Lock Down/Restrict access to a Time Period

This process allows administrators to lock down/hide timesheet period so it is inaccessible by users during payroll processing.  This process hides a specified timesheet from User’s and/or approver’s view. To lock down/hide a timesheet period:

1. Expand Time by clicking on the plus sign.
2. Click on Timesheet Period Lock
3. Click on Add
4. In the New Timesheet Period Lock window select the parameters:
   1. Reporting Period*: Select a specific reporting period type if locking down only timesheets in a specific period type.
   2. Operating Unit*: Select a specific region if locking down timesheets for a specific region.
   3. Home Location*: Select a specific home location if locking down timesheets for a specific home location.
   4. Period Starts*: Select a period start date of a timesheet period that needs to be locked down.
   5. Period Ends*: Select a period end date of a timesheet period that needs to be locked down.
   6. Start Date*: Select a timesheet lock down duration start date and time.
   7. End Date*: Select a timesheet lock down duration end date and time (the timesheet lock down will be removed after this time).
   8. Lock Access For*: Indicate if the timesheet period needs to be locked down, for Approvers only, Users only or for both.
   9. Notes: Optional notes can be added
5. Click Save

* Indicates a required field

Timesheet lock down will end on the date and time specified in the “End Date” field, or can be removed by simply deleting the entry from the Timesheet Period Lock list.

Additional entries can be added to lock down additional periods based on different criteria.

The following step must be completed for the Open timesheets after the lock down/hide process above is completed.

1. Expand Utilities by clicking on the plus sign.
2. Click on Timesheet Search
3. In the Advance Search menu on the right of the screen select Start and End dates of the period(s) locked.
4. In the Status field select “Open”
5. Click Apply to retrieve timesheets in the “Open” status

5. Select all timesheets retrieved through this search

6. Click Change Status select “Un-Open Opened Timesheet” from the drop down list of options.

7. When prompted provide a “Note” to explain why the timesheet status is being changed and click on Apply.

8. Wait until the “Action Result” confirmation that the process was successfully completed for all of the selected timesheets.

This process will end the active timesheet session and will revert the selected timesheets to the previous status. Users will not be able to re-access the timesheet until administrators unlock the period.