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Employee Timesheets

Overview

Your online weekly timesheet is available through employee self-service.

If your manager asks you to use the online timesheet to log time worked or spent on projects and/or to request reimbursement for business expenses, here's what you need to know.

 Weekly Timesheet

The Timesheet and Expense Sheet

Open the weekly time sheet from the menu.

Weekly Timesheet Preferences

The Timesheet Preferences may display when you access the weekly timesheet. If not, to open the Timesheet Preferences, click on the Preferences button on the Weekly Timesheet. Complete the preferences as needed. To continue to the timesheet, Save.

Weekly Timesheet Preferences

• Hours Code.  To be able to apply a default hours code for time worked, select the standard Hours Code in the Hours Code field. Typically, the default Hours Code is a code for Regular hours.
• Default Time.  For a standard number of daily hours, type the number of hours into the Hours field. The Minutes field can be used with the Hours field to enter the complete standard daily time worked.

When a specific Time Sheet Policy applies, that policy's default time per day and hours code overrides any defaults entered on the preferences.

• Expense Code.  To define the default expense code selection for rows in the "Miscellaneous and Expenses" section, select an Expense Code.
• Show Previous Week or Show Current Week?  Select the option to display the current week or previous week.

• Time rows to display.  Set the number of rows to display for time. Enter a whole number from 3 to 10.
• Expense rows to display.  Enter a number for the number of rows to display for expenses. Enter a whole number from 0 to 5.

• Save.  To apply the preferences and return to the Weekly Timesheet, click on the Save button.

Entering Time and Expenses by Week

Time Off that you request through Time Off displays on the weekly timesheet. These time off entries are routed for approval and cannot be altered on the weekly timesheet.

1. Week Ending.  Choose the Week Ending date. On the weekly timesheet, 15 weeks are available: the 9 previous weeks, the current week, and 4 future weeks.

Hours

2. To enter time, select the hours, and type the hours and minutes per day.

To fill a row of time with the defaults, click on the default button then change the entries as needed.  

For instance, seven-and a-half hours is 7 in Hrs and 30 in Min.  

When you work more than one labor distribution or shift, record separate rows for time per labor distribution and shift.

Choose the distribution and shift (if any). Leave the shiftblank unless recording a particular shift.

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.

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.

Submission of Time and Expenses

4. Employee Finalized?  To mark a day as logged, select Employee Finalized. A checkmark for the date and a blue color show items that are marked as employee-finalized by you or a manager.

If you need to adjust the entries for a day that isn't also marked as manager approved, clear the employee finalized checkbox (click on it) and save.

5. Save.  To save the timesheet, click on Save. Saving keeps the changes and updates the regular hours total and overtime hours based on settings in your records.

Manager Approved?  When time and expenses for a date are approved, the "Manager Approved" checkbox has a checkmark and items for that date display in green text.

When you hover your cursor over the approval checkboxes, the following displays: numeric day of the week, payroll calendar code, and pay period.

Note: If changes are needed for a date that is manager-approved, ask your manager to make the change.  

Your manager can adjust the entries on your timesheet before approving your time and expenses, and Payroll can further adjust time and reimbursements as needed.

Locked Days

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