TimeXchange for Workers March 2012(a)

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Getting Started Entering and Submitting Time

Copyright Actus Technology - TimeXchange 2012 1 | P a g e

Getting Started with timeXchange

Using timeXchange to enter, submit, collect and report time allocated to different projects and/or

different companies is simple but here are some tips to help. You may have or will receive an invitation

via email to join each of the Projects on which you are working. You will need to accept the invitation

prior to reporting time on each Project. For specific information on what should be reported and when,

please see the Time Allocation Policy.

This manual is designed to assist you in navigating through the timeXchange application. It is suggested

that you start with the first instruction- Logging On and progress through the other directions included

in the manual.

Table of Contents (Click on the Topic)

Logging On

Entering your contact information

Changing your password

Accepting a project invite

Entering and allocating time

Submitting time

Approving time

Using the timer within timeXchange

Installing the timeXchange application for iPhones

Using the TimeXchange application for iPhones

DCAA (Defense Contract Audit Agency) compliance

Get Help
http://www.timexchange.net/


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Logging On (return)

1. Log on towww.timeXchange.net2. Click on the Member Login Button at the top right of the screen. See screenshot below.

3. You will be taken to a Member Login screen. Enter your email address and password. Yourpassword was sent in the first email you received from TimeXchange.
http://www.timexchange.net/http://www.timexchange.net/http://www.timexchange.net/http://www.timexchange.net/


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Entering your Contact Information (return)

1. Use the Logging On instructions to log in to the software.2. When you get in to the software, you will be at the dashboard. Under Profile Settings, click on

Contact Info and then click on Edit Info. See screenshot below.

3. Enter your contact information. Under How would you describe yourself? make a selection.

4. Click Save.


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Changing your password (return)

1. Use the Logging On instructions to log in to the site.2. When you get into the software, you will be at the dashboard. Under Profile Settings, click on

Account Info and then Edit Info. See screen shot below.

3. You will be taken to a screen where you can edit your log on information. Enter your newpassword here and confirm it. When done, click Submit.


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Entering and Allocating Time (return)

1. Use the Logging On instructions to log in to the software.2. From the Dashboard, click on the Time tab near the top of the screen. See screen shot below.

3. You will be taken to the screen below.

Projects are

organized by

Project Name. A

short projectdescription can be

included alongside

the name.

The Task

Performed is set bythe Project

Originator or

person who invited

you to the project.

Use this icon to scrol

from week to week

or the calendar to

choose the week.

Once you choose a

project, these boxes

will appear. Enter

the number of hours

you worked on the

specific project and

task here.

The Default Entry

Type is Billable.

After you enter your

time, it will appear in

this box.


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a. DATE: Use the calendar or the calendar icon to scroll to the time period for which youneed to enter time.

b. PROJECT: Use the drop down arrow to locate the Project for which you need to entertime.

c. ENTRY TYPE:Anything selected other than billable will not count as billable in reports.d. DESCRIPTION: Description is optional.e. TASK PERFORMED: Under Task Performed find the particular Task of the project on

which you were working. If there is no Task that applies for the Project, you can leave

Select Task in this field.

f. COST & BILL RATE: Do not change. Leave as is.4. After you have entered all of the correct information detailed above. Go to the boxes under the

days of the week. Enter the appropriate number of hours you worked on the particular project

in these boxes (showing timesheet view).

Note:Timesheet Entry being displayed Timecard Entry also available

5. Click Save and proceed to the next Project / Time Period.6. When you have finished entering all of your time, you will need to submit your time. See the

instructions on page 8 for more information.


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Submitting Time (return)

1. From the Dashboard under the Home tab, click on Time. See screenshot below.

2. Click on Submit and Monitor Time. See screenshot below.


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3. Under Select an option, click on View All Unsubmitted.

4. Your unsubmitted time will appear in a box below. Choose all of the weeks which need to besubmitted and click on Submit. If all of the weeks listed need to be submitted, click on the

Select All box. This will place a check mark in all of the weeks listed. Then click submit.


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Approving Time (return)

1. From the Dashboard under the Home tab, click on the link that says Time Pending My Approval.See screenshot below. You will then be taken to your Approval page.

2. On the Approval Page you will see a list of all time sheets submitted to you but not yet approvedby you. Place a check mark in the boxes of the time sheets you want to act on then click Approve

or click Reject. To view the details of a particular time sheet, click the link for that time sheet

under the Week Of column. See screenshot below.


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Using the Timer within timeXchange (return)

Use the Logging On instructions to log in to the software.

1. From the Dashboard, click on the stopwatch in the upper right hand corner of your screen. Itwill take you to the screen below.

2. Use the drop down to select the Project you are working on and the Task. When you are readyto begin timing, clock on Start Timer. When you are done, click on Stop Timer.

3. You will be prompted to either Save or Cancel. If you choose save you will receive a messagethat Your time entry has been saved.


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Installing the timeXchange Application for iPhones (return)

1. Go to the App Store.2. Search for timeXchange.3. Install timeXchange when it is located.

Using the timeXchange Application for iPhones

1. You will need to log in to TimeXchange on a PC and accept your project invites before using theiPhone application to enter time.

2. Locate the TimeXchange icon on your phone. It looks similar to the logo below.

3. If prompted, enter your user name (email address) and password on the log in screen and hitsubmit.4. You will see a list of Projects on which you are working. Touch the Project for which you want to

report time. (If you dont see the Project you want, click Update in the upper right corner.)


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5. If there are Stages associated with the Project you touched, you will see the list of Stagesappear. Touch the stage for which you want to report time. If there are no Stages, touch Enter

time and then touch Enter Duration. You will see the screen below.

6. Enter the appropriate Day and Duration. You do not need to enter a Description.7. Touch Back to Upload in the upper left corner. You will be taken to another screen. Touch

Upload in the upper right corner. If you have more than one entry ready to uploaded you will

be prompted to upload just one or all entries. Answer according to what you would like to do.

Your information will be uploaded to TimeXchange.


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DCAA (Defense Contract Audit Agency) compliance (return)

TimeXchange adheres to the guidelines published by the DCAA regarding time tracking and approval on

DoD sponsored projects. Specifically you should be aware that TimeXchange provides for three controls

required by DCAA.

1) No time sheets can be edited by a manager, supervisor, or administrator at any time. Timesheets can only be edited by the worker responsible for that time sheet.

2) A Time sheet cannot be edited by a worker once it has been submitted and approved. Onlyrejected time sheets can be edited.

3) Submitted and approved time sheets remain in the project audit trail even if a worker hasdeleted their own account.

DCAA does not certify software as DCAA compliant but instead publishes guidelines we adhere to. For

further information please go towww.dcaa.miland search for the term timesheet.

FINAL NOTEGetting Help: If you are having any problems or have questions, please send an email to

the following link:[email protected].
http://www.dcaa.mil/http://www.dcaa.mil/http://www.dcaa.mil/mailto:[email protected]:[email protected]:[email protected]:[email protected]://www.dcaa.mil/

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TimeXchange for Workers March 2012(a)

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