Employee Process: Entering, Adjusting & Viewing Timesheets
Accessing the Timesheet Module
Employee logs into web portal using user name and password provided.
Timesheets are accessed from My Info > Time & Attendance > Enter Time.
The timesheet entry screen is divided into two sections:
View Timesheet Entries
Enter Time
Viewing Timesheets
The upper ‘View Timesheet Entries’ section is for viewing previously entered timesheets. Click the calendar icon then select any date within the week you wish to view, then Click Go.
Adjustments cannot be made while in the Timesheet Entry Viewer screen. Clicking the printer icon will print the current timesheet displayed. Click the Return button to return to the Payroll Selections screen.
Entering Timesheets
The lower ‘Enter Time’ section on the timesheet entry screen is used to enter timesheets and make changes.
Date: Click the calendar icon next to the Choose Date field and select any date within the week you wish to enter.
Payroll: Select the appropriate payroll from the drop down list. This list will contain the Pay IDs of all the payrolls the selected employee is active on.
Location / Auth Location / Position: Once the payroll is chosen, the location, authorization location (if applicable), and position will automatically load from the employee’s current assignment as entered in atrieveHR. Verify this information is correct and click Enter Time.
Depending on configuration, the user may be prompted whether they would like default values from last week’s timesheet to be loaded. Clicking OK, will load those previous values. Clicking cancel will not load the previous week’s values.
Enter the appropriate hours for the week. Total hours entered are displayed in the top right hand corner.
Comments can be attached to entries by clicking the pencil and notepad icon beside each field. Comments can be viewed by both supervisors and employees.
Click ‘Submit” to send the timesheet to the supervisor for approval.
Depending on configuration, if an absence had been logged by the employee in the absence system, they will be asked to confirm that the absence had been entered on the timesheet. This is a warning only.
Amending Timesheets
Employee selects a past week to enter timesheets. If the week is still open, changes can be made to existing entries and resubmitted. Timesheets will not be duplicated.
If the week is closed, the user will receive a prompt indicating that the date selected is for a week that is already closed, and that they either can or cannot make changes, depending on configuration.
The amended entries are flagged in the database as amended entries.