Quicktime (abbreviated "QT" from here on) is the online fast and easy
method of time sheet completion. It is important to understand how to
use the system properly to ensure timely distribution of your pay. In
order to access QT, you must be behind the firewall (have access to the
FEMA intranet). If you can access http://online.fema.net (the default
web page in Internet Explorer) you can access QT.

On the right side of the page, you will see a "Time & Attendance"
heading. Under that click on the link labeled "Remaining Localities".
(If you belong to a HQ cadre, use the "Washington DC area" link instead)
(Fig. 2)

![](media/image1.png)

Fig. 2

This takes you to the FEMA privacy notice. (Fig. 3)

![](media/image2.png){width="3.370138888888889in"
height="2.071527777777778in"}

Fig. 3

Click on the "Continue" button to reach the QT login screen. (Fig. 4)

![](media/image3.png){width="3.370138888888889in"
height="1.5756944444444445in"}

Fig. 4

Log into QT with your SSN (some longer-tenured employees will use their
NEMIS login ID) and password. If this is your first login to QT, you
will have been given a temporary password to use. Once you log in, you
will be prompted to change your password. Once you do this, you may
proceed.

The first screen you see is not important, so just click "Continue" to
keep going. (It's a record of previous pay periods with a QuickTime
completed timesheet.)

![](media/image4.wmf)

Fig. 6

The next screen shows you the current pay period number and dates. Since
you want to complete your current timesheet, click on the link to
"Payroll" (Fig. 6).

The actual timesheet screen is shown in Fig. 7. Pay attention to the
circled icons -- [***DO*** ***NOT***]{.underline} click either of these,
as it will alter the default setup of the timesheet. Also note at the
top of the screen is the option to select Week 1 or Week 2 of the pay
period. Make sure you enter your hours in the correct week.

![](media/image5.png){width="3.7222222222222223in" height="2.34375in"}

Fig. 7

Now you're ready to do the data entry part of the process. There are 3
different 'time codes' used in QuickTime. These are the same as what
were used on the old Excel/hand written timesheets: 01, 19 and 21.

01 = Regular Time: Up to 8 hrs/day, up to 40 hrs/week

19 = Overtime: \> 8 hrs/day [And]{.smallcaps} \< 40 hrs/week

21 = Overtime: \> 8 hrs/day [And]{.smallcaps}/[Or]{.smallcaps} \> 40
hrs/week

The proper time code is entered in the leftmost column. Then the hours
worked on each day of the week are filled in under the correct column in
that row. The next rows are for '19' and '21' coded hours (if any). In
the Fig. 8 example, during week 1, this person worked five 10-hour days.
Since there are 40 '01' coded regular hours, all overtime hours are
coded '21'. (The first 8 hours each day are 'regular' hours, while 2
hours/day are 'overtime'.)

![](media/image6.png){width="3.6902777777777778in"
height="2.303472222222222in"}

Fig. 8

In Fig. 9, the person only worked three 10-hour days. 8 hours each day
are coded '01' regular time, and the rest are coded as '19' overtime --
more than 8 hours in one day, but less than 40 hours total for the week.

![](media/image7.png){width="3.8715277777777777in" height="2.4875in"}

Fig. 9

Once all the hours are entered, the next step is to enter the accounting
code, or "Key" that indicates the fund to draw from for the hours
worked. Click in the "key" field, and then click the "Lookup" link just
above it. (Fig 10)

![](media/image7.png){width="3.8715277777777777in" height="2.4875in"}

Fig 10

The lookup dialog box is shown in Fig. 11. Simply find the DR \# where
you are deployed, select it, and click "OK". This will insert the
account code in the QT form. Repeat this for each row of hours entered

![](media/image8.png){width="3.348611111111111in"
height="1.6236111111111111in"}

Fig. 11

When all the hours for Week 1 have been entered and have the appropriate
account code, the timesheet must be saved before moving on to week 2.

![](media/image6.png){width="3.8756944444444446in"
height="2.501388888888889in"}

Fig. 12

Fig. 12 shows the "Save" icon -- just like you're used to in other
windows programs, it looks like a little floppy disk. Click here, then
click on "Week 2" at the top of the screen. For week 2 simply complete
the hours and accounting code as you did for week 1. When complete,
click on the "Save" icon once again. You're now ready for the next step,
which is to check your data entry by "Verifying" your timesheet. This is
you telling the system that the hours entered are actually what you have
worked, and YOU are saying it is all correct. The verify routine ensures
such things as the correct overtime codes and an accounting code for all
hours worked.

To verify your timesheet, simply click on the drop-down arrow in the
"Status" window. (Fig. 13) and select "VER" (for verified)

![](media/image9.png){width="3.807638888888889in"
height="2.495833333333333in"}

Fig. 13

The system will then check to make sure you haven't made any errors or
omissions in your data entry. If you HAVE errors, they will show up on
the screen in red, explaining where and what needs to be corrected.
(Fig. 14)

![](media/image10.png){width="3.402083333333333in"
height="1.8791666666666667in"}

Fig. 14

Once you have corrected any mistakes, try to verify again. When
everything is OK, you will get a message in blue, indicating "Payroll
status updated", and in the pay

![](media/image11.png){width="3.689583333333333in"
height="2.3194444444444446in"}

Fig. 15

"Status" fields the letters "VER" are displayed. (Fig. 15) Remember, do
NOT verify your timesheet until you have completed BOTH weeks worth of
payroll information.

The next step is to print a copy of your timesheet which will need to
have your signature and your supervisor's signature added. Click on the
"Previous Menu" link in the navigation pane (Fig. 16) and then on
"Reports" from the next screen (Fig. 17), and finally, on

![](media/image11.png){width="2.9965277777777777in"
height="1.5034722222222223in"}

Fig. 16

![](media/image12.png){width="3.626388888888889in"
height="1.3756944444444446in"}

Fig. 17

"Statement on the next. (Fig. 18) Click the radio button for the pay
period you wish to print out (most current is on the bottom -- but you
can print out previous timesheets if you desire). (Fig. 19)

![](media/image13.png){width="3.626388888888889in"
height="1.2395833333333333in"}

Fig. 18

![](media/image14.png){width="3.125in" height="2.167361111111111in"}

Fig. 19

This will launch AdobeAcrobat Reader 'inside' of your browser window
which will display your timesheet. (Fig. 20) Click on the printer icon
*on the adobe portion of the window*, NOT the Internet Explorer window.
This will print the timesheet to whatever printer you are configured to
use. (Consult IT if you need assistance with printer setup.)

![](media/image15.png){width="3.754166666666667in"
height="1.9916666666666667in"}

Fig. 20

Use the "Previous Menu" link to back out of QuickTime to the initial
screen where you can click "Exit" to log off and leave the program.

You should apply the available stamp, or "timesheet" sticker on the
statement. Be sure to include the applicable signatures (yours and your
supervisor) your timekeeper's name and fax number, then turn in your
completed timesheet.

(After getting the appropriate signatures, don't forget to make a copy
to keep for your personal records!)

*This tutorial was created with the valuable contribution of the
following Region VII personnel: Marilyn Ford, Administration Section
Chief, James "Rusty" Brown and Lark Stewart, DFTO staff.*