submit both your expenses and time.

13. A check mark will appear in the Submitted field to confirm you’ve

submitted your expenses

Always click Save upon entering or updating time or expenses.

Make sure you enter your time for that week before clicking

Submit. Time can be entered before or after expense entry as

long as you do not click the Submit button.

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Expense Submission Errors

You cannot modify Expense entry fields once they have

been submitted.

If you notice there is an error in your expense entries after

clicking Submit:

1. Send an email to timesheet@artechinfo.com requesting to have your

Expense rejected.

2. Your Expense entry will be reset

3. Go back into BEACON, enter the correct time or expense, Save, and

Submit.

NOTE: You can upload new attachments at any time, including

timesheet approvals, receipts, and expense approval

documents.

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• BV/OCI will ask that you put your time sheet in on Thursday – We recommend that you wait until you worked the full week prior to submitting your time to us. If

something changes on Friday and you don’t work, you will not have to change two systems. • BV/OCI perm employees week ending stops on Noon on Friday.

– Contractors are to put in full 8 hours if you worked it on Friday. So if someone ask you to split your time, please do not do it and contact Artech. This affects your overtime.

• BV/OCI computers have a pop up blocker – This sometimes will not allow you to view your timesheet or pay stubs. Click and hold down the

control key on your computer keyboard the entire time it is loading and this gets rid of the pop-up blocker.

• Do not hit the submit button until all Time and Expenses are entered each week. • Expenses BV/OCI require that all receipts are accounted for and legible.

– Please write in the amount and date on the receipt copy if illegible prior to submitting it or it could be rejected causing all of your expenses to be delayed.

• Most common mistake on Expenses is attaching them as a time sheet and expenses being missed. – Make sure you click the + sign on page 10 of this training and drop down a line item for expenses.

They should be separate. You will need to put the full about of your EBER in one of the M-F boxes to be reimbursed. No need to itemize by day. Just the total amount.

• Please call Sushilia Thoidingjam 973-967-3425 or Jay Alexander 913-202-9512 if you need help prior to escalating to our client. They will not be able to help you as quickly as we can.

Important Hints and Troubleshooting

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BEACON Support

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For BEACON Support...

Contact your Talent Management Specialist (TMS)

Email us at BEACON@artechinfo.com.

Visit our BEACON blog page at www.theartechcircle.com

The Artech Circle is the Place where Artech Professionals Meet

Artech Values

Customer Satisfaction ► We put our clients’ needs first and strive to exceed their expectations.

Dependability ► We deliver on our commitments.

Flexibility ► We are adaptable and agile in responding to our clients’ and employees’ needs.

Integrity ► We act in all situations with the highest ethical standards and clarity of communications.

Respect ► We value our clients, employees and partners.

Teamwork ► We collaborate to build sustainable growth for our company and our clients.

Turning Values into Actions

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Thank You!

Artech Information Systems LLC 360 Mt. Kemble Avenue, Suite 2000

Morristown, NJ 07960

www.artechinfo.com

www.TheArtechCircle.com