Frequently asked questions
I’ve forgotten my log in details, how do I reset this?
I’ve forgotten my username, how do I reset this?
My account has been suspended, what should I do?
How do I submit my timesheets?
How do I amend a timesheet?
How do check the status of my timesheet?
My timesheet has been rejected, how do I resubmit it?
How do I submit expenses?
How do I check the status of my expenses?
My expenses claim has been rejected, how do I resubmit it?
How do I amend my personal details?
My authorising manager is incorrect, what should I do?
My authorising manager is going on holiday, what should I do?
When will I get paid?
I’ve forgotten my log in details, how do I reset this?
If you have forgotten your password, you can follow the below steps to reset it and create a new one:
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Select ‘Forgotten Password?’
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Enter in your username and email address and select ‘Submit’
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You will receive an email with a link to reset your password
I’ve forgotten my username, how do I reset this?
If you have forgotten your username, please email contractorcare@proclinical.com and we will be able to provide you with this information.
My account has been suspended, what should I do?
Your account will automatically suspend if there have been too many failed login attempts. Please contact the contract management team via email contractorcare@proclinical.com and we will be able to unsuspend your account.
How do I submit my timesheets?
Timesheets need to be entered on the portal weekly for manager approval.
- Select the Timesheets icon
- Select your current placement and the relevant period ending date
- If you are on a daily rate, you will need to enter the days worked in the units column. A full day = ‘1’ a half day = ‘0.5’
- If you are on an hourly rate, you will need to enter the total hours worked (excluding breaks) in the hours column
- Click ‘Save As a Draft’ if you wish to make further changes
Click ‘Save and Submit’ to send the timesheet for approval
If you are unable to provide Services for a week due to illness or planned leave, you must submit a ‘zero-hour’ hour timesheet.
- Select the Timesheets icon
- Select your current placement and the relevant period ending date
- If you are on a daily rate, you will need to enter ‘0’ in the unit’s column
- If you are on an hourly rate, you will need to enter the start, break and finish time as ‘0’
- Click ‘Save and Submit’
How do I amend a timesheet?
Once a timesheet has been submitted for authorisation, you will no longer be able to amend the timesheet. Please email contractorpayments@proclinical.com to request the timesheet is reverted ready for your amendment.
How do check the status of my timesheet?
You will receive an email once your timesheet has been approved or rejected.
You can also view any authorised and rejected timesheets on the homepage:
- Scroll to the bottom of the home screen where you will see a list of your recent timesheets
- The status column will confirm if the timesheet is in missing, draft, submitted, rejected, approved, or paid status
- If the timesheet is missing you can click on ‘Create’ in the ID column, this will take you directly to the timesheet entry screen
- If the timesheets are in ‘Draft’ you can select the number in the ID column, this will take you to the timesheet, where you can submit it for approval
- Once you have submitted your timesheet, the status will change to ‘Submitted’
- If your timesheet has been rejected, you can select the number in the ID column, edit the timesheet and resubmit it for approval
- Once the client authoriser has reviewed and accepted the timesheet, the status will change to ‘Approved’
- If you are operating via your own PSC, the status will also confirm when an invoice has been paid and display a link to your Self-Bill Invoice
My timesheet has been rejected, how do I resubmit it?
If your timesheet has been rejected, it will automatically revert to a ‘Draft’ status and will appear on the homepage under ‘Recent Timesheets’.
- Select the Timesheet ID to open the draft timesheet
- Make the required corrections
- Select ‘Save and Submit’
Alternatively, you can go to the timesheets tab, on the drop-down list you will see the draft marked as (1)
How do I submit Expenses?
To create an Expenses claim you will need to:
- Click on the Expenses icon
- Click the drop-down arrow and select your current placement
- If you see this error, please email contractorpayments@proclinical.com to request access
- In Period, select the week ending date of the week you need to submit
- Enter a description for your expense claim (Example: January Expense)
- Under the category section select ‘Expenses’
- Enter the receipt date, description and the total claim value in the Gross section
- If you have receipts in currencies other than the standard currency, please apply the exchange rate prior to entering the Gross figure into the system and detail the rate used in the description
- Click ‘Upload’ to attach the related receipt. Please note if there are multiple receipts these need to be combined into one PDF document
- At the bottom of the page you will be able to find the total amount of the claim
- Select ‘Save’ to save the expense claim in a ‘Draft’ status
- Select ‘Submit’ to notify the client’s authorising manager to approve the claim.
You will receive an email notification to advise whether your disbursements have been approved or rejected.
How do I check the status of my Expenses?
You will receive an automated email confirming once your expense claim has been approved or rejected.
You can also view the status of any recent claims on the homepage:
- Click Expenses on the home screen and select Search
- Select the Search bar to the bottom of the search page to display a list of your recent expense claims
- The status column will confirm if the claim is in Draft, Submitted, or Approved status
- The status column will confirm if the claim is in Draft, Submitted, Rejected, Approved or Invoiced status
- If the claim is in ‘Draft’ status you can select the number in the ID column, this will take you to the draft claim and you can submit it for approval
- Once you have submitted your expense claim, the status will change to ‘Submitted’
- If your expense has been ‘Rejected’ you can select the number in the ID column, edit the claim and resubmit it for approval
- Once the client authoriser has reviewed and accepted the claim, the status will change to ‘Approved’
- If you are operating via your own PSC the status will also confirm when an invoice has been paid and display a link to your Self-Bill Invoice
My Expenses claim has been rejected, how do I resubmit it?
If your expenses claim has been rejected, you will receive an email from the portal to notify you of this. The expense will automatically revert to a ‘draft’ status. This will appear on the home page under ‘Recent Expenses’
- Select the Expense ID to open the draft expense
- Select ‘Edit’ at the bottom and make the required corrections
- Select ‘Save and Submit’
Alternatively, you can go to the Expenses tab, on the drop-down list you will see the draft marked as (1)
- Select the Expense ID to open the draft expense
- Select ‘Edit’ at the bottom and make the required corrections
- Select ‘Save and Submit’
How do I amend my personal details?
Please email contractorpayments@proclinical.com with this request and we will be able update your personal details. For us to edit your Bank details you will need to provide us with an updated ‘Bank Statement’ so we can verify the account details and we will also follow up with a call to confirm the change request is genuine.
PLEASE NOTE: If you are operating via an umbrella or management company, you will need to contact them regarding updating your bank details.
My authorising manager is incorrect, what should I do?
Please email contractorpayments@proclinical.com and provide the name, email address and contact number of the correct authorising manager.
My authorising manager is going on holiday, what should I do?
You would need to speak to your authorising manager and confirm if there is an alternative manager who can authorise the timesheets in your manager’s absence. Once you have found an alternative manager, please email contractorcare@proclinical.com with the manager’s full name and email address. We will then update the system with the additional authoriser and send their login details to them with instructions.
When will I get paid?
Contractors will have been sent the payment schedule via email prior to their assignment.
The schedule outlines the pay run deadline for authorised timesheets and disbursements. Payment is made to consultancy companies, umbrella companies and management companies on the 16th day of the month and can take up to three working days to clear through the banking system. If the 16th day falls on a weekend or bank holiday, payment will be made on the last working day before the 16th.
If you need a copy of the payment schedule, please contact the contract management team via email contractorcare@proclinical.com who will be happy to provide you with one.
