We use Evodia Timesheet Portal to streamline time and expense submissions for all our contractors. This platform allows you to log your working hours and any business-related expenses securely and efficiently, ensuring prompt approval and timely payments.

Below is a step-by-step guide to help you navigate the process.

🔐 Logging In

1. Visit https://evodia.timesheetportal.com/.
2. Enter your Username and Password. These will be provided to you when you start your contract with Evodia.
3. If you’ve forgotten your login details, use the "Forgot Password?" link or contact your Evodia account manager.

🕒 Submitting a Timesheet

1. Navigate to Timesheets
   • From the dashboard, click on ‘Timesheets’ in the top menu.
   • Choose the relevant week or period you are submitting time for.
2. Enter Time Worked
   • Select the appropriate project or client from the dropdown.
   • If you are paid an hourly rate you need to enter the hours worked for each day under the correct column (e.g. standard hours, overtime).
   • If you are paid a daily rate you need to enter the appropriate decimal value that reflects the time you worked against your contracted hours under the correct column (e.g. standard hours, overtime). For example: 
     • If you are contracted to deliver 8 hours per day and you work for 8 hours you should enter '1' against each day that you worked those hours.
     • If you are contracted to deliver 8 hours per day and you work for 4 hours you should enter '0.5' against each day that you worked those hours.
     • If you are contracted to deliver 8 hours per day and you work for 12 hours you should enter '1.5' against each day that you worked those hours.
   • Use the notes section if you need to provide further details or context.
3. Save or Submit
   • Click ‘Save’ if you want to return and complete it later.
   • Click ‘Submit’ once all entries are accurate. Your timesheet will then be sent to the relevant approver.

✅ Tip: Ensure timesheets are submitted in line with your agreed schedule to avoid payment delays.

💼 Submitting an Expense Claim

1. Go to Expenses
   • From the dashboard, select ‘Expenses’ and then click ‘New Expense’.
2. Add a New Claim
   • Choose the correct project or cost centre.
   • Enter the date, expense type (e.g., travel, subsistence), description, and amount.
   • Upload a VAT receipt or supporting document if required (PDF, JPG, or PNG formats are supported).
3. Save or Submit
   • Save your entry if you're not ready to submit.
   • Click ‘Submit’ when all expenses have been entered and reviewed.

💡 Note: Always check with your Evodia contact regarding which expenses are eligible for reimbursement.

📅 Timesheet and Expense Deadlines

To ensure timely payment, please ensure:

• Timesheets are submitted by Monday at 5pm.
• Expenses are submitted by Monday at 5pm.
• For Bank Holiday's please check with your Evodia contact as Timesheet and Expense Deadlines will likely be adjusted.

🧾 Tracking Approvals and Payments

• You can monitor the status of your timesheets and expenses in the ‘History’ section.
• Once approved, you’ll receive a confirmation email.
• Payment will be processed according to the terms outlined in your contract.

❓Need Help?

If you have any issues with the Timesheet Portal or need help with your submission, please contact:

📧 timesheets@evodia.co.uk
📞 01252 722500
Or speak directly to your Evodia account manager.

We’re here to make the process as simple and smooth as possible so you can focus on delivering exceptional work.

Thank you for partnering with Evodia!