Costpoint Online Help

Manage/Approve Timesheets

If you are a supervisor, use the Manage/Approve Timesheets screen to manage employee timesheets, or, if you have proxy rights to create or sign timesheets on behalf of others, you can do so from this screen.

Location

To display the Manage/Approve Timesheets screen, complete the following steps:

  1. Click Time & Expense > Time > Timesheets > Manage/Approve Timesheets .

Contents

Filter By

Field Description
Filter By Use the options in this drop-down list to select parameters for displaying timesheets in the Timesheets table on this screen. Choose from the following options:
  • Approval Tasks - Select this option to display only those timesheets awaiting approval.
  • Status - Select this option to display timesheets that meet the criteria you specified in the Status section (for example, Open, Signed, Approved, and others).

Criteria

When you open Manage/Approve Timesheets, the application by default displays all timesheets for the current year, and all groups for which you as supervisor are responsible, and all timesheets with a status of Signed (but not yet Approved). To narrow the list of employees down to certain groups, use the Select Employee Groups subtask.

Enter parameters in the Criteria fields to narrow the list of timesheets for display. After you have specified parameters such as pay period schedules, years, and/or employee names, click . The totals for the timesheets meeting your specifications display in the Counts section.

Field Description
Schedule Use this field to specify the pay period frequency (for example, Weekly or Semi-Monthly) for the timesheets you want to view. You can query for additional available pay periods to narrow the display results.
Year Enter, or use Query to look up, the year in which the relevant pay period occurred.
Period Enter, or use Query to look up, the relevant pay period. After you enter the month in numeric form (for example, 9 for September), an autocomplete drop-down list displays a range of pay periods for that month from which you can select the desired pay period.
Function This field displays your functional role. If you have more than one functional role, you can use Query to look them up.
Group If All is selected, timesheets for all groups in your organization display. If you choose Selected, use the Select Employee Groups subtask to select the group.
Timesheet Class This field enables you to display results according to timesheet class. The field provides two options:
  • All: Leave this default value selected to include all timesheet classes in the results.

  • Selected: Select this option to filter the report according to one or more specific timesheet classes.

Filter

From the drop-down list for this field, select the filter option that will determine the type of value you will enter into the Filter Value field. The Filter drop-down includes the following options:

  • Last Name: Choose this option to filter by the last name of the employee.

  • ID: Choose this option to filter by the employee ID.

  • Signature Last Name: Choose this option to filter by the last name of the timesheet signer.

  • Signature ID: Choose this option to filter by the ID of the timesheet signer.

  • Approver Last Name: Choose this option to filter by the last name of the timesheet approver.

  • Approver ID: Choose this option to filter by the ID of the timesheet approver.

Filter Value Enter a value that accords with the filter option you selected in the Filter field. For example, if you have selected Last Name as the filter type, enter the employee's last name in the Filter Value field.

Status

Field Description
Timesheet Status Options The default status is Signed, which limits the display to signed timesheets awaiting approval. You can also select from Open, Approved, Rejected, and Processed.
Note: You cannot approve or reject a timesheet that has an Open, Missing, or Rejected status.

Counts

Field Description
Timesheet Status Totals After you specify your parameters and click , the updated totals for each timesheet status category display here.

Buttons

  • Approve -- Click to approve timesheets. You can approve timesheets either individually or in batches.

    To approve a single timesheet, select the check box for that timesheet row and click . The next record in the queue displays, and the number of available Signed timesheets is reduced by one.

    To approve a batch of timesheets, either select the check box at the top of the check box column at left, or select them individually by using CTRL+ CLICK. Click . Batch-selected timesheets are still validated individually. If error or warning messages display for individual selected timesheets, click OK to dismiss the messages. You can then click again to approve the remainder of the selected timesheets.

    Note: Depending on how your System Administrator has configured your Functional Role, you may not have the ability to approve multiple timesheets at the same time.
  • Reject-- Click to reject a timesheet. When you reject a timesheet, you must enter a rejection explanation. The rejection explanation field displays automatically, outlined in red.

    To reject a batch of timesheets, either select the check box at the top of the check box column at left, or select them individually by using CTRL+ CLICK. Click . Batch-selected timesheets are still validated individually. If error or warning messages display for individual selected timesheets, click OK to dismiss the messages. You can then click again to reject the remainder of the selected timesheets.

    Note: Depending on how your System Administrator has configured your Functional Role, you may not have the ability to reject multiple timesheets at the same time.
  • Sign -- To sign the timesheet on behalf of the employee, click Sign.
  • Correct - If you want to correct entries on an employee timesheet, click this button in input your changes.
    Note: Depending on the timesheet's current status, one or more of these buttons may be disabled.

Select Employee Groups Subtask

This subtask table displays the employee groups. If you chose Selected from the Groups drop-down list, use this table to select the groups you want to include.

Field Description
Select A check mark indicates a row is selected and will be included when generating report results. Click the check box to select or clear a row.
Group This field displays the group category. If you do not see the group you want, use Query to search for it.

Missing Timesheets Subtask

Use this subtask to display a list of currently missing timesheets. You can use Query to filter your search for specific records. In the table, select the left check box for each timesheet you want to create and click Create Timesheets.

In the Counts section, the tally of Open timesheets will increase by the number of timesheets you have created, while the Missing timesheets will decrease by the same amount.

In the Timesheet Lines table, you can assign the employee's charge lines and sign the timesheet on the employee's behalf.

The timesheet then appears in your Signed queue awaiting approval, and the tally of Open timesheets decreases by one.

Note: The Missing Timesheets subtask link displays only if the subtask currently contains missing timesheet records.
Field Description
Employee This column displays the employee name.
Employee ID This column displays the employee ID code.
Period Ending This column displays the ending date for the pay period on display.
Schedule This column displays the pay period frequency for the employee, for example: Weekly or Semi-Monthly.
Create Timesheets Click this button to create timesheets for the employees and pay periods you have selected. The new timesheets will have a status of Open. The counts for Missing will decrease and the counts for Open will increase by the number of timesheets you create.
Note: If you create a timesheet for a new hire, or a terminated employee, and all or part of the hours fall outside the employee's hire date or termination date, you will receive a system message warning that you should verify the hours entered.

Timesheet

Except for the Approve and Reject buttons, the Timesheet and Timesheet Lines sections are identical to those on an individual employee timesheet.

For more information on fields or subtasks, see the online Help for the Manage Timesheets screen.

Timesheet Lines

This table displays the charge codes and hours charged for specific projects.

For more information on filling out timesheets, see the online Help for the Manage Timesheets screen.