Auxilion 

'MY TIME MY

EXPENSE'

UserGuide

N O V E M B E R 2 0 2 0

Purpose

The purpose of th is guide is toout l ine the necessary steps for a

user to enter t imesheets ,expense c la ims and manage

thei r leave ent i t lements in theMyTime MyExpense system.

Technology,like art, is a

soaringexercise ofthe human

imagination

DANIEL BELL

About usAuxi l ion is an award-winning prov ider

of I .T . serv ices , de l iver ing bespokesolut ions for publ ic and pr ivate

organisat ions in the UK and I re land.Auxi l ion ’s range of I .T . serv ices

include ; consul t ing , pro jectmanagement , pro ject de l ivery and

managed serv ices.

Our parent company , I .T . A l l iance , is at rusted partner of the wor ld ’s leading

outsourc ing prov iders for over 20years. This exper ience enables us to

match the r ight technology to yourbusiness needs and prov ides accessto a team of over 500 technical and

project specia l ists .

Introduction

centra l .admin@ita l l iancegroup.com

Welcome to 'My Time My Expense ' - theTime and Expense System for Auxi l ion.

The Time and Expense system wi l l beused by Employees for :

• Enter ing t imesheets and expensescla ims

• View the status of t ime and expensesentered – approved or not approved

• Attach receipts for a l l expenses c la ims• View leave ent i t lements for the year

• Request leave or an absence

The fo l lowing sect ions wi l l prov ide youwith a step by step guide on how to use

the My Time and Expense system.  Should you have any quer ies regarding

th is  system please contact  

Step 1 -Login

1. Go towww.auxi l ion.com

2. Cl ick the Login l ink inthe drop down menu.

3. Choose the staff logindrop down

4 Choose MyTimeMyExpense

Step 2 Navigation

TimeExpenseLeave Ent i t lementsTraining Video

Navigat ion of the systemis on the left hand s ide ofthe screen

Under Time and Expenseyou wi l l see mainsubareas

You can c l ick recent tosee your recent i tems.

You can pin i tems i f youprefer

Choose Home to br ing youto landing page

Step 3 Personalise

Landing pageview

Default View is MonthlyCalendar

Cl ick on Sett ings Icon

Chose Personal izat ionSett ings

Choose Act iv i t ies Tab

Cl ick dropdown in Defaul tCalender drop down andchose ei ther Day, Week orMonth 

 

Step 4 Time Entries

- Calendar

The Default Landingscreen is a Calendar v iewof your t ime entr ies.  

From this screen you cannavigate to d i f ferentmonths t ime entr ies ,open/edit t ime entr ies ,choose today 's date andcreate new t ime entr ies.  

Cl ick on a t ime entry toopen or edi t i t .

 

Step 5Time Lists

Views

From the dropdown buttonnext to 1. T ime Entr ies -Calendar you can see al ist v iew of your t imeentr ies.

From here you can reviewyour t ime entr ies permonth, entr ies th is andlast month, Unapprovedt ime entr ies , Draft TimeEntr ies and a l l types oft ime entr ies.

 

Step 6Time - New

EntryTo create a new t imeentry f rom the landingpage, c l ick New.

You can choose a Type ofWork, Annual Leave orAbsence.  

You can a lso decidewhether to Add a Mult idayEntry.  Mult i day entryal lows you to submit a fu l lweek in one go, i f youhave been only working onone project for that week.

   

Step 7 -Expenses 

There are a number ofdif ferent v iews re lat ing toExpenses.  

You can c l ick thedropdown next to "1.Expenses th is month" andchoose which v iew to use.   

Step 7 NewExpense

Entry

To create a new expenseentry , Cl ick on Expense onthe navigat ion pane andcl ick New.

Once you save theexpense entry , theReceipts area wi l l becomeavai lable.  Al l expensesrequire a receipt to beattached before they aresubmitted except forexpenses with a categoryof Mi leage or Per Diem.

   

Cl ick on Receipts.Cl ick Add an attachmenticon.Cl ick Add a Note Cl ick Save & Close.Cl ick Submit .  

   

The Leave Ent i t lementarea is for resources toview informat ion re lat ingto their LeaveEnt i t lements.

Cl ick on leaveent i t lements to see thedetai l .

You can see the detai ls ofyou leave ent i t lements ,p lus the days you haveSubmitted for Approval ,Approved and Accrualdays

   

Step 8 LeaveEntitlements

FAQ's  1. How do I change my password?Please contact central.admin@italliancegroup.com

  2. I have not received login details for MyTime MyExpense?Please contact central.admin@italliancegroup.com and wewill ensure your login credentials are provided to you.

  3. How often should I be submitting my timesheets?As per the current timesheet policy, all Auxilion staff arerequired to update their timesheets weekly by 12 noon on aMonday. Delays in submission and approval of timesheetscan cause delay to our staff getting paid.

  4. Why do I have to submit timesheets?We sell time. Timesheets are an essential procedure toappropriately calculate the number of hours our people haveworked to ensure we can.i. Get paid by our customersii. Pay our people for hours worked and overtime dueiii. Gather data relating to the cost and effort involved indelivering projects and services so that we can sell more ofthese!

FAQ's  5. When are expenses paid?For employees, there is a monthly cycle for the payment ofexpenses. HR will send details in relation to the cut-off date forexpenses each month. All expenses that are submitted andapproved by the cut-off date will be paid 2 weeks later.Please be aware that expenses will not be paid without theassociated receipts being provided to Accounts Payable.Any expenses approved after the cut-off date will be movedinto next month’s expense payment run with no exceptions. 

For contract staff, expenses should be claimed as part of themonthly invoice cycle.

  6. Where can I find out about the expense policy and rates?The employee expense policy is documented in the EmployeeHandbook. If you have any queries on expense rates or policy, ingeneral, please talk to your Line Manager or Auxilion contactperson.

FAQ's  7. How do I know if my expenses are rechargeable?Expenses should be agreed in advance with your linemanager or Auxilion contact point who will advise whetheryour expenses can be charged back to a customer or not.   8. I don’t have access to a project code to submit time orexpense records?Please talk to your line manager or Auxilion contact point toconfirm if you have been provided access to a project codein the system.

 9. I am having technical issues accessing the system?Please contact newrequest@italliancegroup.auxilion.com forany technical difficulties experienced with the system.

 10. Which browser provides the best experience?MyTime MyExpense works across all main browser types,however, the end user experience is best when using Chromeand Edge. There are some known Microsoft bugs and quirkswhen using Internet Explorer, Safari and Firefox.

FAQ's  11. I am prompted to enter credentials to access I.T.Alliance ADFS (Active Directory Federated Services) – whatdo I do?Please use your Auxilion user credentials to log in as followsUsername: job.bloggs@auxilion.com.    12. I do not know who should be approving my time andexpense claims?Please talk to your line manager or Auxilion contact point toconfirm. 

  13. How are planned or unplanned absences handled in thesystem for team members who are contractors?Contractors will be asked to enter time against ‘Non-workingday (Contractor Only) for any planned or unplannedabsences.

Thank you for using MyTime MyExpenses