Astute contractor documentation

HCi’s online timesheet system is hosted by a company called Astute. The overall process works like this:

  1. You log on each day and fill in the hours that you spent on a particular project
  2. At the end of the week you will ‘submit’ the timesheet
  3. A client representative “Approver” will get an email from Astute asking them to approve the timesheet – all they have to do is click on a link to approve the timesheet
  4. You will get an email telling you that the timesheet has been approved

When you first log on: Astute will collect some information from you. If you’re PAYG then it will ask for all of your tax file, banking and super details. You’ll only have to put those in once. If you change banks or other details, just log on to Astute to make the changes.

If you don’t work for a week: If you don’t work on a particular project for a week, check the box on the timesheet that says ‘I did not work for this period’ and submit the timesheet. The approver will not get an email for that timesheet.

If you need help: You’re more than welcome to call us with questions, or you can call Astute directly on 03 9040 4809, or you can use the ‘Live help’ link at the top of the Astute screen.

Step by step instructions

To log on:

  1. Wait till you get an email from Astute titled ‘Your Account with HCi Professional Services Pty Limited Has Been Activated’
  2. Go to https://hci.astutepayroll.com/hci
  3. Enter the userid and temporary password from your ‘login details’ email
  4. Click on the heading ‘Profile’ at the top of the screen
  5. Look for the red exclamation marks – these are all things that you will need to fill in before you can use Astute
  6. Click on the headings on the left to see other screens

If you are working on multiple HCi jobs simultaneously (whether for one client or more), see the section below headed “Multiple jobs”. Otherwise:

To fill out a timesheet each day:

  1. Timesheets are generated by the system automatically each week
  2. To go to a particular timesheet, click on the ‘Timesheets’ heading at the top of the screen; a drop-down will show the timesheets that are available; select the one you want to edit
  3. Each day, put in your start and end times and breaks and then click ‘Save’; do not click ‘Submit’ until the end of the week!
  4. If you like, you can use the ‘Notes’ controls to enter details of what you did that day: the approver will see these details when you submit the timesheet

At the end of the week:

  1. To go to a particular timesheet, click on the ‘Timesheets’ heading at the top of the screen; a drop-down will show the timesheets that are available; select the one you want to edit
  2. If this is your last timesheet for the job, click on the ‘My employment finishes this week’ box, otherwise Astute will keep nagging you with emails.
  3. Once you are happy that all of the time for the week is shown correctly, click ‘Submit’
  4. Your approver will get an email showing the timesheet details, and will approve your timesheet
  5. Once your timesheet has been approved, you will get an email from Astute
  6. Please make sure that your timesheet is approved before our payroll cut-off (midday Monday); you may need to chase your approver for that to happen

If you need help: You’re more than welcome to call us with questions, or you can call Astute directly on 03 9040 4809, or you can use the ‘Live help’ link at the top of the Astute screen.

Multiple jobs

If you are working on multiple HCi jobs simultaneously:

To fill out a timesheet each day:

  1. Timesheets are generated by the system automatically each week
  2. To go to a particular timesheet, click on the ‘Timesheets’ heading at the top of the screen; a drop-down will show the timesheets that are available; select the one you want to edit
  3. Astute will show one timesheet (ie the times for one job); you can change to another job’s timesheet by clicking on the ‘View Timesheet’ links at the right of the screen
  4. Each day, put in your start and end times and breaks and then click ‘Save’; do not click ‘Submit’ until the end of the week!
  5. If you like, you can use the ‘Notes’ controls to enter details of what you did that day: the approver will see these details when you submit the timesheet

If you prefer, you can click on the link on the right of the screen that says ‘View all jobs on one timesheet’. This will show your total hours for the week. To add time in this view:

  1. Click on the ‘New block’ link on a particular day, then select the job that you want to add.
  2. Fill out the start and end time and break time, and add notes if you wish; the notes will be visible to the approver when you submit your timesheet
  3. Click ‘Save’ to save your changes.

At the end of the week:

  1. To go to a particular timesheet, click on the ‘Timesheets’ heading at the top of the screen; a drop-down will show the timesheets that are available; select the one you want to edit
  2. Once you are happy that all of the time for the week is shown correctly, click ‘Submit’
  3. Repeat for each job
  4. Your approver for each job will get an email showing the timesheet details, and will approve your timesheet
  5. Once your timesheet has been approved, you will get an email from Astute
  6. Please make sure that your timesheet is all approved before our payroll cut-off (midday Monday); you may need to chase your approver(s) for that to happen

If you need help: You’re more than welcome to call us with questions, or you can call Astute directly on 03 9040 4809, or you can use the ‘Live help’ link at the top of the Astute screen.