Timesheet Approvals page features
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Topic Last Modified: 2016-11-14
Users can access Timesheet approval through the Home page link or by clicking Timesheets under the Approvals heading after permissions are granted and Timesheets are submitted. Timesheet Managers see a list of submitted requests on the Timesheets page with Resource name, Timesheet name, Period, Status, Previous Approver, Transaction Comment, Total, Actual Total, Overtime Total, Non-Billable Total, and Non-Billable Overtime Total.
Timesheet Managers use this page to see a list of Timesheets that are pending the level of approval and to Set the Next Approver, if applicable. If a user clicks Approve on this page, the Timesheet may not be approved if a multi-level approval process is established and the user does not have the resource category permission of Approve Timesheets for the timesheet owner. In this scenario, the Timesheet is marked Acceptable and then sent to the next approver.
Review and Adjustment Settings
The Timesheet Approvals page may be temporarily inundated with requests from resources and can be difficult to manage during the life cycle of projects and submission deadlines. Or the user may be designated as a Timesheet Adjuster who can be presented with hundreds or thousands of timesheets. Timesheet Managers can click the Settings drop-down menu to provide Filter options to assist in locating and organizing Timesheets to approve or adjust.
The Filters are composed of the following options:
Pending My Approval. List of Timesheets with a Status of Submitted that are pending review.
Approved By Me. List of Timesheets that are reviewed. The Timesheets receive a status of Approved or Acceptable. An Acceptable status displays when multiple approvers are reviewing the Timesheet. When the Timesheet reaches a final approver, the status field changes to Approved.
This filter option also enables a Timesheet Manager to Recall a Timesheet that was approved. Recalling a Timesheet enables the Timesheet Manager and the user to correct discrepancies that arise after the Timesheet is approved.
Available Timesheets to Adjust. List of Timesheets that the Timesheet Manager can modify. If a Timesheet is approved but the values that were approved were incorrect, a Timesheet Manager can click the Timesheet Name to access the approved Timesheet and make changes. Timesheets from a Closed time period can also be modified.
My Resources Unsubmitted Timesheets. List of Timesheets that have not been submitted to the Timesheet Manager. The list includes Timesheets that have a Timesheet List Status of Not Yet Created, In Progress, or Submitted.
Date Filters
Date Filters are comprised of a Fiscal Period or a Custom Date Range. Users apply a Date Filter by enabling the Date and the selection criteria for Fiscal Period or Custom Date Range.
Fiscal Periods
Users can create Financial Periods for Task Management and Time Management in Project Web Access (PWA) Administration. Fiscal Periods represent accounting practice time periods that are used to group and report financial data for these pre-defined time periods.
Users can use Financial Periods to filter Timesheets for review. Users select the Fiscal Period and then apply the Time Period. A list of Timesheets for the Fiscal Period displays for review.
Custom Date Range
Timesheet Managers can specify a date range to filter Timesheets to review in the applied time frame.
Resource Filter
Resource filters pertain to filtering Timesheets based on the Cost Center or the Resource Name. The Cost Center number is initially applied to resources through user properties in the Resource Center, Enterprise Resource Pool, or Manage Users. The same Cost Center is applied as a filter option. A list of users who belong to the Cost Center is displayed. Users select the second resource filter from a Resource Name drop-down list.
Timesheet Name
The Timesheet Name field contains a live link to the Timesheet details, where Timesheet Managers are able to:
Review the details of the labor that was submitted.
Adjust or reconcile the hours that were submitted, if the Timesheet Manager has the permissions for Adjust Timesheets.
Perform a final approval of the Timesheet.
The Timesheet Details page shows additional information about the Timesheet. Users click the Timesheet Name to access this page.
Approve and Reject
After the Timesheet Manager reviews the details and reconciles the hours that are submitted on the Timesheet Approvals page, the Timesheet Manager can:
Approve the Timesheet. The Timesheet Status is set to Approved or Acceptable.
Reject the Timesheet. The Timesheet returns to the team member to make corrections. The Status is set to In Progress.
If the Timesheet does not conform with established corporate standards or is missing information, the Timesheet Manager can make corrections before the Timesheet is approved. The Timesheet returns to the team member if the Timesheet Manager clicks Reject on either page.
Action Menu
The following features are available from the Action menu:
Print Grid
Export Grid to Excel
Unverified Line Items
Unverified line items are not task assignments or administrative time. Unverified line items are unplanned items that the team member must report to show total utilization for the Time Period. Unverified line items are approved when the Timesheet is submitted and in the same way as Task Updates or Administrative Time. The data from unverified timesheet lines can be found in the reporting database along with all other timesheet lines.
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