RESOURCES

From the menu RESOURCES it is possible for the employees and the independent contractors of the company to access the functionalities for accounting their worked hours, and for the members of the Human Resources Office and/or the managers of the business units the functionalities for the approval of the timesheets and of all permit requests.

Worked hours

Inserimento Ore

Each employee or independent contractor can, and has to, access this page to:

• fill in the daily worked hours report of all the activities carried out during the month
• insert expense reports, if any
• sign the timesheet to confirm that the month's report is filled in completely

In the form at the top it is recommended to flag both the checkbox "View list" and "Automatic Save", that by default are not enabled. The first one helps to select more quickly the project on which to load the worked hours, since the insert field for the project starts then working in list selection mode, so that projects can be easily searched by just typing their code or a part of the name. If the checkbox remains not ticked, to search a project click on the magnifying glass icon and a searching pop-up window will open. The Automatic Save checkbox, if set, will trigger an automatic save of the report any time the project or the activity selected in the search field change. Thus you can always be sure that no data will be lost. The states of these two checkboxes remain unchanged on subsequent accesses, therefore it is sufficient to enable them on the first access to this page.

Filling in the timesheet

To save or modify the worked hours in the report it is always necessary to select the project and the activity first, then it will be possible to input values in the field "HOURS" within the form below for all the appropriate days. The field "HOURS" automatically converts its content in HH:MM format. For example, to add a working day to one single project, just type "8" in the field "HOURS" of the desired day or days, and the system automatically will convert that to "08:00" (or the total amount of working hours per day, as specified in the employment contract of each employee, 8 in this example). If in one's employment contract the total amount of working hours per day is 7 hours and 30 minutes, type "730" in the field "HOURS". More examples:

• "010" will be converted to "00:10", that is 10 worked minutes
• "0010" will always be converted to "00:10"
• "001" will be converted to "00:01", that is 1 minute
• "0001" will always be converted to "00:01"

Upon changing the project or activity in the search fields, the hours that have been saved for them are displayed in the editing column of the form. Only the hours saved for the currently selected project and activity are displayed, all the others are just shown on the right side of the table, under the column "Monthly activities".

It is possible to fill in the report globally through the function "Autofill", either completely or partially. Complete autofill allows to automatically insert all the remaining hours (all the ones that have not been saved yet, depending on the employment contract of the current user) for the project and the activity currently selected. For example, if according to the employment contract 8 hours per day must be saved and 2 hours have already been saved for a specific project and activity, by changing project and/or activity and then clicking on the "Autofill" button the remaining 6 hours per day are added on the new project selected. The complete autofill is only available for employees that have a work contract based on a fixed number of hours per day (basically the employees and not the independent contractors). Partial autofill allows to specify a "day from" within the month, a "day to" and a number of hours to be saved daily for the project. For example, if the day from is set to "10" and the day to is set to "20", typing "3" in the field "Hours" and clicking on the button "Autofill" 3 hours per each working day will be saved between the 10th and the 20th days of the current month.

If the checkbox "Automatic save" is not ticked, remember to click the button "Save" to confirm the data loaded so far in the timesheet.

To modify worked hours saved previously, select in the same way in the form the project and activity where those worked hours have been saved. To remove them, either click on the trash bin icon or delete the value from the editing field under the column "HOURS", then click on "Save". To move the worked hours to a different project and/or activity click on the button with the arrows icon.

Under the column "Description" any note or comment concerning the work done so far may be added. All worked hours that have been saved directly from within an activity page will appear in the column "Monthly activities" on the right. It won't be possible to edit them from within the timesheet, but from the activity page only.

The first column, "H. SUM.", shows the total amount of the worked hours saved for each day. Depending on the employment contract of the current user and on the settings of the current project it might be possible to see and edit the following additional columns:

• "OFFSET": to insert overtime hours that the employee wants to get back later from her accumulated hours by adding a permit request of type "compensatory leave".
• "EXTRA": to insert overtime worked hours, if any
• "EXTRA OVER": for overtime hours worked at night
• "ON-CALL": hours of on-call service work shifts
• "ON-CALL W.": hours actually worked during an on-call work shift
• "ON-CALL W. N.": hours actually worked at night during an on-call work shift

Accumulated hours

If set out in the user's employment contract, worked hours can be accumulated. As seen earlier, employees can save overtime worked hours under the column "OFFSET", and make up for them later by submitting for approval a permit request of type "compensatory leave". In the form above the timesheet are shown the "hours left to get back".

Business trips

In the column "T" a checkbox is available to mark the hours worked during business trips. When ticked, Cometa will calculate the cost of the daily allowance for the trip, if a unit value for that is defined in the project settings, and in case the employment contract of the user sets out that the employee is eligible for the assignment of food stamps, the correct number of food stamps for the current month.

Expense report

In each row of the timesheet it is possible to add an expense report, to save the expenses in the correct project and activity for which they have actually incurred. First click on the "$" icon in the row of the desired day (the icon is displayed in every row of the timesheet). A pop-up window will appear with a list of all the expense reports saved so far and the functionalities to save new reports. At the click on the button "Insert" a form will be loaded with several fields to fill in:

• "Type of expense": when the user selects one type of expense some other fields below in the form might autofill (for example, the mileage allowance)
• "Quantity": this field can be used for example to save the amount of kilometers for the mileage allowance calculation, or the number of overnight stays, and so on.
• "Unit value": currency amount (it is also possible to select a foreign currency here, depending on the currency of the invoice or receipt thas is being loaded)
• "Total": this field is automatically calculated multiplying "Quantity" by "Unit value"
• Aziendale: tick if the payment has been made either with a credit card of the company or directly by the company. In such cases no reimbursement to the employee will follow.
• Document: a scan or a picture of the receipt. This functionality is especially useful when those documents are uploaded from the mobile app for smartphone of Cometa.
• Notes: free text.

Once the necessary fields are filled in, click on the buttons "Apply", "Save->New" or "Save->Exit" to save.

Sign the timesheet

To confirm that the timesheet of the current month can be closed, the user has to sign it by clicking on the provided button. To sign a timesheet is only possible if it is filled in correctly and coherently with respect to the employment contract. Otherwise, the system will cancel the sign request and will show alerts, for example, to notify if unexpected extra hours have been found (that must be changed to overtime hours) or if less worked hours than expected are found (and for the missing ones a permit request has to be submitted). An employee or independent contractor will be able to sign a timesheet anyway in case no constraints are set in their employment contract; for example, if for certain working days no worked hours are found the system will simply ask for confirmation, before proceeding to sign the timesheet. Once signed, the timesheet cannot any longer be modified, unless the Project leader or the Business unit manager unlock it.

Permit requests

In this section the employee can insert permits requests for all cases of absence from work (illness, vacations, permits, and so on). Depending on the kind of permit, the approval may be automatic (eg. for illnesses), otherwise it is expected to be done by a Project leader or Business unit manager. In this case a notification e-mail is sent to those users with the request details.

Insert a permit request

To insert a permit request click on the button "Insert". In the upper part of the form the current state of one's attendance and absence during the current month is displayed, showing any permit requests already submitted or worked hours already saved in the timesheet. The following are the fields that have to be filled in:

• "User requesting": the field is automatically filled in. Users with administration grants might be able to insert the request on behalf of another employee; in this case the field value can be modified.
• "Type of permit": the table of the different types of permits is custom and can be edited.
• "Request approval to": by default, the user saved in the profile configuration of the employee as the head or unit manager is suggested here. In Cometa more than one head can be added; in that case the employee can choose which one must receive the e-mail notification with the approval request. However, any user whose profile is provided with permit requests approval grants can proceed with the approval, independently of the one that is set in the user profile configuration.
• "Request from", "To", "Hours": insert here the date of beginning of the absence and of its conclusion and the number of daily hours of absence expected (for example, if requesting 2 hours per day for one week, insert 2 hours, otherwise if requesting the whole day insert the total amount of worked hours per day as set out in the employment contract). If within the indicated period there are public holidays Cometa won't take those days into consideration and the absence is calculated only with respect to the working days.
• "Continuation": indicates if the permit request extends another one previously submitted and approved.
• "Protocol N°": to indicate the protocol number shown on the certificate provided by the doctor, for all illnesses cases.
• "State": indicates the state of the request. This field is set automatically.

Once inserted the permit request it is possible to see from the list of all the requests the state of each one. Some kind of permit requests might require a beginning and end hour within the morning and a beginning and end hour in the afternoon. In that case, the employee must specify the exact time of absence. This setting must be defined in the configuration of the types of permit (see Tabelle#Tipi_giustificativi)

Permits Requests Approval

The unit manager or project head can see a list of all permit requests submitted by all his team members and their state. To approve the requests, click on the pencil icon to open each request in edit mode, then click on the button:

• "Approve": to confirm the approval
• "Deny": to refuse the approval
• "Cancel": to eliminate a permit request inserted by error

The permit requests cannot be deleted, not even by users with Cometa administration profiles. To approve, deny or cancel globally the inserted permit requests it is possible to select them from the list ticking the checkbox in the first column, then click on the button of the desired action at the bottom.