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Plexcity at Your Fingertips

Quick Reference Guide

Plexcity at Your FingertipsUpdated 12/07/2015

Table of Contents

Staff Directory.......................................................................................................................................................................3

Plexcity Website....................................................................................................................................................................4

OnePoint (HR Online Timekeeping System)..........................................................................................................................5

Submit Timesheet.............................................................................................................................................................6

Timesheet Change Requests.............................................................................................................................................7

Request Time Off...............................................................................................................................................................8

Review Timesheet Change Requests.................................................................................................................................9

Review Time Off Requests...............................................................................................................................................10

Approve Timesheets........................................................................................................................................................11

View Pay Statements.......................................................................................................................................................12

OnePoint Contacts..........................................................................................................................................................13

ExpensAble (expense reporting software)...........................................................................................................................14

Overview Page.................................................................................................................................................................16

How To Process Corporate Card Transactions.................................................................................................................17

Reimbursements.............................................................................................................................................................22

Mileage Reimbursement.................................................................................................................................................24

Delete a Report...............................................................................................................................................................28

Additional Information....................................................................................................................................................28

ExpensAble Contacts.......................................................................................................................................................29

Purchase One (corporate credit card system).....................................................................................................................30

PurchaseOne Home Page................................................................................................................................................31

Declined Transactions.....................................................................................................................................................32

PurchaseOne Contacts....................................................................................................................................................33

Check Requests (Accounting)..............................................................................................................................................34

Invoice Requests (Accounting)............................................................................................................................................35

Footprints (Help Desk)........................................................................................................................................................36

Accounting & Finance......................................................................................................................................................37

Human Resources............................................................................................................................................................39

Information Technology..................................................................................................................................................40

DocuWare (electronic files).................................................................................................................................................42


Personify (member database).............................................................................................................................................43

Staff Directory

Tony Kitt, President/CEO 909-212-6037 [email protected]

Accounting & FinanceCindy Cavanaugh, Chief Financial Officer 909-212-6006 [email protected] Garcia, Director of Finance 909-212-6009 [email protected] Azores, Financial Analyst 909-212-6011 [email protected] Jensen, Senior Accountant 909-212-6008 [email protected]

TechnologyJohn Drago, Chief Technology Officer 909-212-6079 [email protected] Sneed, Director of Web Development 909-212-6078 [email protected] Beckwith, Senior Network &

Data Base Administrator 909-212-6075 [email protected]

Human ResourcesLynn Athens, Chief Administrative Officer 909-212-6038 [email protected] Berge, Human Resources

Administrator 909-212-6010 [email protected] Kuether, Payroll/Admin Specialist 909-212-6021 [email protected]


mailto:[email protected]










Plexcity Website

Client Page Overview

This website is still under construction. The IT department will send out a notification once it is completed.

The client page will have information specific to your company.

Log In Website Address: Site under construction

To log in to your company’s client page, please use the information below:

User ID: Email Address Password: A temporary one will be sent to you by email. You must change it to a permanent one on initial sign in.

If you have problems logging in, please contact Dave Sneed at (909) 212-6078.


OnePoint (HR Online Timekeeping System)

Exempt Log In

Log In Website Address: https://onepoint.employernet.net/ta/COS.loginLog In Information:

Username: First Initial, Last Name (Current employees)Password: SSN (new employees) Password is case sensitive.

Non-Exempt Log In

Log In Website Address: https://onepoint.employernet.net/ta/COS.clockLog In Information: Username: First Initial, Last Name (Current employees),

Password: SSN (new employees) Password is case sensitive.


Submit Timesheet

1. To submit your timesheet, go to My Account, and click on “My Current Timesheet”

2. Review your timesheet for accuracy and click on “Submit for Approval”.

Exempt Timesheet – Only timeoff should appear on the timesheet since exempts do not punch.


Non-exempt timesheet


Timesheet Change Requests

1. To request a change in your timesheet, at top right click on “…” and then “Change Requests”.

2. Choose the type of change you want to make, enter the changes on the correct dates and then click on “Submit Changes”.

Add Punch In and Add Punch Out – choose the date you want to change, and enter time Modify Punch In and Modify Punch Out – choose the date you want to change, and enter the correct

time in the editable field. Cancel Time Off – choose the date you want to cancel


Request Time Off1. To request time off, go to My Account then to My Time Off, and click on “Request”.

2. Choose the appropriate time off Category and enter the dates and times you want to request. (Time Off categories in the image are samples only. Categories applicable to your company will be available.)

From this screen, you can also see your time off balances and accrual rate.

Once all information is entered, click on “Submit Request”.

Review Timesheet Change Requests


1. Go to “Manage Time”, “Manage Timesheets” then click on “Pending Timesheet Change Requests”.

2. Review change requests from the list. Check the appropriate box for the transactions and either click on “Approve Checked Requests or “Reject Checked Requests”.

Review Time Off Requests

1. To review time off requests, go to “Manage Time”, “Time Off Requests” then click on “Pending Approval”.


2. Review time off requests from the list. If you want to see the employee’s note, click on . Check the appropriate box for the transaction/s and either click on “Approve Checked Requests or “Reject Checked Requests”.

Approve Timesheets

Before approving timesheets, you must review and approve pending timesheet change requests and time off requests.


1. To approve timesheets, go to “Manage Time”, “Manage Timesheets” and click on “Pending Approval”.

3. Review timesheets from the list. If you want to see the employee’s timesheet, click on “View Timesheets”. Check the appropriate box for the transactions and either click on “Approve Checked Requests or “Reject Checked Requests”.

IMPORTANT: If employees submit their timesheets for approval before you approve all of their change requests and/or time off requests, you must reject their timesheet. They have to re-submit once all requests have been approved.

Exempt employees will only have hours under the “Raw Hours” column if they have exceptions for the period.

Non-exempt employees will have their full hours for the period under “Raw Hours”.

View Pay Statements

1. Go to “My Account” and click on “My Pay Statements”.


2. Choose your date range from the drop menus. Click on the Refresh button if the screen does not automatically update. Click on the spyglass to open a statement.

OnePoint ContactsMarlyse Berge Sandy Kuether Lynn AthensHuman Resources Administrator Payroll/Admin Specialist Chief Administrative Officer909.212.6010 909.212.6021 [email protected] [email protected] [email protected]




ExpensAble (expense reporting software)

Log in the ExpensAble system to … Submit and approve corporate card transactions Enter expense reimbursements including mileage

Log in Website address: https://www.insperity.com/signin?Product=Expense+ManagementLog In Information:

Company: PlexUsername: Same as your network usernamePassword: A temporary password will be sent by email. You must change your password to a permanent one

after your initial sign on.

Your personal log in information will be sent to you by email. If you have trouble logging in, please contact Sheila Azores at (909) 212-6011.


Settings

In Settings (top right corner of the window), you can change your password, security question and add or remove emails for sending in receipts to E-Bin.

To add an email for E-Bin, enter the email address, and click on “Send Verification Code”. Click on the link from the email your receive from Expensable to verify your email address. Once an email is verified, you may send receipts to [email protected] from that account.



Overview Page The Overview page …

Has links to your reports that are in progress, pending, rejected and approved Has a link to corporate card transactions that need to be processed Has a link to create a new expense report Shows how many receipts are in the E-Bin that have not yet been attached to a transaction


How To Process Corporate Card Transactions1. From the Overview Page, click on “Pending” under “Corporate Card Transactions” 2. Choose the transactions you want to process and include in a report.3. Choose an expense type from the drop down menu and enter a description for each.4. Click on “Create New” to create a new report.

5. Type in the expense report name you want to use. Leave the report date range to the default choice “Based on earliest and latest expense dates”. Click Enter.


6. You will return to the window that lists your transactions. You should now be able to see your new report as an option to import into. Hit Continue.

7. Attach receipts for each transaction by clicking on the paper clip under the “Attach” column.


To attach a receipt that was sent to the e-bin, choose the box for the appropriate receipt then click “Attach”.


To attach a receipt by uploading a scanned document, choose the file from its locations then click “Attach”. You can attach up to 3 receipts that have a maximum size of 2 MB each.


8. To change the department where the expense will be charged to, choose the expense you want to change and click on edit.

9. A new window will open that will have the details of the charge. Change the “Charge to Dept” field to the appropriate department. To narrow down the choices, click on the letter the department name starts with.


10. Once descriptions/details are added and all receipts are attached, you can submit your report to your supervisor for approval by clicking on at the top right corner of the screen.

Reimbursements


1. To enter reimbursement requests, create a new report or open an existing one. On the expenses tab, click on “New” and choose the appropriate expense type.


2. Enter the amount, choose a payment method, enter the merchant name, actual date of expense, description and change the “Charge to Dept”, if necessary. Click on “Save and Close” if you are done entering reimbursement requests or “Save and New” if you want to enter another one.

3. Attach receipts, if any, by clicking on the paperclip under the “Attach” column. Click on to submit the completed expense report.

Mileage Reimbursement1. To enter mileage, create a new report or open an existing one. On the expenses tab, click on “New” and choose

“Mileage” as the expense type.


2. Enter the origin and destination addresses by actual date of travel. ExpensAble will automatically calculate the distance. Enter a purpose for the trip. You can add another leg to the trip by choosing “Add Another Segment”.

3. Manually change the total distance calculated to deduct normal commute miles, if applicable. Note in the description field how many commute miles have been deducted.


4. Once all legs of the trip have been entered, click on “Show Map”.


5. The map and mileage calculation per leg of the trip will appear in a window. Click “Save and Attach” to attach the map as a receipt. There is no need to send or print out mileage calculations from MapQuest or other internet map applications.


6. Click on “Save and Close” when you’re finished entering mileage or choose “Save and New” when you want to enter another trip from another date.

7. Click on to submit completed expense report.


Delete a Report

Open the report you want to delete, go to the Summary tab, and click on “Delete this expense report”.

Additional Information There are ExpensAble apps available for both Apple and Android devices. There are training videos available to help you navigate through ExpensAble.


ExpensAble Contacts

If you have questions please feel free to contact the following:

Accounting: Sheila AzoresFinancial [email protected]

System Administrators: Cindy CavanaughChief Financial [email protected]

John DragoChief Technology [email protected]

Lena GarciaDirector of [email protected]

E-Bin email address: [email protected]


Purchase One (corporate credit card system)

Log in the PurchaseOne System to check your … Corporate credit card limit Available balance Recent Transactions Declined transactions including reason for denial

Log in website address: https://www.purchaseone.org/welcome.aspx

Log in information:Username: First name, Last initial (No Space)Password: A temporary password will be sent to you by email.Organization ID: TBD

Your log in information will be sent to you by email. If you have trouble logging in, please contact Sheila Azores at (909) 212-6011.


https://www.purchaseone.org/welcome.aspx

PurchaseOne Home Page

The Home Page will have your credit limit information and has the link to your recent activities and available balance. To see your recent activity and available balance, click on “show” next to “Recent Activity”.


Declined Transactions1. To review the reason for a declined transaction, go to “Card Mgmt”, and then click on “Recent Activity”.

2. Under the “Actions” column, click on the icon for recent transactions.

3. Look for the declined transaction, and click on to see the reason for the denial.


Additional Information:

Available balances are on based on purchases within the statement period which is the 16 th of the month to the 15th of the following month.

PurchaseOne Administrators from Plexcity can give an employee a temporary credit limit increase. To request a an increase, please send an email to your supervisor. Your supervisor will email the program administrators authrorizing the increase.

To report a lost or stolen card and fraudulent activity, please call PurchaseOne at 1.800.767.1439.

PurchaseOne Contacts If you have any questions, please contact the following:

Accounting: Sheila AzoresFinancial [email protected]

Lena GarciaDirector of [email protected]

Program Administrators: Cindy CavanaughChief Financial [email protected]

John DragoChief Technology [email protected]






Check Requests (Accounting)This website is still under construction. The Accounting Department will send out a notification once it is completed. This page will be accessible through the Accounting section of your client page.

Use check requests only when there is no invoice. The form will have your information pre-populated. The default approver for your check request will be your immediate supervisor. If the check request must be

approved by someone other than your immediate supervisor, please choose the appropriate person from the drop down menu. If you are designated as a self-approver, your request will go directly to Accounting once you submit the check request.

You must select a company from the drop down menu. Complete all fields with information requested.

o Payable To: Type in complete name of the vendor. Do not abbreviate.o Attention and Address Fields: Type in complete address where check should be mailed to.o Amount: Enter amount to be paid to vendor in the required format.o Check Stub Information: Type in comments you want to include in the check stub. o Business Purpose: Type in the reason/business purpose of the expense.

You must attach the backup for your check request by clicking “Choose File”. You can attach a document you want to be mailed with the check, if different than the backup. Click “Submit Request” when done entering all required information. You will receive an email notification once the Accounting Department has completed your request.


Invoice Requests (Accounting)

Use Invoice Request to submit a request to Plexcity to bill your customers for services or products that you provided to them through the Plexcity Accounting system (SAGE 100).

Complete the following fields:

From Company Name: Choose your company from the drop down menu. Receivable From: Customer name Address: Enter customer’s address. Do not use commas. Quantity: Enter quantity to be billed Explanation: Description of services or product provided. Do not use commas. Acct No. : Enter the revenue account for the service or product to be billed. Amount: Total amount for each line item Invoice Total: Click on the field and the total will automatically calculate. Click on “Submit Request”


Footprints (Help Desk)

All help desk functions run on the Footprints software platform. Each support area can be communicated with through a web portal, email or by phone. Requests submitted will all be logged and follow service levels detailed in the client contracts.

To initiate a request, send an email to one of the following email addresses, and a ticket will be opened in the respective help desk of that department:

Information Technology: [email protected]/Payroll: [email protected] [email protected]

Log In Website Address: http://support.plexcity.org:8080/footprints/servicedesk/login.html

Log In Information: User Name: Network user namePassword: A temporary password will be sent by email. You must change your password to a permanent one after your initial sign in.


http://support.plexcity.org:8080/footprints/servicedesk/login.html




Once you have successfully logged in, you will be taken to the Home screen (Plexcity Customer Portal). From this screen you can …

Open a new IT, Accounting or HR/Payroll Helpdesk ticket View open tickets View past and resolved tickets

Accounting & Finance

Open an Accounting Ticket

1. From the Home Screen (Plexcity Customer Portal), click on “New Accounting Ticket”.


2. A tab for the new ticket will open. Enter the subject of your request and type in complete details of your request in the Description field.

3. Once all fields are complete, click on “Save” and then “Save and Close”. A ticket number will be assigned to your request.


Human Resources

Open an HR/Payroll Ticket

1. From the Home Screen (Plexcity Customer Portal), click on New HR/Payroll Ticket

2. A tab for the new ticket will open. Enter the subject of your request and type in complete details of your request in the Description field.

1.



Information Technology

Open an IT Ticket

1. From the Home Screen (Plexcity Customer Portal), click on “New IT Ticket”.


2. A tab for the new ticket will open. Enter a subject for your request, choose a “Ticket Type” and “Priority” based on the definitions on the form and type in complete details of your request in the Description field.



DocuWare (electronic files)

Section in development


Personify (member database)

Section in development


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