Timesheet detail and final approval

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Topic Last Modified: 2016-11-14

Timesheet Managers go to the Timesheet Approval page to see a list of Timesheets that are pending approval, to Set Next Approver, and to view previously approved requests. Users click Timesheet Name to display the Timesheet Details page.

Timesheet Managers can perform the following actions on the Timesheet Approval page:

  • Review detailed labor entries

  • Give final approval to Timesheet requests

  • Adjust or reconcile labor hours (optional)

The Timesheet Details page displays the same menu options, Timesheet header information, and detailed assignment data that are available to users when they create and track their Timesheets.

View and Settings

The Review Timesheet Details page utilizes the same My Timesheet view that users see on their Timesheet page. Users can use Manage Views to modify the My Timesheet view and add available assignment custom fields.

Users can click the Settings drop-down menu to select Timesheet Header Data and display the following Timesheet properties: Title, Period, Status, Owner, Creator, and Year to Date Total for Vacation and Sick Time.

Timesheet Details features

The following features are available from the New, Actions, and Go To menus:

  • New menu

    • Add Lines. New line items can be added when a Timesheet is reviewed and reconciled. This enables the Timesheet Manager to capture new and existing line items that the team member may have overlooked when the hours were reported.

  • Actions menu

    • Show/Hide Overtime Work. The Timesheet Manager can show or not show Overtime Work in the Timesheet Field.

    • Show/Hide Non-Billable Work. The Timesheet Manager can show or not show Non-Billable Work in the Timesheet Field.

    • Approve. The Timesheet Manager can set the Status of the Timesheet to Approved or Acceptable.

    • Reject. The Timesheet Manager can set the Status of Rejected on the Timesheet. The team member can make changes to the Timesheet and re-submit the Timesheet for review.

    • Recall. The Timesheet Manager can change the Status from Approved to Submitted and perform actions to correct or reject the Timesheet. Recall is only blocked if customers use the Project Server Interface (PSI) to set the Processed field to true. This block is designed to indicate when a timesheet has been transferred to a third-party system. Customers may also use this field to block the timesheet from being recalled.

  • Go To menu

    • Timesheet Approval Summary. Users can click this link to return to the Timesheet Approvals page.

Optional: Adjust Timesheet

Timesheet Managers can adjust or reconcile Timesheet entries in the Timesheet Details page. This is dependent on the Timesheet criteria that are set by an organization and on granting the global permission Adjust Timesheet to the Timesheet Manager’s user properties.

The ability to Adjust Timesheets should be discussed in the initial planning process. The core discussion is whether the labor hours are tracked by users or the Timesheet Manager. The answer depends on the organization’s needs. Otherwise, the timesheet should only be adjusted by an authorized project accounting individual.

If the Timesheet Manager has permission to Adjust Timesheets and the option in Tasks Settings and Display for Time entry by Timesheet only. Users will sync to update tasks is enabled, changes that the Timesheet Manager makes to the Timesheet during the approval process may cause Progress in the Tasks Center to be out of synchronization with data in the Timesheet for the same task assignments. If this scenario occurs, the team member can choose Import Timesheet to update the My Tasks page with the new task assignment data.

Timesheet Functions

The Timesheets life cycle encompasses the following stages and actions by users and Timesheet Managers:

  • Approve Admin Time. If the Timesheet includes Administrative Time that requires approval, that time is approved first.

  • Submit Timesheet. The team member submits their Timesheet for review.

  • Submit Timesheet. After Admin Time is accepted by the Timesheet Manager, the Team Member submits the Timesheet for approval.

  • Reject. The Timesheet Manager can reject the Timesheet.

  • Delete Line Items. The Timesheet Manager can remove line items that do not need to be reported.

  • Adjust or Reconcile. The Timesheet Manager can view the Timesheet Details to determine where the user's time is applied.

  • Recalling. A Timesheet can be recalled if it is approved or rejected in error. Corrections can be made and the Timesheet can be re-submitted.

  • Re-Submitting. The Timesheet Manager can re-submit a Timesheet after it is recalled.

  • Set Next Approver. The Timesheet Manager can select or change the next approver.

  • Approve. The Timesheet Manager can accept the data as correct and complete.

The Timesheet Manager clicks Approve on the Timesheet Details page to approve the Timesheet. The labor that is tracked for the submitted period is accepted as valid and correct. The user views a status of Approved on their Timesheet List.

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