How do I use my timesheet?
At the simplest level, My Timesheet is where you enter hours and other information into your timesheet. When you log in, by default you will be taken to your timesheet for the current time period.
Navigating Time Periods
Tap/click the Time Period and a calendar widget will popup. You can go to other months/years using the back or forward buttons and tapping the date you want. The system will take you to that date and time period. Use the back and forward buttons beside the Time Period to move back and forward through time periods. Time periods are set by your application administrator, and usually correspond to payroll or other company time periods.
Your timesheet has a status, which can be Open, Submitted, Approved or Rejected. The Open status means you can edit your timesheet. When your timesheet is complete, click the Submit button. Submitted timesheets cannot be edited.
Submitted timesheets are reviewed and approved by supervisors and/or project manager. If approvers approve your timesheet, the status will change from "Submitted" to "Approved." If you tap on the Approved a tooltip will show the time/date stamps of the timesheet approvals.
Approvers can reject your timesheet and provide your comments on how to correct your timesheet's problems. A rejection reverts the timesheet back to its Open status, allowing you to correct any problems. If approvers reject individual time entries, these will be highlighted in red. If the entire timesheet is rejected, every entry will be highlighted in red. Correct the entries in question and re-submit the timesheet for final approval.
Your timesheet has four views: Day View, Week View, Summary View or Printable View. These are to the right of the submit button. You can switch between views at any time, and changing your view will auto-save any unsaved changes on your timesheet.
- The Day View shows you entries for the current day. You can navigate to other days within the time period by tapping on the day/date button. This is the primary view for timesheet's with start and finish times.
- The Week View allows you to view and enter time on a weekly basis. This view is best for project-oriented timesheets where you might use the same work items for the week.
- The Summary View is a read-only view that lists all entries and their details for the entire time period in a vertical list.
- The Printable View will generate a PDF version of the Summary View, which is suitable for printing and signing by your manager.
Other Timesheet Commands
There is a popup menu of additional Timesheet commands in the upper-right corner of the timesheet. These commands include:
Copy Previous Timesheet will copy the rows and hours entered on the previous timesheet. This command will only be available if the current timesheet has not been submitted and has no hours, to avoid inadvertently overwriting your timesheet.
Copy Previous Rows will copy the rows (but not the hours) from the previous timesheet. This command will only be available if the current timesheet has not been submitted and has no hours, to avoid inadvertently overwriting your timesheet.
Copy Previous Day will copy the time entries for the previous day to the current day. This command will only be available when in the Day View and if the current timesheet has not been submitted and the day has no hours. If you choose this command for a Monday it will move back to Friday to look for previous time entries if none are found on the weekend.
Delete Timesheet will delete the current timesheet. This command is only available if the current timesheet has not been submitted.
These three options cannot be undone.
Timesheet Entry Types
There are three types of time entries you can add to your timesheet: Work, Leave and Amounts. The terminology for types might have be customized for your system.
- Work time entries are added by clicking the Add Work button. Work time entries generally require entering a Project, Task or other description of the work done.
- Leave time entries are added by clicking the Add Leave button. Leave time entries generally require you select the type of leave, for example Vacation.
- Amount entries are added by tapping Add Leave & Exceptions or Add Amount. Amount entries require you to select an Amount Pay Code such as Per Diem, On Call or Call Out.
Using a desktop/laptop browser, you can delete one or more rows at a time by checking the desired rows on your timesheet and then tapping the Delete Row button. In the mobile application, you can delete an entry by tapping the Delete button at the bottom of the entry details page.
If you are entering start times then rows will be ordered from earliest to latest. If you are not entering start times then you can order the rows as you like by checking the desired rows clicking the Move Up or Move Down buttons.
Choosing Work Items
Your timesheet may be configured so you can choose Work Items (e.g. Project, Task), or additional properties for each entry. These will appear as fields where you can select from lists or enter values. The fields you can select will depend on how your application administrator has set up the work breakdown structure (WBS) for your organization. Choosing a Work Item will take you to a Work Item dialog, which allows you to search for and choose a work item. You can scroll through a list or as you start typing into the search box the system will return a filtered list of items to select.
You can refine your query using the '*' character. For instance, to return all tasks starting with the letter 't' enter the query 't*'. To find all tasks ending with the letter 't' enter '*t'. Searching for '*t*' is the same as just searching for 't' - it will return any task with the letter 't' in it.
Choosing Leave Items
Leave might have been entered onto your timesheet when your previously approved and scheduled leave request was approved by your approvers. To add unscheduled leave, click the Add Leave button to create a leave row and select the leave type from the pick list on the entry row.
Choosing Amount Items
Select the Add Amount button to create a amount row and select the amount type from the pick list on the entry row.
Entry Notes and Details
When your cursor is in the entry cell, you will notice there is an entry notes field, and other entry details fields enabled for the entry. For the Week View, these notes and entry details will be in the lower left of the page in an Entry Details section. For the Day View, entry notes and details will be an expanded box to the right of the row.
Enter a Timesheet Note by clicking on the pencil icon at the bottom of the timesheet. This allows you to enter notes about the entire timesheet or time period. Use this to inform your manager or approver about anything special regarding your timesheet. The maximum size of this note is 2000 characters.