This article explains how Administrators can use the Timesheet Review report to approve and manage user timesheets.
- Navigation:
- Reports
- People, Time, & Payroll
- Timesheet Review
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Filters
Before you begin your approvals, you will want to filter what information appears within the report. This includes:
- Date Range (i.e., what timesheets you are approving for a given timeframe)
- User Type (i.e., employees/subs)
- User Status (i.e., active/inactive)
- Assignment Type
- Filter By (i.e., timesheet status)
- Sort By (i.e., timesheet order)
| Filter By Options | |
|---|---|
| Outstanding Timesheets | Show only the timesheets that are not completely approved on all levels. |
| Rejected Timesheets | Show only the timesheets in rejected status. |
| Payroll Flagged for Review | Indicates there is at least one wage code in a person’s payroll that is “flagged for payroll” on the “Leave and Wage Codes” options. |
| Net Difference | Show only users whose timesheets have a net difference. |
| Needs My Approval | Show only users whose timesheets are in the "Submitted" status. |
| Incomplete Time - All | Show only users who have timesheets with either missing clock events, short time, or both. |
|
Incomplete Time - Only Missing Events |
Show only users who have timesheets with missing clock events. |
|
Incomplete Time - Only Short Time |
Show only users who have timesheets that are short of expected hours. |
| Modified Payroll | Show only users whose payroll records are modified. |
For more advanced filtering, click the Advanced Options link. Here, you can search by:
- Location
- Job Type
- User Groups
Once you are finished, click the Run Report button to run the report.
Timesheet Review Report Details
The report will display for the selected date range and will include data such as the "Total Scheduled," "Total Working Time and Paid Leave," and "Net Difference" for the employees for that week.
| Details | |
|---|---|
| Attention |
|
| Total Scheduled | This is the number of hours based on the recurring schedule. For the date range you have chosen, this is what the person would have worked if all days were typical days (no absences or closed days). |
| Total Paid | This is the total time that the user will be paid for. |
| Total Time | This is the total time for the date range you have selected. Worked hours, as well as paid absence durations, count toward this time. Admin time is also calculated into this total. |
| Net Difference | The difference between scheduled and total paid time. If the total time is less than scheduled, it shows up as negative. |
| Status | The status of the timesheet will be shown by an icon if you have multiple levels of approval. |
Select the status link to review the details for a specific user. The pop-up will show:
- Last update made to that timesheet record
- Whether it was submitted automatically by the system or if the user submitted it
- Comments
- Time and date stamp for the last update
- Access to the "Status Log" where you can view the full status log for that timesheet record
To expand a row on the timesheet, click the expand/collapse icon. The system will give you each day’s timesheet summary data for that person.
To see the actual timesheet or the payroll review, click the corresponding icon next to the user’s name.
- Timesheet icon has the clock.
- Payroll review icon has the dollar sign.
Timesheet Approval
To take any action on timesheets, select the Approve, Reject, or Reset Timesheets button at the top of the page.
A pop-up window will open.
- Click the "Action" dropdown.
- Choose whether to approve, reject, or reset the timesheet.
- Click Submit once you are finished.
Some selections such as timesheet rejections may require that you leave a reason for the action via the comment box. You should only reject a timesheet if that employee has the permission to edit their own timesheet and make a correction.