Embedded Files
FREELANCE TIME CARDS
Freelance employees generally report their time using Media Services. Accounts are created and sent as part of the start paperwork. To submit time cards via Media Services, visit:
https://crewportal.mediaservices.com/
STAFF TIME CARDS
Staff employees report their time using a Google Sheet file to create a PDF that is sent to their manager for approval. That process works as follows.
The Time Card Template is a read-only file everyone has access to. You can find it here:
The Time Card Template is updated sporadically. You will be notified if a new version is available.
Current version: HCO TC v1.7, released 2022-04-01
You will need to make your own copy of the Time Card Template. To do so:
Open the above link — you must be signed in with you HCO account to access it.
Go to the Google Sheets "File" menu, and select "Make a copy".
Name the copy as follows, and save it to your HCO Google Drive.
HCO STAFF TIME CARD - [Name]
ex: HCO STAFF TIME CARD - MARK HERZOG
Fill out the WHITE fields — some will be consistent for you, some will change week-to-week.
Grey and yellow fields will update automatically.
For the "WEEK ENDING" field, enter the date of the Saturday ending the week.
Please note there are seven rows available to fill in hours worked, labeled 1 through 7. These correspond to the number of days you worked in a given week — so “1” is the first day, “2” the second, etc. On a typical week, “1” would then be your Monday. If you work on Sunday, then that is your “1”. (This mostly only matters if you work a full Sunday–Saturday week.)
When filling in your hours, just enter total hours worked and the sheet should automatically calculate ST/OT/DT/PTO.
Be sure to select the appropriate "Description" from the drop-down menu for each work day. This will cause the appropriate GL Code to be filled in automatically.
Please note: "Exempt" refers to positions which are exempted from overtime. If you are unsure if your position qualifies as "Exempt" or not, please check with your Manager or HR.
When your time card is ready to send to your manager, you will need to generate a PDF version. To do so:
Go to the Google Sheets "File" menu, then the "Email" and select "Email this file".
In the resulting pop-up display, enter your managers email address, and provide a subject and body message. (The default subject will be the name of the document — please add the date of the week you are submitting for after this in the subject line.)
Make sure "PDF" is selected as the format, at the bottom.
We also recommend you select "Send yourself a copy" so you have a copy of the generated PDF in your email as well.
MANAGERS & TIME CARD APPROVAL
Managers, when you get a time card, open it in Preview or Acrobat, and "sign" it in the green box if it is approved.
Save the signed file, and append a date to the end in the format YYYY-MM-DD, where the DD is the date of the Saturday ending the week in question.
Ex: HCO STAFF TIME CARD - MARK HERZOG 2022-01-08
Send all signed PDFs to invoices@herzogcompany.com.
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