To enter time, access your timesheets by clicking on the Timesheets link at the top of the screen. Click the period ending date of the timesheet you wish to add time. You can also open your current timesheet directly by accessing the Timesheet Sub-menu and selecting "My Current Timesheet."
If the timesheet is new and auto-populate has been enabled, the timesheet will auto-populate lines selected in the template file. Otherwise, the new timesheet will be blank.
If you are accessing a timesheet you worked on previously, it will open with the data since you last saved the timesheet.
The fields available for entry and/or modification are dependent on both what has been set up by Administrators as well as choices made in user Preferences. The Fields may include:
Field |
Description |
|---|---|
Time Code |
May be used to designate a line as Billable, Non-billable, Sick Day, Personal Day, Vacation, etc. |
Work Breakdown Structure (WBS) |
Allows users to charge to a project structure that is up to 4 levels |
Organization Breakdown Structure (OBS) |
Allows users to charge to an organization outside of their home org. |
Time Entry Field |
Fields where the users enter actual time worked. |
To add time, select the entry field that corresponds to the line and date you want to add time.
- Activate the line by double-clicking on it.
- Select the field by clicking on it directly or using the Tab button to tab over to it.
- Key in the appropriate time worked.
- Time must be entered in the increments established by Administration. Please check with your Admin team if you are unclear on which increments to use. Use decimals to allocate fractions of an hour
Entry |
Description |
|---|---|
.1 |
1/10 of an hour |
.25 |
1/4 of an hour |
.5 |
1/2 of an hour |
1 |
1 hour |
2.75 |
1 3/4 of an hour |
*Note: Depending on the configuration, you may not be allowed to enter time for future days, past days or make changes to approved or committed lines. You may also be required to add a correction note when editing lines. The admin can also set a maximum number of hours that cannot be exceeded.
Exiting the Timesheet
While working on a Timesheet, you cannot access other sections of the applicationDATABASICS Expense User Guide. To properly exit a timesheet, choose one of the following options.
- Exit Without Saving: Exits the timesheet and does not save any changes made during that session.
- Save As Draft & Exit: Saves the timesheet and allows you to return to continue from the same point.
- Submit Timesheet: Begins the submission process to release the timesheet to approvers.
*Note: Closing the browser window prior to selecting one of these 3 options will result in the timesheet being stuck in the "Open" status. The system will behave as if you are still accessing the timesheet and will prevent any other users from accessing it.