This document provides instructions for using Google Forms to submit management reports, including billable hours, HR personnel changes, and weekly intern performance evaluations and timesheets. The forms standardize reporting, replace email communication, and allow direct submission. Managers, consultants, HR, and interns use the forms for billing clients, personnel tracking, and payroll/performance tracking. Mistakes can be corrected by notifying the relevant director.

1. Management Applications
(Google Forms)--it’s not just
for managers!!!
https://docs.google.com/a/student.kaplan.edu/forms/d/1LGVqr9X2nXhVUkBN_L6
Pc9ru7TviSbtJsNk1H35VusU/viewform

2. Purpose
To report Consultant Billable Hours for
services provided to clients and client
based projects
To report Human Resources personnel
changes
To report weekly time and performance of all
interns

3. Application Replaces Email
Communication of Information
Replaces all other previous billable
hours forms
Replaces previous personnel change
forms
Replaces the need to submit weekly
time-sheets to payroll

4. Direct Submission of Forms
Eliminates need to copy forms
over and over again.
Eliminates emailing errors
Reduces the amount of emails
exchanged

5. Who uses this Management Application?
All managers
Consulting billable hours
HR personnel changes
Weekly time and performance
evaluation
Anyone who does work directly for a
client or works on client projects

6. When to Submit Consulting Billable Hours
Please make completing this form the last step of each and every time you
work on a project for a client.
If you are unsure if it is a client based project, reach out to your manager for clarification
Think of it like a report card.
No one knows the time effort you spend on this particular project, unless you report it
The client cannot be billed unless the time spent on each project is documented
Goal of any business is to make money

7. Difference Between Billable Hours and Payroll Hours
Billable hours are not the same as
payroll hours
Payroll hours are the hours you get paid,
regardless of what client you are doing work
for.
Billable hours are the hours you spent on ONE
particular client. It is what Kaplan Finance
uses to send a bill to the client

8. Why is the Reporting of Billable Hours So Important?
It is the required documentation to bill the client for your valuable services
Verifiable documents are required for compliance with Accounting Principles
Billable hours alone is the only way for our service based businesses to show
revenue
If we don’t generate enough cash to pay for our expenses (Payroll, loans,
utilities, etc.) the business will FAIL.
Investors and all stakeholders look at earnings as way to measure the success
of the business.
KapCon, KapTech, HHH, Kaplan Radio and KapFi are all in business to make

9. Where to find Management Applications Form
https://docs.google.com/a/student.kaplan.edu/forms/d/1LGVqr9X2nXhVUkBN_L6
Pc9ru7TviSbtJsNk1H35VusU/viewform

10. Select the Application to perform from the drop down menu
1. Select one of the three
options
2. Click Next.

11. Consulting Billable Hours (cont)
1. Your name
2. Your email
3. Your manager’s name
4. The company you did the
work for
5. The date you worked on the
project (preferably today)
6. Number of hours you
worked on project today

12. 1. Select your company
2. Choose service from drop
down menu
3. Submit
Consultant Billable Hours App

13. It is That Simple!!!

14. How Will I Know What Billable Hours My Department
Submitted?
Each week, the Director of Finance will email a report to each department’s
manager that lists all of the billable hours that were submitted that week.
The manager can then verify these hours by comparing the report to the notes
in the time clock for each intern.
The manager can dispute any questionable hours by communicating with the
Director of Finance. Together, they will then begin an informal investigation
to ensure accuracy.
If the Director of Finance does not receive any communication from the
manager within 24 hours, the hours will be billed to the client.

15. What If I Make A Mistake
No worries. If you make a mistake, simply email the Director of KapFi, currently
MichelleBrodbent@student.kaplan.edu. She will be more than happy to correct
any errors.

16. Refresh Page to access Management Applications

17. HR Personnel Change--Purpose of Form
To report if there is a change in the following:
Title change
Department change
Management change
Remove from the program
Newly added intern

18. HR Personnel Changes
(cont)
1. To access another app, simply
refresh the page and you will see all
three apps to choose from.
2. Select HR Personnel Changes
3. Click Next

19. HR Personnel Change
1. Date
2. Group=company you work
in
3. Your name
4. Intern’s name
5. Intern’s title
6. Reason for change
7. Type of change

20. What if I Make a Mistake on the HR
Personnel Changes App
Again, please don’t worry. Simply
send an email to the Human
Resources manager of your
company so he or she can make the
correction.

21. Refresh Page to access Management Applications

22. Weekly Time and Performance
Evaluation--Dual Purpose
Results will go to:
PAYROLL: Form reports all
hours earned for each intern
each week
PROFESSORS: Evaluations
will be sent directly to each
intern’s professor

23. Weekly Time and Performance
1. Choose weekly time and
performance
2. Click Next

24. Time and Performance
(cont)
1. Choose your company name
2. Enter your name
3. Enter your leadership level

25. Time and Performance
(cont.)
1. Enter name of intern you are
reporting on
2. Select ID
a. This is located in the time clock
b. The time clock web address is listed
on the first page of the management
app, and also below:
http://www.timeclockfree.com/

26. View of ID Number As Seen In Time Clock
The ID’s are added by Payroll with each
new on boarding.
The ID may look as if it is cut off, but if
you hover your mouse over it, the full
number will be displayed.
This is the number that you will select on
the Management Application--Weekly
Time and Performance

27. Weekly Time and
Performance (cont.)
1. Enter name of intern you are
reporting on
2. Select ID
a. This is located in the time clock
b. The time clock web address is listed
on the first page of the management
app, and also below:
http://www.timeclockfree.com/

28. Weekly Time and
Performance (cont.)
3. Type the intern’s department
4. Type the intern’s hours in hours
and minutes from the time clock
5. Select if the hours have been
approved (by you, the manager), or
NOT approved.

29. How Do I know If My Intern’s
Hours Have Been Approved?
Yellow light bulb indicates hours that have not yet
been approved by manager
The absence of the light bulb indicates that the
manager has reviewed the notes and
approved the hours (done by clicking on the
light bulb)
It is the responsibility of the manager to review
the notes and complete these approvals each
week
The only time there should be unapproved hours
reported on the Weekly Time and
Performance app is if there is an unresolved
discrepancy on the day hours are to be

30. Weekly Time and
Performance
6. Select the level of performance that
best describes the intern’s work that
week.
7. Type any comments here.
8. Click Submit

31. If you have any questions,
please reach out to your
manager! They are here to help
you.
For a walk through of how to
complete the forms, please view
this instructional video at: