Weekly timesheet submission

Require employees to submit their weekly timesheets

Overview

This optional function is available for agencies to require employees to submit their timesheets on a weekly basis. This is independent of the automated time posting workflow.

Submitting a timesheet is an indication that the employee is “done” with their timesheet for the week. At the time of submission, the system validates the minimum Daily Timesheet Hours for the employee. The system locks the entire week so changes cannot be made by the employee or proxy unless an authorized user cancels the submitted timesheet.

Set-up

Enable timesheet submission for the agency

Navigate to Set Up Files > Set Up Options.
Expand Timesheet Options, then check the Weekly My Time submit required option.
Click Save.
Timesheets for all employees within the agency database will now have the Submit button.

Override timesheet submission option at the employee level

In addition to requiring employees to submit their weekly timesheets, a minimum Weekly Timesheet Hours can be defined for each employee.
To exclude an employee from the timesheet submission process, launch the specific Employee form and uncheck the Weekly My Time Submit Required option.

Update setting for multiple employees

Use the Employee Import Template to update this option for multiple employees. Go to Master Files> Employees and click Excel on the top right of the Search Employees page. Select Export to download the list of employees based on the filters you specified. Make the necessary changes, then use the Update option from the Excel link to import your changes.

Workflow

When the employee completes their timesheet for the week, they can click the Submit button.
If the employee's record has a minimum Weekly Timesheet Hours, the system will validate that the total number of hours for the entire week meets that minimum. Otherwise, it will look at the Daily Timesheet Hours to validate that the total number of hours for each day meets the daily minimum. If the validation fails, the user will be prevented from submitting their timesheet for the week.
Submitted timesheets are locked for editing.
An authorized user can access submitted and un-submitted timesheets within the Time Approval page by clicking on the Timesheets Submitted link. For details on this page, click here.
A submitted timesheet can be canceled by selecting and deleting it. This resets the submitted status of the timesheet and does not delete the hours entered by the employee. For details, on how to unlock a timesheet for editing, follow the steps here.

To enable manager approval for submitted timesheets, see Weekly Timesheet Approval.