Managing Subcontractor Time Entered in the Subcontractor Portal

Updated on 22 Sep 2023

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You can accept or deny subcontractor crew member time and material allocations entered from the Subcontractor Portal on the Time Entry screen when accessed from the Scheduling Board. A Subcontractor Portal Time Entryicon is displayed next to each time entry or material allocation that originated in the Subcontractor Portal.

Time and materials for subcontractors are approved by selecting the standard Save icon, which is also used for accepting time for employees or subcontractors entered using the Crew Mobile App. Time and materials subcontractors enter are denied by selecting Deny Submitted Subcontractor Portal Time from the More drop-down menu. This is only available if there is unapproved subcontractor time or materials displayed that were entered from the Subcontractor Portal. Suppose you choose to deny time and materials. In that case, Aspire displays a dialog window allowing you to enter a note directed to the subcontractor in the Subcontractor Portal.

The message is made available to the subcontractor in the subcontractor portal through an icon displayed at the route level. Additionally, suppose the email address is set for the subcontractor’s company as described on the Company screen. In that case, a message like the one to the right is sent as an email to the subcontractor.

Note:

If a crew member has time on two different routes, when the time is accepted for one route, time for that same crew member on another route is also accepted.

An indicator in the upper right corner of the Subcontractor Portal Time icon is shown in the above screenshot as an empty checkbox. This indicator provides the status of the entry as follows:

Indicator	Description
Submitted Subcontractor Portal Time Entry	This indicates that time has been submitted by the subcontractor from the Subcontractor Portal that has not yet been approved or denied by an Aspire user.
Unsubmitted Subcontractor Portal Time Entry	This indicates that time has been submitted by the subcontractor from the Subcontractor Portal that an Aspire user has denied. The subcontractor has been notified.
Accepted Subcontractor Portal Time Entry	This indicates that the subcontractor has submitted time from the Subcontractor Portal approved by an Aspire user.

If you select Save to accept time/materials that have previously been denied, but the subcontractor has not yet resubmitted (

) corrections, Aspire prompts you to confirm the acceptance as shown at right.

If subcontractor time has been rejected for the route displayed on the Time Entry screen, Aspire adds Subcontractor T&M Denial Notes to the More drop-down menu.

Selecting this displays the Subcontractor T&M Denial Notes screen to show the notes written to the subcontractor for the route/day.

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