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 |
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