What is Hays Connect?
Hays Connect is an on-line system for Workers and Clients to submit and authorise timesheets, to replace our current Pay Online system. In time we will be adding additional features and services that can be accessed via your Hays Connect portal so that it becomes a key tool in helping you to manage your temporary work force.
A. Getting StartedWhen will I receive my Hays Connect login?
You will be sent an e-mail containing your User ID, a temporary PIN and a link to the Hays Connect self-registration section shortly after you are confirmed as a timesheet approver for one of our temporary workers. We would ask that you use this link to activate your Hays Connect account as soon as you can after receiving this email.
To activate your account you will be asked to enter and reconfirm your password. Your password can be anything you like but it must be a minimum of 7 characters long and contain at least one number.
You will also be asked to choose a challenge question and response – this will be used if you ever forget your password in the future.
The e-mailed link I receive does not work – what should I do?
Please contact your Consultant for assistance
What do I do if I forget my password?
At the bottom of the login page there is a ‘Forgot Password?’ link. When you click on this you will be prompted with the challenge question that you set up when you first activated your Hays Connect account. On successfully answering the challenge question you will be sent an e-mail with a new temporary password.
Once you have logged into Hays Connect you should reset your password via the ‘My System Profile’ link on the left hand navigation menu.
What if I lock my account or forget my security answer?
Please contact your Consultant for assistance.
B. Approving Timesheets
How do I approve a timesheet?
Choose the ‘Approve Time’ link from the left hand navigation menu. You will then be shown a list of all timesheets that are awaiting your approval, with the total hours and Mileage expenses (if applicable to the terms of the contract) for each timesheet. You can see the full detail for any timesheet by using the ‘View Timecard’ function.
To approve timesheets, put a tick in the ‘Select’ box for the timesheets you wish to approve and then click ‘Approve Selected’.
Please remember that once you have approved a timesheet Hays will pay your worker and generate an invoice. Therefore you should check your timesheets carefully to ensure you are happy with what you are approving.
What should I do if I don’t agree with the hours that my worker has claimed?
You have the option to reject any of the timesheets that are sent to you for approval. To do this you need to use the ‘View Timecard’ button to go into the detail of the timecard that you have issues with. You then have the option to either ‘Reject’ the timecard or ‘Reject for Resubmission’.
In essence both of these will return the timecard to your worker, however by using ‘Reject for Resubmission’ you are able to add a reason for the rejection and to add comments explaining the changes you expect the worker to make before you would be happy to approve their timecard.
When should I approve timesheets?
You should approve any timesheet submitted to you as soon as possible after you receive it, and certainly by midday Tuesday, in order to avoid any unnecessary delays in payment to your workers.
I have approved a timesheet and now spotted an error in the hours/days claimed. How do I fix this?
It is important that you check all timesheets carefully as Hays will take your approval as authorisation to make a payment to your worker. If you spot an error on a timesheet that you have already authorised then you should immediately contact your Hays Consultant.
I am going on holiday and need a colleague to authorise timesheets in my absence. How do I do this?
Choose the ‘Maintain Alternate Approvers’ option from the left hand navigation menu. From here you are able to add colleagues that you want to be able to approve any timesheets that are sent to you for authorisation. You can give this permission for a specific timeframe only, or alternatively you can set this up on an ongoing basis. Please remember that anyone who you set up as an alternate approver will receive messages from Hays Connect by e-mail. Therefore it is vital that you enter an accurate e-mail address for anyone that you are granting approver permission to.
How do I add a PO number or Cost Code to a timesheet?
If you know that your organisation requires PO numbers or Cost Code information in order to pay an invoice you can add this detail onto your workers’ timesheets. To do this you need to use the ‘View Timecard’ button to go into the details of the timecard that you want to amend. You will then see a tab labelled ‘Billing Elements’ and by clicking this you will open up the fields that will allow you to enter up to 6 different cost codes as well as a PO number.
Once you have added this information and checked that you are happy with the time being claimed then click ‘Approve’ to authorise the timecard.