CONTENTS

Too many TimeSMART
notification emails to Administrators or Approvers?

Page 1

Too much time spent
on TimeSMART timesheet completion?

Page 1 - 2

Training Videos too
fast, too slow or you cannot see the full screen?

Page 2

Not sure what goes
on a timesheet for Holidays and Bank Holidays?

Page 2

Time record
completion before or after a period of Authorised Absence?

Page 3

Prolonged
Authorised Absence from Work?

Page 3

Not sure what to
put in the Description field when recording time for Pooled Technician Work?

Page 3

Not sure what Activities to record time
for?

Page 3

Deleting Lines from a Timesheet Returned
for Amendment?

Page 3

Having trouble
accessing the TimeSMART system login screen or TimeSMART web page links?

Page 4

Too many TimeSMART

If you do not wish TimeSMART emails to appear in your mail
inbox you can create a folder in Outlook to divert TimeSMART emails to another
folder.

For guidance on how to set up
Outlook email filters, refer to the

https://workspace.imperial.ac.uk/researchservices/Internal/TimeSMART_Hints%20and%20Tips_timesheet%20email%20notification_Filtering.pdf

If you are an Approver and you click on the Approvals tab
when you log in to TimeSMART, you can see a full list of submitted timesheets
displayed – this will give you an instant overview of exactly what is
outstanding for approval (so no need to worry about keeping tabs on every
single approval email that you receive).

·
If you are approving as a Department Approver,
open the Time Approvals screen to see the list of timesheets waiting for your
approval.

·
If you are Reviewing as a Supervisor (Line
Manager), open the Time Approvals screen and click on the Time Backup link in
the left hand corner of the screen to see the list of timesheets waiting for
your review (Supervisor/Line Managers are no longer required to make approvals,
you only need to reject the timesheet if you disagree with any of the submitted
timesheet record.

·
If you approving as a Research Project (Principal
Investigator) Approver, open the Project Approvals screen to see the list of
timesheets waiting for your approval.

Too much time spent on TimeSMART timesheet completion?

Remember –
TimeSMART was not introduced to monitor your workload, but to ensure we
have a system in place which will allow us to justify the expenditure on
technician time which we are claiming on projects sponsored by the Research
Councils and the EU; and to record the percentage of activity time spent on
Teaching, Research and Other (these requirements have been imposed from outside
of the College).

Therefore only a
brief overview of different work activities needs to be recorded (e.g. if your
working day is spent on an Infrastructure Activity, record all of the hours
under the one activity – don’t split it down to each task worked
within that Activity – only a very brief overview is required in the
Description field).   By doing this you should find in the vast
majority of cases that it is very quick to complete and submit your weekly
timesheet.

If you are working
on a research project(s) (where the project code is available to record time
for on the timesheet) or doing pooled technician work in support of research
projects, check with your Line Manager if you are unsure about what percentage
of your time is due to be charged to those activities.

Training Videos too fast, too slow or you cannot see the full
screen?

Click on chosen video link on
the TimeSMART
webpage

Close any vertical information bars such as the Explorer bar
to enable full screen width for the video.

Adjust the Zoom % control usually located in the bottom
right hand side of the window.

Use custom to set to 65% zoom to bring the video control bar
and full height of the video in view.

Readjust zoom if 65% is not
optimal for your computer.

The video can now be paused and
controlled from the video control bar.

Not sure what goes on a timesheet for Holidays, Bank Holidays and
College Closure Days?

Record your normal daily contractual hours (for most full
time employees this will be 7 or 7.5 hours) for each day that you are recording
as either bank holiday, holiday or College closure day.

The time needs recorded against your ‘home’ cost
centre code using the ‘Authorised Absence’ Activity.

Only a very brief description is required in the Description
field (e.g. ‘as authorised’).

Time record completion before or after a period of Authorised
Absence?

If you have booked leave, you have the choice of whether to
pre-record and submit timesheets that cover the leave period, or, to wait until
you return before submitting them.
It is entirely up to you.

If you have been on any other kind of unexpected absence
(e.g. a period of sick leave etc), the system will allow you submit backdated
timesheets to cover for that period when you return (e.g. record the period of
sick leave as authorised absence).

As with holidays, bank holidays and College closure days, you
need to record your standard daily contractual hours (for most full time
employees this is 7 or 7.5) for each day of Authorised Absence that is
recorded.

Prolonged Authorised Absence from Work?

If you are due to go on any prolonged leave of authorised
absence – talk to your Line Manager or Department Administrator.  They can contact the TimeSMART
administration team to discuss the best way of getting any timesheet reminder
emails suspended for the anticipated absence period.

Not sure what to
put in the Description field when recording time for Pooled Technician Work?

If possible, please enter the research project codes/names
that you are recording time for in the Description field.  If you are unsure about which projects
you are recording the time for – don’t worry, as this is not
mandatory (instead enter an alternative like ‘research projects
support’, or speak to your Line Manager to find out which projects you
are supporting)

Not sure what Activities to
record time for?

Please refer to the TimeSMART Timesheet Activity Definition
Guide.  If you are still unsure what
activity to select, please speak to your Line Manager or Department
Administrator for advice. Note the Other
activity is only for the specific activities listed under Other in the Activity Definition Guide.

Deleting Lines from a Timesheet Returned for
Amendment?

Lines already
entered on a submitted timesheet cannot be deleted. If no time should be
entered on a previously submitted timesheet line then the time entered can be
deleted using the trash icon at the right hand end of the line. The line will remain
on the timesheet with no time entered.

Having trouble
accessing the TimeSMART system login screen or TimeSMART web page links?

If any of the links are not working on your College network
computer (see note below), it is more likely to be a set up issue on your
computer rather than a TimeSMART problem.
Therefore you need to report the problem to the ICT Service desk [email-masked] or by
phone ext 49000

NOTE – You can now access the TimeSMART system when using a
computer from outside of the College network using the usual system login link
(you must enter your College username (in lower case) and College password to
access the system).