What are approver best practices to correct crew timesheets?

Question

What are approver best practices to correct crew timesheets?

Answer

Background

Crew timesheet approvers might need to correct crew timesheet entries to complete their approvals. This can include correcting job, phase code or other data. Pacific Timesheet maintains, at the time entry level, the original user who creates and submits the time entry. These details can be viewed using Time Entry Details Reports. The system also displays a submitted by checkmark for the last user to submit the crew timesheet.  

For example, when a crew timekeeper (e.g., foreman) creates and submits crew timesheet time entries, the system will display  

  

...as he is the submitter of the crew timesheet. At the details level, every time entry on the crew timesheet will also by coded as submitted by this user.

When an approver (e.g., superintendent) needs to unsubmit, edit and re-submit a crew timesheet, the system will display

   

... as he is now the submitter of the crew timesheet. 

A few questions come up:

1. What options are there for an approver to make corrections on a crew timesheet?
2. What are the trade-offs for those options?

Rejecting, not editing crew timesheets: best practice to preserve workflow audit trail

The Pacific Timesheet Approval Kiosk allows approvers to reject crew timesheets and compel crew timekeepers to make corrections. A rejection sends automatically sends an email notice to timekeepers with instructions on how to make corrections.

Here are the steps: 

1. Navigate to the Crew Timesheet tab.
2. Select crew.
3. Navigate to the Crew Approval Kiosk: click on Tools [the downward arrow on the far right].
4. Click on Crew Approval Kiosk.
5. The Kiosk will open in a new browser tab.
6. From this step, you can continue to use the Crew Approval Kiosk tab to review and reject other crew timesheets you have permission to view and approve.
7. Review the entire crew timesheet.
8. If it needs correction, scroll to the bottom of the page.
9. Click on the Reject checkbox.
10. A dialog will open that says "Reason for rejecting the entries for this day:"
11. Enter correction instructions for the timekeeper.
12. Click OK.
13. The system will automatically unsubmit the crew timesheet and send an email notice to the timekeeper with your correction instructions.
14. The timekeeper will make the corrections and re-submit the crew timesheet.
15. You can use the Crew Approval Kiosk again to view the crew timesheet with the correction, and do a final approval of the crew timesheet.