beacon self service training for contractors...about beacon beacon: business enterprise automated...
TRANSCRIPT
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BEACON Self Service
Training for Contractors
Jan 2013
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About Artech
At the forefront of the staffing industry, Artech is a minority- and women-owned business committed to maximizing global workforce solutions.
Artech’s deep heritage, proven expertise and insightful market intelligence has secured long-term partnerships with Fortune and Global 500 clients seeking world-class professional resources.
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Agenda
1. About BEACON
2. BEACON User ID, Password
3. BEACON Navigation
4. Personal Information
5. Payroll & Compensation
6. Timesheet Entry
7. Expense Entry
8. BEACON Support
BEACON User
Modules
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About BEACON
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About BEACON
BEACON: Business Enterprise Automated Core
Operations Network
PeopleSoft Enterprise Resource Planning (ERP)
Superior Information Processing
Full lifecycle contractor support functionality
Powerful back-office features
Automate and streamline back-office tasks
Empowering You, Our Subcontractor
Self Service: You will be able to view and update much of
your own information
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BEACON User ID & Password
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BEACON User ID & Password
During the on-boarding process, a unique User ID and
Password will be emailed to you • You should remain alert for an email from “[email protected]”
• If you do not receive your UID and PWD, contact your TMS
The BEACON welcome screen looks like this:
Upon sign in, you will be prompted to change your password
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Set Up Your Password Right Away!
You should set up your Password immediately upon
accessing BEACON. Only by setting up your password will
you be able to use the “Lost Password” functionality in case
you lose your password.
If you’ve lost your BEACON password before setting up, you
must contact your Artech representative to have it reset
manually by an administrator.
1. Enter your UID and PWD
to log into BEACON
2. Click on “Main Menu” and
select “My System Profile”
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Setting Up Your Password (1)
3. On the General Profile
Information screen, select
“Change or set up forgotten
password help”.
4. Select from the list of drop
down “Questions.”
5. Type your answer in the
“Response” box and click
OK.
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Setting Up Your Password (2)
6. Scroll down and verify that
your correct email address
is recorded in the system.
Click Save if you made any
changes.
You will return back to the “My System Profile” page
Now you have configured your
forgot password functionality. If
you ever forget your password,
use the steps in the following
slides to generate a new
password.
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Resetting Your Password (1)
1. On the login screen, click
on “Forgot your password?”
2. Enter your User ID and
click Continue.
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Resetting Your Password (2)
3. Enter your Response to the
security question and click
the “Email New Password”
button. The security response
will be validated, then a new
password will be emailed to you.
4. You will get the following
screen to indicate that the
password has been
emailed.
5. Retrieve the new password from your email, login to
BEACON, and immediately change your password to
something that you will remember and is known only to you.
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Changing Your Password
You may choose to change your password at any time
Start by following the path: Main Menu > Change My Password
You will be taken to the screen
on the right
1. Enter your current password
2. Then enter and confirm your
new password
3. Click “Change Password”
1234567
Your Name
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BEACON Navigation
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BEACON Navigation (1)
Opening Menus
– The opening window will look like this:
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– When you click on a
menu item, such as
Main Menu, you will
get a drop down menu
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BEACON Navigation (2)
By continuing to click on drop down menu items, you will generate a path
“Breadcrumbs,” shown below, display your navigation path and give you
access to the contents of subfolders
Once you click on your destination, the path is shown in the top bar
• This path can be written as:
Main Menu > Self Service > Personal Information > Personal Information Summary
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Personal Information
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Path to Personal Information
Path:
Main Menu > Self Service > Personal Information
You will get Personal Information menu items
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First Steps: Personal Info
1. Confirm and/or Update Your Personal
Information
• Name
• Home and Mailing Addresses
• Phone Numbers
• Email Addresses
• Emergency Contacts
• Marital Status
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Personal Info Summary
You can view and update the following information
– Name
– Home/Mailing Address
– Phone Numbers (more than one, if necessary)
– Emergency Contacts
– Email Addresses (more than one, if necessary)
– Marital Status
You can only view the following information*
– Gender
– DOB
– EIN (your employer’s employer tax ID number)
– Hire Date
*Contact your TMS if you see an error and/or need something changed in this
section
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Viewing Personal Info Summary
Simon McCann
8675309
Simon McCann
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Updating Your Personal Info
Click these
to change
your
• Name
• Address
• Phone No
• Emergency
Contacts
o You can enter
more than one
phone number,
email, etc.
Simon McCann
Simon McCann
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Updating Your Personal Info
Click these
to change
your
• Email (Use your
direct personal
email, not your
company email)
• Marital Status
To change
these,
contact your
TMS
8675309
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Personal Info Pages
Personal Info can be viewed/changed via individual screens
Simon McCann
Simon McCann
Simon McCann
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Payroll & Compensation
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Payroll & Compensation
You will be able to:
– View your Paychecks
– View/update your Direct Deposit information
– View/update your W-4 information
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Viewing Paychecks
Path:
Main Menu > Self Service > Payroll and Compensation > View Paycheck
Paychecks will be viewable on the Check Date
Click on the Check Date to view the check details (see next slide)
Simon McCann
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Paycheck Details Sample
You will not receive pay stubs in the mail – you
can print your paycheck details from here if you
want a paper copy
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Direct Deposit: The Way to Go
We Highly Recommend that you Opt for Direct Deposit
1. You will avoid delays in receipt of your paycheck
• You will receive electronic payments much faster than checks sent
via snail mail
2. Electronic payments are environmentally friendly
• One of the reasons Artech is implementing an ERP system is to cut
back on the use of paper. Read about our Artech Green program
3. State Mandates
• Many states now allow employers to mandate direct deposits in
order for their employees to get paid faster
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View, Update Direct Deposit Info
Submit (Changes must be verified by the bank,
so there may be a delay of one payroll cycle)
Path: Main Menu > Self Service > Payroll and Compensation > Direct Deposit
• Account Types: i.e. Checking, Savings
• Deposit Types: Percent or Amount
• Percent: i.e. 100%
Confirm your
information,
update as
necessary
Simon McCann
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Direct Deposit: Multiple Accounts
Direct Deposit with multiple accounts set up
• Savings and Checking Accounts
• Separate deposits by Amount or Percent
Simon McCann
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W-4 Information
Path: Main Menu > Self Service > Payroll and Compensation > W-4 Tax Information
Confirm and update • Allowances
• Marital Status
Submit
Simon McCann 000000000
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W-4 Information Notes
Displays current Federal elections
• State elections follow federal elections unless state W-4 is
submitted to Payroll for processing
If you wish to elect different State tax withholdings than
your Federal tax withholdings, you will need to submit a
separate State Tax withholding form specifying the
withholding amount and/or the number of allowances for
your State tax withholding
• The State Tax withholding forms can be found on the United
States Department of Labor website:
www.dol.gov/oasam/doljobs/statetaxforms.htm
• After completing the relevant state tax withholding form for your
state, please sign and e-mail the form to Artech at
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Entering Time in BEACON
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Your pay cycle will follow Artech’s client’s work week
You must submit your timecard on the last day of the
Week Ending
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First, Understanding Your Pay Cycle
To determine your pay cycle, view the “Week Ending” date in your Timesheet page
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Path: Main Menu > Time & Expense Entry > Contractor >
Enter Time & Expense
BEACON Time & Expense Entry Path
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Time Reporting Process Overview
1. Input your time into the B&V/OCI ETS system
2. Take a print out of your approved ETS
3. Enter your time in BEACON to match ETS
4. Upload your ETS sheets into BEACON
5. Submit if not claiming expenses
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Path: Main Menu > Self Service > Time & Expense Entry
BEACON T&E Landing Page
• Your name, ID
• Week Ending*
• Start date,
department
• Instructions
• Time & Expense
entry section
*Week Ending reflects your payroll cycle
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Time Entry in BEACON (1)
Go to: Main Menu > Time & Expense Entry >
Contractor > Enter Time & Expense
Click “Previous Week” or “Next Week”
Select Time Reporting Code (TRC) – Regular
• Enter all time as “Regular” – BEACON will calculate regular time vs overtime.
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Time Entry in BEACON (2)
Enter number of hours worked under corresponding date
Click “Save”
• If you did not work during the week, check the “No hours” box at the left,
bottom of the screen; you cannot submit zero (0) hours for the entire week
Once you click Save,
BEACON will sum your Total
weekly hours and an
Attachment icon will appear
NOTE: Your timesheet has
not yet been submitted at
this point
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Sample Artech Time Sheet
Time Sheet Samples
Feller, R.
Feller, R.
Sample Client Time Sheet
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Speed Raiser
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Attach ETS
Click “Attachment” at the bottom of the screen
A new window will open. Choose “Timesheet” in the
Type drop down menu, then click “Add”
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Upload & Save
In the pop-up window, click “Browse” and “Upload”
ETS screen shot Speed Raiser
Click “Save” when all hours for the week
are visible and ETS sheet is uploaded
Click “Save” and “Return to Timecard”
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Submission
Click “Submit” when all hours for the week are entered and
saved, and your ETS sheet is uploaded
Do not hit the submit button yet if you have expenses to
also submit this week.
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Timesheet Submission Errors
You cannot modify Timesheet entry fields once they have
been submitted.
If you notice there is an error in your timesheet entries after
clicking Submit:
1. Send an email to [email protected] requesting to have your
Timesheet rejected.
2. Your Timesheet entry will be reset
3. Go back into BEACON, enter the correct time, Save, and Submit.
NOTE: You can upload new attachments at any time, including
timesheet approvals, receipts, and expense approval
documents.
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Monthly Timecard View
Path: Main Menu > Self Service > Time Reporting >
View Time > Time and Labor Launch Pad
Note: The hours you submit will not appear immediately. Submitted hours will be
updated once the payroll has been processed.
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Submitting Expenses
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Path: Main Menu > Self Service > Time & Expense Entry
1. Click the “+” icon to add a new row
2. Select the proper TRC: Since you have already itemized on your
EBER use 1945 Misc Expense. Enter weekly total $ amount owed to
you from your EBER on any day.
3. Click “Save”
Submitting Expenses in BEACON (1)
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Speed Raiser
Expenses for XYZ
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Submitting Expenses in BEACON (2)
NOTE ON
ATTACHMENTS: Your
attachment filename
should not include
spaces or symbols
My Timesheet :- )
is NOT GOOD
Mytimesheet030512
is GOOD
4. Upon clicking Save, an “Attachments” link appears
5. Click on Attachments and a new window opens (below)
6. Select “Expenses” under Type, and enter a Comment
7. Click Add
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Submitting Expenses in BEACON (3)
Speed Raiser
8. In the pop-up window, click “Browse” and “Upload” your expense form.
BV/OCI requires if you have mileage to include a mileage log from
EBER
9. If the Phase code , Project #, Receipts and Manager 's approval is
missing in the EBER, it will be rejected by Artech. Both BV/OCI
Finance and Artech need this to invoice.
10. Once your EBER form and receipts are uploaded and saved, click
“Return to Timecard” and “Submit”
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Attachment List
If you have attachments for your timesheet, expenses and/or receipt,
they will be listed in the Attachment page
Your Name 1234567
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Submitting Expenses in BEACON (4)
11. Click “Return to Timecard”
12. Click “Submit” – this will submit both your expenses and time.
13. A check mark will appear in the Submitted field to confirm you’ve
submitted your expenses
Always click Save upon entering or updating time or expenses.
Make sure you enter your time for that week before clicking
Submit. Time can be entered before or after expense entry as
long as you do not click the Submit button.
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Expense Submission Errors
You cannot modify Expense entry fields once they have
been submitted.
If you notice there is an error in your expense entries after
clicking Submit:
1. Send an email to [email protected] requesting to have your
Expense rejected.
2. Your Expense entry will be reset
3. Go back into BEACON, enter the correct time or expense, Save, and
Submit.
NOTE: You can upload new attachments at any time, including
timesheet approvals, receipts, and expense approval
documents.
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• BV/OCI will ask that you put your time sheet in on Thursday – We recommend that you wait until you worked the full week prior to submitting your time to us. If
something changes on Friday and you don’t work, you will not have to change two systems. • BV/OCI perm employees week ending stops on Noon on Friday.
– Contractors are to put in full 8 hours if you worked it on Friday. So if someone ask you to split your time, please do not do it and contact Artech. This affects your overtime.
• BV/OCI computers have a pop up blocker – This sometimes will not allow you to view your timesheet or pay stubs. Click and hold down the
control key on your computer keyboard the entire time it is loading and this gets rid of the pop-up blocker.
• Do not hit the submit button until all Time and Expenses are entered each week. • Expenses BV/OCI require that all receipts are accounted for and legible.
– Please write in the amount and date on the receipt copy if illegible prior to submitting it or it could be rejected causing all of your expenses to be delayed.
• Most common mistake on Expenses is attaching them as a time sheet and expenses being missed. – Make sure you click the + sign on page 10 of this training and drop down a line item for expenses.
They should be separate. You will need to put the full about of your EBER in one of the M-F boxes to be reimbursed. No need to itemize by day. Just the total amount.
• Please call Sushilia Thoidingjam 973-967-3425 or Jay Alexander 913-202-9512 if you need help prior to escalating to our client. They will not be able to help you as quickly as we can.
Important Hints and Troubleshooting
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BEACON Support
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For BEACON Support...
Contact your Talent Management Specialist (TMS)
Email us at [email protected].
Visit our BEACON blog page at www.theartechcircle.com
The Artech Circle is the Place where Artech Professionals Meet
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Artech Values
Customer Satisfaction ► We put our clients’ needs first and strive to exceed their expectations.
Dependability ► We deliver on our commitments.
Flexibility ► We are adaptable and agile in responding to our clients’ and employees’ needs.
Integrity ► We act in all situations with the highest ethical standards and clarity of communications.
Respect ► We value our clients, employees and partners.
Teamwork ► We collaborate to build sustainable growth for our company and our clients.
Turning Values into Actions
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Thank You!
Artech Information Systems LLC 360 Mt. Kemble Avenue, Suite 2000
Morristown, NJ 07960
www.artechinfo.com
www.TheArtechCircle.com