👥 Timesheet for Staff

1. Introduction

Welcome to the KEMITRAAN HRIS Daily Timesheet System. This guide provides comprehensive instructions for submitting your daily work timesheets through our Human Resource Information System (HRIS). Accurate and timely timesheet submission is essential for proper payroll processing, project tracking, and organizational compliance.

Purpose of This Guide

This document will walk you through the entire timesheet submission process, from accessing the system to final submission. Whether you are a consultant or staff member, this guide contains all the information you need to successfully submit your timesheets.

Important: Please read this guide carefully before submitting your first timesheet. Familiarizing yourself with the process will help ensure accurate submissions and timely payments.

2. Who Must Submit Timesheets

Daily timesheet submission is required for the following personnel:

  • Project-Based Staff: Staff members assigned to specific projects who need to track time allocation across multiple initiatives.
  • Operations Staff: Team members responsible for daily organizational processes and workflows, ensuring smooth, efficient operations across all departments.
Note: If you are unsure whether you need to submit timesheets, please contact your supervisor or the HR department at hris@kemitraan.or.id

3. Timesheet Completion

The timesheet submission process consists of several key steps that ensure accurate recording and approval of your work hours. Follow this workflow carefully:

1

Access System

Access KEMITRAAN HRIS portal using your HRIS Access Code

2

Enter Access Code

Input the unique access code provided for your timesheet period

3

Verify Information

Confirm your personal details (name, email, title)

4

Select Project Code

Choose the appropriate project code(s) for your work

5

Claim Hours

Record total hours work for each project

6

Activity Description

Detailed descriptions of the activities that you’ve allocated

7

Sign Digitally

Apply your digital signature to authenticate the timesheet

8

Submit

Click ‘Submit’ to send the timesheet for supervisor approval

9

Confirmation

Receive confirmation email of successful submission

Important: Each step must be completed in sequence and it’s recommended to fill-in the timesheet daily to avoid backlog and prevent to recall activity at the end of the month.

4. Timesheet Finalization and Approval

At the end of each month, the system automatically generates a comprehensive timesheet summary that consolidates all daily submissions for the period.

4.1 Monthly Summary Process

  1. Automatic Generation: On the last working day of the month, the system compiles all your daily timesheet submissions into a monthly summary report.
  2. Review Period: You will receive an email notification to review your monthly summary. You have 1 day to review and request any corrections if needed.
  3. Supervisor Notification: Once the review period ends, the monthly summary is automatically sent to your supervisor for approval.
  4. Supervisor Approval: Your supervisor must review and approve the monthly summary before it can be processed for payroll within 1 day.
  5. Final Processing: After supervisor approval, the timesheet is forwarded to the Finance department for payment processing.

4.2 Supervisor Guideline to Reviews

Supervisors will receive a monthly recap of the staff’s timesheet from HRIS to be signed. The timesheet summary is provided in PDF format as shown below:

Timesheet Format: View the standard timesheet format that supervisors receive: Timesheet Kemitraan Activity (PDF)
Timesheet Template Structure: The monthly timesheet recap includes the following fields:
  • Employee Information: Name, Email, Date
  • Performance Period: Monthly period covered
  • Daily Activity Log: Date, Project Name-Code, Hours, Activity description
  • Approval Section: Supervisor and Employee signatures
  • Document ID: DigiSigner unique identifier for tracking

What Supervisors Review:

  • Total hours claimed for each project
  • Accuracy of project code allocations
  • Completeness of activity descriptions
  • Alignment with project deliverables and milestones
  • Compliance with contractual hour limits
Important Note on Corrections: If your supervisor identifies any discrepancies or requires clarification during the approval process, you will be contacted via email. You must respond promptly to avoid delays in payment processing. Any corrections must be made within 24 hours of notification.