Context

This page shows the detailed breakdown of a timesheet. The heading will show the person and time period the time sheet relates to, as well as the status.

Accessing this page

1. To access this page, select 'Time Sheets' from the 'Time' section of the pull-down menu to open the Timesheets Dashboard 

2. Click on the '+' icon to create a new timesheet or click on an existing timesheet.

Action buttons

Save. Click on this button to save changes to the time sheet without submitting.

Submit. Click on this button to save and submit the time sheet for approval. In order for the time sheet to be successfully submitted it must adhere to the rules defined by the time sheet policy. These can be viewed from the action pull-down.

Approve (available to person approving time sheet). Click on this button to approve the time sheet.

Freeze (available to person freezing time sheet). Click on this button to freeze the time sheet.

Reject (available to person approving time sheet). Click on this button to reject the time sheet and send it back for editing.

Reopen (available on a submitted but not frozen time sheet). Select this to reopen the time sheet so that changes can be made.

Action pull-down menu

View Policy. Select this to view the policy associated with the time sheet and the rules.

Copy Time Sheet (available once time sheet is initially saved). Select this to copy the entire time sheet to a new one with a different time period.

Notes and history (available once time sheet is initially saved). Select this to view or add notes to the time sheet and to view the history of changes to the time sheet.

Adding rows

1. Click on the ‘+’ sign to add a row to the time sheet. A list of time categories will be displayed from which to choose the line item. The categories and line items will vary depending on how the organisation chooses to classify time reporting.

2. Once the row is added to the time sheet, enter the hours for each of the time periods. Leave blank or enter zero if no time was spent on that activity for a given period.

Activities

When adding a line item to the timesheet there may be a pencil icon present (next to the star and dustbin/trash can icon). The presence of this indicates that further detail is required for the line item. Click on the icon to specify the activity being performed. The list of these will vary depending on organisational business rules. Contact your Administrator if unsure which one to select.

Deleting rows

1. Click on the dustbin/trash can icon to delete a time sheet row.

2. If the row was on a previously saved time sheet this can be undone by refreshing the page.

Pinning rows

Click on the star icon to pin the time sheet activity. This will automatically add the activity to future time sheets saving the user from having to select it each time.

FAQ

Q: I can’t find the activity I have spent time on in any of the categories.

A: Ask your Administrator for guidance. It is possible that the person(s) managing the activity need to allocate you to the activity so that you can report time against it.

Q: I am unable to submit the timesheet even though the rules have been met.

A: As well as making sure the time sheet is compliant with minimum and maximum hours, for each day and as a total, check to ensure that activities are specified where they are required. Lines with a missing activity will have a red pencil next to them following the submission failure message.