Timesheet Search

As an Administrator, you are able to search for timesheets in the system by accessing the Timesheet Search function.

To access the Timesheet Query screen:

Expand Utilities.
Click Timesheet Search.
Filter your search results with the following criteria to the right using the Filter Menu. If you do not wish to filter against certain criteria, leave it blank. You must make at least one selection.

Field	Description
Reporting Type	Filter results by Reporting Type
Employee	Retrieve only the timesheets of the selected employee
First Name	Filter results by First Name
Last Name	Filter results by Last Name
Date Range	Filter results by a specific timeframe
Date From	Filter results so only timesheets with ending dates after the selected date are retrieved
Date To	Filter results so only timesheets with ending dates before the selected date are retrieved
Last Modified Date From	Retrieve timesheet modified on or after the specified date
Last Modified Date To	Retrieve timesheet modified on or before the specified date
Employee Type	Filter results so only timesheets of employees of the selected employee type are retrieved
Status	Retrieve only timesheets with a particular status
Previous Status	Retrieve only timesheets with a particular previous status
Operating Unit	Filter results by Operating Unit
Department	Retrieve timesheets of employees in the selected operating unit/department combination
Function	Filter results by Function
Location	Retrieve timesheets of employees in the selected location
Validation Status	Filter results by validation status
Process Status	Retrieve only timesheets that have/have not been extracted
Certification	Filter results by certification status in case a report is submitted by a proxy
File Attachment	Filter based on if the timesheet included any attachments
My Group	Retrieve reports for your selected group, within your approval or proxy groups.
Posted To	Retrieve only timesheets extracted to the selected Accounting/Billing system
Post Date >=	Retrieve timesheets posted on or after the specified date
Post Date <=	Retrieve timesheets posted on or before the specified date
Not Posted To	Retrieve only timesheets not extracted to the selected Accounting/Billing system
Exception	Retrieve only timesheets in approval process without an approver or timesheets released without and approved. This filter requires a select in the Status filter to be "Released" and "In Approval Process"
Reporting Type Name	Retrieves only timesheets with selected reporting type
WBS Level1	Retrieves only timesheets with selected level 1
WBS Level2	Retrieves only timesheets with selected level 2
Approver	Retrieves only timesheets where the selected approver approved or approves for
Approval Queue Status	Retrieves timesheets with approvals in specific statuses, such as 'Ready,' 'Done,' or 'Not Ready,'
Batch No	Retrieve only timesheets from the selected batch
Future Time	Retrieve timesheets that only contain future timestamps
Time Attendance	Retrieves timesheets that entries in the Attendance Log
Employee Attribute	Allows search for employee timesheets by an attribute assigned to an employee through Additional Fields
Attribute Value	Allows search for employee timesheets with a specific attribute value

Click the Apply button.

From this window, you may print timesheets, delete timesheets, change the status, send an e-mail to the owner of the timesheet, route timesheets to another approver.

View/Print a Timesheet

You may view/print timesheets that you have access to in the database.

Select box next to the timesheet to be printed (you may only view/print one report at a time).
Click on the Report button to view the different reports.
Click on the report you want to generate.
A pop up will appear with the selected report.
You can choose to print or save the pdf.

Deleting a Timesheet

You may delete a timesheet in the database, as long as it has not been approved or posted. If a timesheet is deleted, it will be replaced with a new timesheet.

Select the timesheet(s) you wish to delete.
Click on the Action button.
Click on the Delete button.
Enter a Note on why this timesheet is being deleted.
Click Delete.

Sending E-Mails

You may e-mail the owner of a timesheet to make an inquiry about it.

Select the timesheet owned by the user you wish to e-mail
Click on Send Mail
Enter in a Note. This note will be included in the email that is being sent.
Click the Send button.

Validating Timesheets

Validating a timesheet allows you to view any errors or warnings attached to a timesheet.

Select the timesheet(s) to validate
Click on the Action button.
Click on the Validate button.
Click on the link in the Validation Status column to view any messages.

Change Status

You may change the status of a report that you have access to. This can be useful for force approving timesheets, changing the status from opened so an approver can access the timesheet or re-releasing a timesheet. Under certain circumstances, the application will prevent you from changing the status of a timesheet. These include timesheets with validation warnings/errors, incomplete timesheets, or timesheets that are currently being accessed.

Select the timesheet(s) you wish to change the status for
Click the Action button
Click on the Change Status button.
Select the new Status
Enter a Note
Click Save
Expense will generate an Action Result pop-up window which will inform the administrator whether the status change was performed and, if not, why not.

Routing Timesheets

Timesheets can be routed to another approver to be viewed and approved. Only timesheets that are Released, Rejected or approved may be routed.

Select the timesheet(s) to route.
Click Action
Click the Approval Routing button
- Manager Name: Select the name of the approver to route to
- Append Replace Flag: Select the approval rights
  - Append: Adds the new approvers to the existing list of approvers without replacing or removing any existing approvers
  - Replace: If selected, the entire approval structure will be replaced, and the approver being routed to will have the final approval
- Send e-mail: Choose whether or not to e-mail the new approver.
- Notes: Enter any notes regarding this approval routing
Click Apply

Refresh Approval Structure

Refresh Approval Structure is used when timesheet(s) are already in the approval process and a change is made to the approval structure, such as an approver was updated or an approver was removed, thus resulting a timesheet to be stuck in the approval limbo. First the approval structure needs to be updated, then the approval path will need to be refreshed for the corresponding timesheets. By refreshing the approval structure of timesheet(s) the approver(s) will be added/removed without resetting the current approval queue.

Example:

Approval structure: Released timesheets go to Manager A > then Manger B

Step 1: A user submits a timesheet and Manager A is now ready for approval

Step 2: Manager A approvers timesheet

Step 3: Manager B is ready for approval.

Step 4: Administration wants to add Manager C to the approval structure. To add Manage C without resetting the Manager A's approval the "Refresh Approval Structure" would be used.

Select the timesheet(s) that need a refresh of approval structure.
Select Action
Select Refresh Approval Structure

Summary Report

To view a summary report of all returned timesheets, click the options menu then select Print.

Generating Reports

To generate a viewable/printable version of the Timesheet Report:

Search for the expense report as detailed in the Timesheet Search above.
Select a timesheet
Click Report
Select the type of report to be generated:
- The Timesheet Report will include detailed information about the hours worked on the timesheet
- The Timesheet Adjustment Report will display any adjustments that have been made to the timesheet
- The Leave Balance Report will display a detailed summary of an employee's accrued leave balances and usage during this timesheet period
- The Time Attendance Report will display a summary of employee attendance and hours worked during the timesheet period
- The Audit Report will display the date/time for timesheet entry and who entered the time.
- The Audit Report of Deletion will display the date/time for timesheet deletion and who deleted the time
- The Audit Report of Rejection will display the date/time for the timesheet rejection and who rejected the timesheet
View or Print the Report