Timesheet Tools

The Timesheet enables users and agencies to track work hours. It consists of three separate programs:

Timesheet

Provides a means for users to enter their time and to view time entered in the Work Orders module.

Pay Period Management

Enables a payroll administrator to configure pay periods for Timesheet users.

Payroll Admin Management

Enables a web administrator to control which departments Payroll Admins can see when using the Timesheet Overview

Timesheet Overview

Allows supervisors and payroll administrators to review and update a list of all employees and their time.

Lock and key icon More information about required permissions for timesheets, refer to Security Setup.

Launching Timesheets

  • To launch a Timesheet, select clock web dashboard timesheet icon in the Widget Toolbar. If only one Timesheet exists for the user, it launches automatically. If the user has access to more than one Timesheet, he or she can select the desired Timesheet from a drop-down list.
  • To launch the Timesheet Overview, select clock web dashboard timesheet icon in the Widget Toolbar, then select the Timesheet Overview from the drop-down list.
  • To manage Pay Periods, select clock web dashboard timesheet icon in the Widget Toolbar, then select the Pay Period Management from the drop-down list.
  • To manage Payroll Admin Management,select clock web dashboard timesheet icon in the Widget Toolbar, then select the PayRoll Admin from the drop-down list.

Common Tasks

  • Open the Timesheet.
  • Select Document with plus symbol icon in the Additional Time grid. A new blank line is added to the Timesheet's Additional Time grid.
  • Complete the following fields, if available:

    • Description - Describe the task or activity.

    • Task -Select a Task from using the drop-down box.

    • Time Code - Specify how this Task should be billed (e.g., Regular Time, Overtime, External Regular, etc...). Note: If the user doesn't make a selection, the system defaults to the first code in the drop-down list.

    • Project Number - Enter the associated Project Number or select from a list.

    • Account Number - Enter the associated Account Number or select from a list.

    • Date Fields - Enter the hours worked on the Task on each particular day. Note: An entered task cannot be saved if the user does not record work hours.

  • Continue to add Tasks and complete fields as desired.
  • Select Blue floppy disk save icon to save the changes made to the Additional Time grid. Saving changes forces the system to recalculate the Task totals, as well as the Daily Totals in the Summary grid.

  • Select red X cancel unsaved edits icon to cancel all unsaved edits.

    Note:  The system automatically cancels any unsaved changes when the user navigates away from the week currently displayed in the Timesheet form.

  • Open the Timesheet.
  • Make sure all time is filled out for the pay period.
  • Select Submit.

  • A message will appear stating the date the Timesheet was submitted.

    Note:  The Timesheet can be edited and re-submitted multiple times. Once a supervisor approves the Timesheet it can no longer be altered.

  • Open the Timesheet Overview.
  • Check the checkbox next to each record that you would like to Approve or Lock. Check the Select All checkbox at the top of the column to select all employee records in the current view.

    • If users must use the Submit Timesheet button to indicate that their Timesheet is complete, check the Is Submitted checkbox to determine whether an employees has submitted their Timesheet.

  • Supervisors: Select green check mark Approve Record icon. The record is marked as Approved.

  • Payroll Admins: Select padlock lock record icon. The record is marked as Approved and Locked.

    Note:  Once an employee's record for a pay period is approved or locked, the employee can no longer make any changes to the Timesheet. If the Work Option > Enable Timesheet Locking is enabled, the Work Order Resources related to the locked pay period will also be locked.

  • Select the Employee record(s) to view.
  • Select green window box with arrow to open in view icon. The system opens one or more Timesheet forms to display the employee's Timesheet records for this pay period.

For more information, refer to Timesheet Setup.