Contingent Worker
Training Guide
Coupa
Contingent Workforce
Table of Contents
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Table of Contents
Login to Coupa
Contingent Worker: Timesheet Creation
Contingent Worker: Create Expense
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Login to Coupa
Newly-created users receive an email notification with the subject: Action Required: Coupa
Contingent Workforce Activation
The email includes:
• Your Username (the email address where you received the notification)
• A link that will guide you through the process of creating a password for your account
From the Reset Password screen:
• Enter your desired password following the guidelines listed
• Re-enter your password
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Login to Coupa
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• Click Submit to create and activate your account for login
• You will receive a message indicating that your password has been set and you can now
log into Coupa Contingent Workforce.
• You are now ready to log into Coupa Contingent Workforce with your Username (email
address) and Password combination
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Contingent Worker: Timesheet Creation
This section provides step by step instructions on how Contingent Workers can submit their
weekly Timesheet for approval.
• Select Create Timesheet icon from landing page or navigate to Menu > Timesheet >
Create Timesheet
• The Timesheet workspace will populate. Note: If no hours were completed during this
work period, check the box which reads, “Assign zero hours for this work period” to
enter zero hours.
• Enter Task. Note: This is a free-type field however something must be entered in this
field in order to move forward with timesheet creation. It is recommended to reflect
“Timesheet for week XX” in this field.
• Enter Hours Type Regular Hours should be selected unless eligible for overtime hours
and they have been reached. Overtime hours should be entered in a different line, using
the Hours Type as “Overtime Hours”
• Enter Shift – General
• The correct Account should be automatically defaulted. Note: if there are two, active
billing account codes they can be selected from the drop-down list.
• Select Add Task
• Make sure the correct work week dates are displayed on the screen and click on one of
the fields for the day you want to enter time for.
• Enter Hours into respective fields for each day.
• Click Save.
• When all hours for the week have been entered, click Submit. Note: You are not able to
submit future worked time to be
submitted for approval.
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Contingent Worker: Expense Creation
This section describes the step by step process for a Contingent Worker to submit an Expense
for approval.
• Select Create Expense icon from landing page or navigate to Menu > Expense > Create
Expense
• CW Number and CW Name will auto-populate based on CW profile.
• Choose the correct Account from the drop-down list
• Enter the From Date and the To Date for the Expense
• Enter an Expense Summary title.
• Enter the Purpose (brief detail) of the expense.
• Click Save & Continue
• Select Add Item from Action List
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• Select the Expense Date (date the expense was incurred), which must be within the
date range listed on the Expense.
• Choose appropriate Expense Category .
• Choose appropriate Expense Type .
• Submit the Amount of the expense. Amounts are rounded to two decimal places
immediately after clicking or tabbing out of this field.
• Enter a brief Description of the expense.
• Attach a receipt by clicking Browse Receipts , navigating to where the file is saved (pdf,
jpg, png, gif, doc, docx, xls, xlsx files only) and selecting it for upload. Once uploaded, the
title of the receipt is the name of the uploaded file. Click the title and type in the text
field to edit the name if necessary.
• Click Save to add the item.
• Continue to add individual expense items to report, as needed.
Copyright © 2023 ADP, Inc. ADP Confidential.
Copyright © 2023 ADP, Inc. ADP Confidential.
• After saving an item with a receipt, the attached receipt is visible on the Expense
Snapshot page in the Expense Items and Receipts & Documents areas.
• There are additional ways to add receipts to expense items. In the Expense Items area,
each item listed includes an upload icon (see image below) so receipts can be attached
directly from this area as well. If you notice the wrong receipt attached to any item
here, open the item to remove the receipt and add a new one.
• Receipts can be added on the Expense Snapshot page with the Upload Receipt link in
the Actions List or the Upload button above the expense.
• Details about the attached receipts can be viewed from the Expense Snapshot page,
under Expense Items, by clicking the "eyeball" icon next to an item to see the receipts
attached along with information about them.
• In the Receipts & Documents section click the button in the View Item column next to
any receipt to see item(s) associated with that receipt. The item number, amount and
other details are displayed.
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• To submit the expense report once all Items have been submitted, from the Action List
select Submit to Customer.
Copyright © 2023 ADP, Inc. ADP Confidential.
Copyright © 2023 ADP, Inc. ADP Confidential.
