Timesheet (TIMEI)

Page Level Information

On the Timesheet, you can view the information about the employee, as well as the standard number of hours for the pay period as derived from the employee’s assignment on the timesheet header section. This includes information such as Employee Name, Appointment ID, Position Number, Split Position, Home Department, Home Unit, Union Local, Title, Sub-Title, and other relevant employee information. The Assignment From and Assignment To dates indicate the assignment change within the pay period. The Comments field allows the storage of comments for administrators to view when reviewing the Timesheet transaction.

Note: In the Action Menu, the Approve sub-menu is designed for manager use only and therefore will only be available for Human Resource Administrator and managers. This includes the menu options of Override, Remove Override, Bypass Approvals, Unapprove and Reject all. The Action menu options displays as applicable by roles are and can accesses via page level menu.

The following timesheet related functions are available in page level menu.

• Show Accounting Details - A popup window that displays the accounting details that are posted to the historic expense journal table for all timesheets that have been processed completely through the payroll cycle, including Payroll Accounting Management and Finalization.

Default accounting information can be accessed through the Show Accounting Details link. Lines are selectable by clicking on any open space or field in the line. The active line will be highlighted in a pale yellow.

• Work Schedule - Allows you to view the total scheduled hours for each day, including shift related start and end times that are configured for an employee’s schedule. Select the Work Schedule icon displayed above each date. One icon corresponds with each day of the pay period. When the icon is selected, a popup window is opened, displaying the detailed work schedule information for the day. The Display Daily Work Schedule pop-up has two sections, Schedule Information and Shift Information

• View Default Accounting - Presents a popup window that displays the default accounting values. If your default accounting consists of a Labor Distribution Profile (LDPR) code, then the value of the Labor Distribution Profile code and the split accounting is displayed.

• Show Average Time - Presents a pop-up window that displays the average time for number of hours worked for the selected event on the Timesheet.

• View Leave Balance - Presents a pop-up window that displays a snapshot view of current leave balances as of the current system date, as well as maximum balances, accrual rates, last accrual amount, and accrual frequencies.

• Save as My Template - If the Allow My Template check box on the Timesheet Setup (TIMES) page is selected, Save as My Template is available for selection. When selected, the timesheet’s Event and override information is saved as the user’s timesheet template. Every time this option is selected, it will override the user’s previous template.

• Weekly Totals - According to your site setup, if your payment frequency is biweekly, a Weekly Totals button is displayed on the timesheet. When the Weekly Totals button is selected, a popup window displays a summary of the timesheet hours by Event Type, for each week of the pay period. In addition, Week 1 and Week 2 columns are available on the Timesheet Details section to display the total hours entered for each event line for each week in the pay period.

• Print - Presents a pop-up window with a printer-friendly view of Timesheet. The transaction can then be printed to a local printer.

The Timesheet Entry tab, where normal timesheet information is entered, features color-coded weekends and holidays, configurable override capability, and the ability to record as many as four individual time-in/time-out events per day per event.

Note: Attachments, comments, leave approvals, and/or overtime approvals may be required for an event line on the Timesheet, depending on your site setup.

The following functions are available on the Timesheet Entry tab. Use the functions to perform the general activities on the timesheet.

• Grid Level Actions: The Timesheet Entry tab has the following grid-level actions.

• Maximum Balance is inferred from the Maximum Threshold field in the Daily Threshold Amounts/Dispositions section for each leave category for which the employee has a current balance (for example, for each leave category that is displayed on the Leave Balance pop-up). If multiple records exist, then the Maximum Balance field is displayed as Various.

• Accrual Rate displays the sum of all the Standard Accrual Rates from the Leave Policy Rate (LPRT) page for any Leave Events that have been designated for the employee's Leave Policy for Automated Accrual, giving the automated accrual rate for the Leave Category.

• The Last Accrual Amount field displays the Input Amount of the leave category from the Leave Detail table for the employee’s last generated Automated Leave Accrual (AACC) transaction.

• Easy Fill - If the same amount of time is regularly applied to a certain event, this link can be used to fill in all fields of the timesheet automatically. The Easy Fill action allows you to automatically load the Timesheet Details on their timesheet.  Information is retrieved from the employee’s work schedule, including Approved Leave Requests, Approved Overtime Requests, Default Pay Type codes, Accounting Override codes, Schedule Location codes and Hours.

If a work schedule change occurs after an employee has created their timesheet, a warning message is issued when the employee re-opens the Timesheet for editing. The user can then re-select the Easy Fill button to update the timesheet with the current information.

Note, this will overwrite the data on the Timesheet Entry section.

• Time In/Time Out View - Select the Time In/Time Out icon to enter your Time In/Time Out shift information.  Enter the time associated with the Event and select either AM or PM for standard time. Time entry cannot span multiple days. For instance, you can enter that you worked a shift from 8:00 p.m. on Monday to 4:00 a.m. on Tuesday as 8:00pm to 12:00am, then 12:00 am to 4:00am, and this time will be allocated as 8 hours of time entered across the two days (4 hours on each day). Your time in cases such as this should be entered as follows:

If a shift were to start at 8 p.m. on Mon., Aug. 2nd, the Time In punch should be entered as 8:00 p.m. in the Time In 1 field and 12:00 a.m. as Time Out 1 field. Another entry should be entered on Aug. 3rd as Time In 1 field of 12:00 a.m. and Time Out 1 field of 4 a.m.

You can enter four shifts for each day. The total number of hours worked for the day will be displayed below the shift entries.  If additional shift times (more than 4 per day) is needed for the same event code, then a separate timesheet line can be created which will allow you another 4 shifts to be entered.

Note: As per your site setup, if a last Time-Out entry is missing on the current day, and a Time-Out entry is available on the following day for the midnight shift, the system auto populates the missing last Time-Out entry on current day as 12:00 AM or 00:00 and the first Time-In entry on following day as 12:00 AM or 00:00 and populate the hours on to Event line on the Timesheet.

After you have finished entering  your Time In/Time Out shift information, select OK to close the Time In/Time Out window and return to the standard view of the timesheet.  The total number of hours entered for each day (including hours from all shifts for the day) will be displayed on the timesheet.

• Rounded Time In/Out - If your sites uses rounding rules, you can see the rounded time in/out by clicking on the Calculate Rounded Time button in the Time In/Out page, which will populated on the Timesheet event row.

• Copy From - This option allows you to select and copy the events from any previously submitted timesheet. The Copy From pop-up window displays the list of ten last Timesheets in a chronological order.  Once you select the timesheet and select the Populate Timesheet, button the Event field of the selected timesheet will be populated on the Time Entry grid.

• Quick Entry - You can enter timesheet information through Quick Entry option. This option allows you to enter amount of hours worked for a particular event during each day in a week. Recurrence Pattern allows you to select days of the week (Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday), that are recurring for Total Hours for all evens. By default, Monday through Friday will be preselected.

• Populate from My Template - If the Allow My Template check box on the Timesheet Setup (TIMES) page is selected, Populate from My Template is available for selection. This option allows you to populate your timesheet with the template information that was saved when using the Save as My Template link.

• Row Level Actions - You can perform the following row-level actions:

• Other Overrides - If your site configured to allow other overrides via Timesheet Setup configuration page, the Other Overrides scalar is displayed on each event line in a Timesheet once a line is expanded. Other Overrides has the below fields where assignment values can be overridden using any of these fields:

• Title - This field is used to override assignment title for the pay period.

• Sub-Title - This filed is used to override assignment sub-title for the pay period.

• Tax Location - This filed can be used when employee's work location has a specific tax requirement.

• Grade - Use this filed to override employee’s grade from assignment.

• Step - Use this filed to override employee’s step from assignment.

• Rate - Use this field to override employee’s pay at a timesheet level for the pay period.

• Position Number - This filed can be used to override employee’s assigned position for the pay period.

• Position Department - Position Department will be inferred when a position number is overridden. If no position number is entered then data in this field is not allowed.

• Position Unit- Position Unit will be inferred when a position number is overridden. If no position number is entered then data in this field is not allowed.

• Comments - Clicking on the Comments icon opens a pop-up window (text-area) and allows you to add, modify, delete or view a comment in the Timesheet transaction grid. Select the Ok button on this pop-up to save the comments and select the Cancel button to close the comment pop-up window without saving the comment. If there are no comment on a selected row, then the system displays the + icon on top of the Comments icon.

• Enter Time-In/Time-Out - Presents a dialog box that includes every day in the pay period, along with four slots each for time-in and time-out, and daily totals. The slots for in/out events have drop-down lists that allow the selection of half-hour increments with the mouse, or exact times (including an 'a' or 'p' to signify morning or afternoon in 12-hour format) can be typed directly into the field.

Recording of specific hours for time-in and time-out events is performed through a pop-up dialog that contains hourly listings. Each field allows information to be directly typed in the field, or to be chosen from a drop-down list, including AM/PM information. The Timesheet transaction summarizes and totals time information entered on the Time-In/Time-Out dialog. When the Populate Timesheet button is selected, the daily totals are updated on the Timesheet transaction.

• Average Time – Presents a pop-up window that displays the Total Eligible Hours, Number of Pay Periods, Average Time Reported, and Average Daily Reported Hours details. The Average Time is calculated for each Pay/Leave usage event.

• Total Eligible Hours – Eligible hours are the sum of all hours from previous timesheets for the event that have been included in the Average Time Reported calculation on the Timesheet Edit Types (TEDT) reference page.

• Number of Pay Periods - Number of pay periods is inferred from the TEDT reference page Number of Pay Periods field.

• Average Time Reported - Average Time Reported is calculated based on the Total Eligible Hours for the pay/leave event that is eligible for average time calculation divided by the Number of Pay Periods.

• Average Daily Reported Hours - Average Daily Reported Hours is calculated based on the Total Eligible Hours divided by the Number of Days for which time is entered on the timesheet for previously submitted timesheets.

• Number of Days –The system calculates the number of days for which time is entered on timesheet for pay/leave event for each pay period.

Note: The Average Time popup window displays N/A in all columns if the Pay/Leave Event is not setup on the TEDT reference page for Average Worked Hours. The employee or HR administrator must select an event on the Timesheet transaction line to view the average time worked hours.

• Add Record - Adds a new, blank timesheet detail line to the transaction.

• Delete Row - Deletes the selected row on the Timesheet Details page.

• Copy Row - Copies the selected row of the timesheet detail line.

• Paste Row - Inserts the copied row. The line contains the same details as of the line copied on the timesheet. This button does not create a row if no line has been copied.

• Freeze/Unfreeze - The Freeze icon would freeze a column. You would need to select a column you want to freeze and right click on that column and select the Freeze icon. Once the column is frozen, the Freeze icon will be deactivated and Unfreeze icon will be enabled. You can select Unfreeze icon to go back to the default state of the grid (without any columns frozen within the grid). This feature is available for all the tabs (Time Entry, Daily Activity, and Equipment Usage) within Timesheet.

Note: The numbering of timesheet lines is sequential, and re-numbered if lines are deleted. Therefore, if line 3 of 5 is deleted, lines 4 and 5 would then become lines 3 and 4, respectively.

The Daily Activity Report tab allows you to record and track information regarding your daily work activity. You may enter detailed information on multiple activities you have worked in a week/pay period, which helps you and managers to analyze and charge productive hours accurately in the timesheet. It also provides the ability to save and load the hours entered against the activity into the Timesheet Details tab of the Timesheet transaction.

When the Update Timesheet action is selected, the hours entered on the Daily Activity Report tab are summed up by the Events entered. A new line/row is then created on the Timesheet Entry tab for each Event entered with the summed hours from the Daily Activity Report tab.

Note: Neither the value of the Accounting Overrides or LDPR Codes field nor any entered accounting values are carried over to the Timesheet Entry tab from the Daily Activity Report tab when the Update Timesheet action is selected. If there is a line for the same event on both the Timesheet Entry tab and the Daily Activity Reporting tab, but each line has a different accounting option, the accounting for the line within the Timesheet Entry tab is not updated.

You can perform the following action on this tab:

• Save - Saves the data and allows you to continue working on the timesheet.

• Recall From Workflow - The Recall From Workflow button allows you to recall the Timesheet from the workflow. Once you recall, the Timesheet will be opened in a draft status so that you can enter details or make corrections to the original timesheet. The Recall from workflow is only allowed if the Timesheet is in pending status.

• Save & Close - Saves your changes, closes the Daily Activity Report tab, and returns you to the Timesheet widget. You can return to this timesheet at a later date to continue with your changes.

• Update Timesheet – The Update Timesheet action loads the daily work activity hours from the Daily Activity Report tab into the Timesheet Details section based on the Event entered. Once you select the Update Timesheet action, the hours entered on the Daily Activity Report tab are summed up by the entered Pay/Leave Event for each day. For each Event entered on the Daily Activity Report tab, the sum of the Event’s hours for the day are loaded as an Event line on the Timesheet Details tab.

The Other Activity tab allows you to enter expanded timesheet information, such as overrides and unit or dollar based events.

The Other Activity tab includes expanded information to the header tab as on the other tab of the transaction. The Accounting Overrides and Labor Distribution Profile override codes are available at the line level via override picklist to choose the override you wish. This is standard across all the tabs on the Timesheet.

The Accounting specifies the accounting source to be used for each event line. The following values can be selected:

• Accounting Override: When selected, an Override pick list field is displayed to allow the entry of an Accounting Override code (AORD). The View Override link provides full accounting details of the selected Accounting Override code.

• Default Accounting: This is the default selection. When there is no accounting value is provided, the default accounting will be used. There will be no additional entry fields when this selection has been made.

• LDPR Code: When selected, an LDPR Profile pick list field will be displayed to allow the entry of a Labor Distribution Profile (LDPR) code to be applied to the selection. If the Use LDPR Code option is selected, an LDPR code must be entered. The View override at the line level three dot menu will  provide full accounting details of the selected LDPR code.  

Please contact your Human Resource Administrator for further instructions on what to enter for this field.

The Equipment Usage tab allows you to enter Equipment Usage information by allowing the resources used to perform a task to be defined. This tab provides clarity of resource used to perform a task and allows the user to record the dates, times, hours or mileage that the equipment was used. This information is saved along with your timesheet details.

The accounting information defined on this tab determines where the equipment usage is charged.

Entering Equipment Usage InformationEntering Equipment Usage Information

This tab allows you to view the summary of the time entry details that you have added to the Time Entry tab. It displays the Hours summary that includes all the Events that you have entered. The tab also displays the following details under Timesheet Includes section:

Accounting Adjustment - The Accounting Adjustment check box is automatically populated if the Labor Cost Redistribution Request (LCRR) transaction is processed to modify an existing payroll expense journal record. This check box is selected on the latest version of the timesheet transaction that has been submitted to final and is non editable.

According to your site setup, if your payment frequency is biweekly, the weekly totals details are displayed on Summary page. This displays the timesheet hours by Event Type, for each week of the pay period. In addition, Week 1 and Week 2 columns are available on the Timesheet Details section to display the total hours entered for each event line for each week in the pay period.

• Timesheet Overrides - This field is denoted by either Yes/No, if there is Timesheet override, this field will be displayed with the value of Yes, and vice versa.

• Proxy Timesheet - This field is auto populated by the system, when a timesheet proxy or anyone other than you submit a timesheet on your behalf.

• Employee Certified - This field is populated only when a timesheet is certified by you from View Timesheet, when your timesheet was submitted by a proxy.

• Default Status - This field is auto populated by the system, when a timesheet is created by a default batch job.