Sections

    Log in & change your Fieldglass preferences

    How to change your password

    • In the top right corner, select the “user” icon (circle with an icon of a person).
    • Under Personal Settings, select My Profile.
    • On the left-hand side is the email address associated with this account – please ensure the email on your account is the one you prefer to receive notifications from.  If you wish to change it, select Edit.
    • On the right-hand side, you will see an option to change your password. If you need to change your password, select the blue link that says Change Password.
      • A new window will appear. You will be asked for your current password, then you can create a new password, and type it a second time to confirm.  Select Change.

    How to Change your username

    • Changing your username can be very helpful if you have two “works”, one under SAP and one in Orcale.  You can use the user name to clearly identify each account.
    • In the top right corner, select the “user” icon (circle with an icon of a person).
    • Under Personal Settings, select My Profile.
    • Under Account Information, select Edit. In the Username field, enter your new username.  Select Update to save it.

    How to turn on notifications

    • In the top right corner, select the “user” icon (circle with an icon of a person).
    • Under Personal Settings, select My Preferences.
    • The third section on the page is Messaging. Select Edit.
    • To receive notifications from Fieldglass ensure that both Notifications and Work Item are checked. This will ensure you receive notification when your timesheets are approved or when they are rejected.

    How to link multiple accounts

    • To link accounts, you need to have another account and know its username and password, as well as being enabled to link an additional account.
    • In the top right corner, select the “user” icon (circle with an icon of a person).
    • Under Personal Settings, select My Profile.
    • The second section gives you the option to link accounts. Select Edit.
    • Select the blue Add Linked User Account link.
    • A window will open. Add the user name of your second account, enter the password for that account.
    • Nick Name and Sort Order are optional
    • Enter the password for the account you are currently logged into.
    • Select Add into to finalize the link.
    • Now when you select the user icon in the top right you will see two accounts and be able to toggle between them.

    Entering your time in Fieldglass

     

     

    • From the Home screen , in the middle of the screen under the Work Items you will see the current timesheet waiting to be completed. If you have multiple timesheets outstanding, please check the period before you enter time.
    • Select Complete Time Sheet. The timesheet will open.

    Part 1: Enter Time In/Time Out

    • Enter the time when you started for the day beside Time In.
    • For each break, enter the time you left and returned next to the Meal Break lines.
    • Enter the time you left for the day beside Time Out.  Your total hours for the day are calculated at the bottom.
    • In the Day row, there is a button where you can copy the previous day’s entry, rather than re-enter it manually if you had the same schedule.

    Part 2: Enter the Time Worked

    • The Time Worked section is where you apply your time to a cost center/project code.  You will need to know your project code. The Manager or Project Manager assigned to your group will be able to confirm the exact code.
    • Search for a code already assigned to you by selecting the blue Add Tasks link.
      • If you do not see what you are looking for in the Task Code List, select Click here next to Find additional tasks.
      • A window will open.  Select the cost center and applicable task code from the dropdown menus.
      • Select Add to bring it into your list.
      • Check the task and select Continue to bring it into your timesheet.  The code is now in your Time Worked Table.
    • If you work on multiple projects you will need to apply your hours per day accordingly.
    • The total in the Time In/Time Out table must match hours in the Time Worked section.  The text will be red if there is an inconsistency.

    Submit the Timesheet

    • If you would like to save and continue working on your timesheet later in the week, select Complete Later.
    • If you are ready to submit your timesheet to your Manager for review, select Submit, a confirmation message will pop up to ensure you are ready to submit.
    • If you need to edit or correct your submitted timesheet, above your timesheet you will see an option to select Withdraw – this will remove the timesheet from your Managers view and you will be able to make edits and re-submit.
      • Withdrawing a timesheet is time sensitive. If you don’t see the option to Withdraw, and the timesheet has been approved, please contact your Ian Martin representative to correct the error on the back end: support@ianmartin.com.

     


    Entering expenses in Fieldglass

     

     
     

    • From the home page, select Create Expense.
    • From the listed Expense codes (blue links) – select the one you will be assigning this expense to. Check with your Manager or Project Manager if you are not sure.
      • If you do not see the code you are looking for in the Task Code List, select Click Here next to find additional tasks.
      • A window will open, select the cost center and applicable task code. Select Add, to bring it into your list. Then select the expense code (in blue) to add an expense item.

    Add an expense with a receipt

    • From the listed Expense codes (blue links) – select the one you will be assigning this expense to
    • A billable table will be created below.
    • Add the date the expense was incurred.  Add the merchant name and the description.
    • Add the pre-tax amount in the amount field.
      • When you enter an expense into Fieldglass it should always be the pre- tax amount. Your work order is set up with a tax profile, Fieldglass is set up to add tax in the background. If you include tax, you are charging tax on top of tax which is the most common reason we see rejections.
    • If there is a tip, add it to the pre-tax amount. We want to make sure you are reimbursed for the tip.
    • With hotel and airfare you need to be careful when breaking out the tax. Often times those vendors will have hidden fees, they often call them ‘other fees’, or ‘other tax’. When you detail those types of expenses in Fieldglass you should add the hidden fees to the sub-total, otherwise you will not be reimbursed correctly.
    • See our article here about how and why to back out the tax on expenses.
    • Add the financial system from the dropdown menu. Sometimes this field needs to be cleared, select Clear to gain access. Select the applicable financial system that your work order is associated to, either Orcale or SAP. If you don’t know contact your Ian Martin representative.
    • Select the expense code.

    Entering mileage

    • For the merchant name, enter Mileage.
    • In the description field enter the starting point, end destination and total distance of the journey. This will act as a travel log.
    • The Government sets the automobile allowance rates – for 2019, it’s 58¢ per kilometre.  Calculate (the distance driven) x (automobile allowance rate).
      • E.g., if you travelled 53 km on a business trip: 53km x 0.58 = $33.64
    • Add the financial system from the dropdown menu. Sometimes this field needs to be cleared, select Clear to gain access. Select the applicable financial system that your work order is associated to, either Orcale or SAP. If you don’t know contact your Ian Martin representative.
    • Select the expense code.

    Submit the expense report

    • If you would like to save and continue working on your expense report later in the week, select Complete Later.
    • If you are ready to submit your expense report to your Manager for review, select Submit, a confirmation message will pop up to ensure you are ready to submit.

     


    Contact your Contractor Success Team

    Still have questions? You can fill out this form, email a Contractor Success rep directly at support@ianmartin.com, or call us at 1-844-836-3662.







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