Admin level users may: 

  • Add time for personnel who don’t have access to software

  • Give personnel access to software

  • Make other users admin-level users

  • Use the time invoice feature

  • Lock Entries

  • Assign payroll rates (for client/governmental employees) by time period 

  • Assign contract rates (for contractor employees)

  • Assign fringe rates

  • See Time Entries for people other than themselves

 

 

 

Personnel

This Module allows you to manage the Personnel you have working on a specific Project.

  1. From the ER Assist Home Page (After Login) Select “Personnel” on the left side of the Screen

 

 

 

  1. From the “Personnel” Module you can perform many tasks.  Most importantly you can manage your personnel from this point.  You can “Add New” to individually Add an individual, or you can import multiple individuals at once using the template provided.

 

  1. Select “Add New” to individually add a user to your project Personnel.  Doing so will open the following Screen:

    1. You will be Required to include a First and Last Name For each user.

    2. Users being granted Web Access will also need an individual e-mail address listed in this form.

      1. Web-Access allows the user to perform tasks such as time entry.

    3. You have Three Save options

      1. Save- Saves the form and the form remains open.

      2. Save and Continue- Allows you to Include more details (See Below)

      3. Save and Add Another- Saves the form and opens a blank for to add another user.

  2. Save And Continue: This is the form you will use to include Rates for specific individuals.  Do so by selecting “Add” under the Personnel Rates option.

 

  1. Adding Rates: From here you can select start and stop dates for a specific rate of pay.  You may also set the OT Rates for an individual.

  1. Option 2: Import Employees in bulk- click import

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https://lh3.googleusercontent.com/Ch-2NXWwPehSajpwnSt5h_2OcdNMKOwWNAHwcEIdqiYSp_GNzPMfxE0s9ccz9TLZcqqF9CNnK9H3fG18HJAw7eIuwvLnY_x4iH9aLxIhL70zj2gsVcV_i3fQ_czz3Np-577iy-lU

 

  1. Follow the steps on this page and finish by uploading the template populated with your employee data.  You do not have to enter email or password to create employees when using the import, however an email is required for a web user. The import will tell you if you have populated employees successfully. If the username for an employee has already been taken, it will notify you that the employee did not successfully get created.

 

  1. Time Admin.  You will need to make at least one of your employees an Admin.  You can do this under personnel by clicking over the Admin switch.  

Add Equipment

 OPTIONAL.   

You can add equipment to track as a billable item or just for information.  Add equipment in the equipment module.  Equipment marked as “is active” is available as drop downs for time entries. Typical equipment used by contractors may include things like large trucks, office trailers, rental cars, or computer equipment.

 

 

Add Sites

 Add Sites

Sites may be thought of as jobs, work orders, or in the strict FEMA Public Assistance grant program definition of Site, a subset component of a project.   Time, equipment, and expenses are grouped to sites.  

There is a sites module how to at www.erassist.com/help  

 

 

As an admin, you can add sites to either your company, or to your governmental client.   

 

You need to have at least one site for your employees to bill time to, either at the employer level or at the client level

  1. Add a site by clicking the “+New Site” button under the Sites Module for your company or for a client which you have software access. 

 


Note: Nonbillable time spent on a particular client or project can either be tracked under an employer level site or a client level site, the difference

 

 

 

Employer/Contractor  Level Site

Client (aka Government) Level Site

Only visible to your employees

Visible to the Client, and to all contractor employee users (including other companies) assigned to the client through the client “add contractor access” button

Time/expenses associated to employer site are not available to be imported/viewable in project costs for a client project. 

time/expenses associated to client site show in project costs

Contractor sites can not be merged with client sites

Client sites can be merged to other client sites (e.g. you realize that Hwy 102 and 14th Street are the same road).  

Contractor sites can not be associated to client projects

Client sites can be grouped together to client projects

 

If you are conducting some work for a client for which you are not charging, you may want to track that time to a client site so it can appear on an invoice as show of good faith, a discount, or as a donated resources documentation. 

 

Check Time

Time for your employees can be “found” under:

    • Your company TIME module.  

 

It will not be found under the client time module, even though you may have tracked time to their sites, to protect the privacy of other users of the system.   Once your time is invoiced and/or processed time claimed as part of grant applications will appear  

 

Click on Time

Click on Time Entries button

 

Time Grid

 

Adding Time- For Personnel without Web-Access

  1. Select “Time” on the Right Side of the page under ER Assist Inc.

Under Time you will select “Dashboard”

https://lh6.googleusercontent.com/TGkzqIsh3naFP1d1G-QkMpfotX5yB5pCuwqq-KuvZW-WbSMvBxKSN2AkrVDHRiHEe_F9k-xAGsz5F5P5zs5dAKJ50trqVfsj6Q-dvjeEDUvfIOYr_22Lf7_1gpenxxePuImQ3oJq

 

  1. Next you will select “Time Entries.”  This will open your options for time entry.

From this module, you can Add new entries or view older entries by other personnel as well as your own.

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  1. From this page, you will select “Add Time”

    1. Select the “user” you are adding time.

    2. Fill in the proper date.

    3. Select the proper Time in and Time Out options

    4. Select the Site the individual worked out and is billing to

    5. The Default Activity will be Force Account Operational

    6. Comment on the work performed.  This is where you should outline the work done at the site by the individual.

    7. Select appropriate equipment used

  2. You should then “Save and Close” or “Save and Add Another.”

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Time Settings

Using the Time settings feature you can alter a number of items including the time period, default start time, pay period base date, duration (Days in the pay period), First day of the work week, and overtime policies.

  1. Access the Time Settings by selecting the Green Time settings button found under the Time Module.

  1. Next you will find the Time Settings form which you can alter.

    1. Select The default start time you will be using for manual entries.

    2. You will need to ensure that the correct start date is selected.

    3. Enter the number of days included in the time-period.

    4. Select the entry increments (When the clock will start when using the timeclock function.

    5. Determine the necessity of signatures

    6. Select what the first day of the work week will be.  This is used in calculating OT

    7. Select the Overtime Policy You will be using in this time period.

  2. Adding a new OT Policy

    1. Under the Time Module you will see a “Overtime” option.  Clicking this brings you to the OT Options available for your project.  To add a new policy select “Add New” in the top right corner.

    1. Once you select Add new a small form will open asking you to name the policy.  You will then save this option.

    2. Now you will need to add rules for your Overtime

    1. When you Click to add a rule you will be met with the form below.  You should fill this out in accordance to the determined OT Policy for the project and click save.

    1. After you have saved your OT procedure, it will become available in both the Time Settings and under Employee Rates.