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Manage Weekly Timesheets

Online timesheets with expense reporting are available through online self-service portals. Review, record, edit, and approve time for direct staff according to your organization's policies.

Let employees know if they should use the online timesheet to log time spent on projects and/or to request reimbursement for business expenses.

Your organization can define complex policies that approve employee-finalized weeks through transaction approvals and can let managers and others approve time directly on the weekly timesheet. Finalizing or approving time outside of employee self-service doesn't create a transaction for approval.  

Step-By-Step: The Weekly Timesheet and Expense Sheet

Open the weekly timesheet from the menu. The Timesheet Preferences may display when you access the weekly timesheet. Complete these as needed. To continue to the timesheet, Save.

On the weekly timesheet, a time span of 15 weeks is available: the 9 previous weeks, the current week, and 4 future weeks.

1. Employee and Week Ending. Choose the employee from the upper navigation bar, and choose the week by the Week Ending date.

Each day of the week displays in a column with the month and date.

2. Record a row for each project or assignment. Choose the distribution and shift, if any. Click on the default button to fill a row with the preferences and the employee's default labor assignment. Change these entries as needed.  

Per row, choose the code for the hours, and type in the work hours and minutes in excess of the hours worked. For instance, seven-and a-half hours is 7 in Hrs and 30 in Min.

If projects are tracked, choose the project. Otherwise, leave the default selections. To see the entire code and description for a particular selection in a labor field, hover your cursor over the selection to see the entire code and description.

Leave the shiftblank unless recording a particular shift.

Expenses and Miscellaneous

3. Expenses. For an expense reimbursement request or miscellaneous deduction, choose the type for the row, and enter the amount in dollars and cents without the dollar sign.  

For instance, enter 5.00 for $5.00. Select the Expense to show a miscellaneous payment such as a request for an expense reimbursement or a one-time change to a deduction, such as a charitable donation.

Payroll Submission of Time and Expenses

4. Employee Finalized?  To mark a day as logged, select Employee Finalized. A checkmark for employee finalized shows a day that has been marked as complete by the employee or manager.  

A checkmark in a date's "Employee Finalized" checkbox indicates that a date is employee-finalized, and the finalized items are shown in blue text.

To adjust the entries for a date that isn't also manager-approved, clear the "Employee Finalized" checkbox (click on it) and save.

5. Manager Approved?  Depending on how your organization's timesheet policies are defined, time may be approved by selecting the Manager Approved checkbox for each day. To approve the entire week, select all of the "Manager Approved" checkboxes on the timesheet.

Selecting a "Manager Approved" checkbox and saving automatically selects the "Employee Finalized" checkbox for the same date.

A checkmark in a date's "Manager Approved" checkbox indicates that a date is manager-approved, and the approved items are shown in green text. A status of manager-approved freezes timesheet entry for that date on the employee's timesheet.  

To adjust, see the following section: "Making Changes to Finalized or Approved Time."

6. Save.  To save the timesheet, click on Save. Saving keeps the changes.

Note: The Payroll manager can adjust the entries before paying time and expenses.

Locked Days

Weekly timesheets lock based on payroll status and business logic. Please refer to Employee Timesheet Messages.