View Timesheets and Expenses
| Access this page using Action>View Timesheet. |
Use this page to view active time and expense entries. The time and expense entries displayed in the system have not yet been processed by the HR Management module. Once processed in the HR Management module, the time and expense entries are no longer available for display in the View Timesheets and Expenses page.
To view time and expense entries, you must have Allow View Entries timesheet permissions specified for your employee ID in the HR Management module. To edit time and expense entries displayed on the View Timesheets and Expenses page, you must have Allow Edit Entries timesheet permissions specified for your employee ID in the HR Management module. For more information, see Understanding Permissions.
You can expand rows with a plus sign icon in front of them to display more information about the time entry. For example, if you entered your time using a Hourly Time Entry page or a Punch Clock Time Entry page, you can see additional information about the time you clocked in for the day, left for lunch, returned from lunch, and clocked out for the day by clicking on the plus sign icon (+) in front of the time entry. For more information about Hourly Time Entry pages or Punch Clock Time Entry pages, see Hourly Time Entry, Punch Clock Time Entry, Entering Time Into Hourly Time Entry, and Entering Time Into Punch Clock Time Entry.
Depending on the EWS System Settings, you might need to click the Submit button to make your timesheets available to your manager or supervisor for approval. See Submitting Timesheets for more information.
Procedures
Fields
Work Date: The system displays the date for the time or expense entry.
Cost Center: The system displays the cost center you specified for the time or expense entry.
Earnings Code: The system displays the earnings code you specified for the time or expense entry.
Leave Code: The system displays the leave code you specified for the time entry if the time entry is a leave entry. For more information about leave entries, see Leave Entry and Entering Leave.
Hours: The system displays the number of work hours you specified for the time entry.
Rate: The system displays the rate. This field displays a value of .00 for expense entries.
Leave Hours: The system displays the number of leave hours you specified for the time entry if the time entry is a leave entry. For more information about leave entries, see Leave Entry and Entering Leave.
Expense: The system displays a selected check box to indicate that this is an Expense.
Units: The system displays the amount of miles specified for the expense if the expense is a mileage expense.
Amount: The system displays the amount of the expense if the entry is an expense entry.
Lunch Taken: Specifies whether or not you marked the lunch check box on your time entry page. You can edit this field for both approved and unapproved time entries. Select this check box as appropriate if you are required to report on whether you went to lunch. For example, some grants require this information for reporting purposes.
Approved: Specifies whether or not your manager approved your time or expense entry.
Description: The system displays the description you entered for the time or expense. You can edit this field for both approved and unapproved time and expense entries by double-clicking in the field and then typing in a new description for the item.
Approved By: The system displays the name of the manager who approved the time or expense entry if the time or expense entry has been approved. EWS displays approved time and expense entries highlighted in green.
Time In: The system displays the time you clocked in for the day if you used a Hourly Time Entry page or Punch Clock Time Entry page to enter your time.
Break 1 Out: The system displays the time you left for your first break if you used a Punch Clock Time Entry page to enter your time.
Break 1 In: The system displays the time you returned from your first break if you used a Punch Clock Time Entry page to enter your time.
Lunch Out: The system displays the time you went to lunch if you used a Hourly Time Entry page or Punch Clock Time Entry page to enter your time.
Lunch In: The system displays the time your returned from lunch if you used a Hourly Time Entry page or Punch Clock Time Entry page to enter your time.
Break 2 Out: The system displays the time you left for your second break if you used a Punch Clock Time Entry page to enter your time.
Break 2 In: The system displays the time you returned from your second break if you used a Punch Clock Time Entry page to enter your time.
Time Out: The system displays the time you clocked out for the day if you used a Hourly Time Entry Form or Punch Clock Time Entry Form to enter your time.
Buttons
Edit: Click Edit to make changes to your existing entries. Only the Cost Center, Description and Lunch fields are editable. See the tips below for more information.
Cancel: Click Cancel to cancel any changes you made in the form since you last saved your entries.
Delete: Select a row and click Delete to delete the entry. If you want to change your time for an entry, you must first delete it and then reenter the correct time using the appropriate timesheet.
Save: Click the Save button to save any changes you made to a time or expense entry.
Submit: Click Submit to send selected timesheets to your manager or approver for approval. This button is available if EWS is configured to require employees to submit timesheets before they can be approved.
- If a time or expense entry row displays highlighted in green, a manager has approved the timesheet or expense. For more information about approving time and expenses, see Approving Employee Timesheets and Expenses.
- If you want to delete a time or expense entry, select the time or expense row by clicking the row number. EWS will highlight the selected row. When the row you want to delete displays highlighted, press the Delete button on your computer keyboard. You can delete only time or expense entries that have not been approved by a manager. You also should not delete a time entry created using a Punch Clock Time Entry page. The Punch Clock Time Entry page uses an automated punch clock to enter time, and if you delete a punch clock time entry, you cannot reenter your time. If you enter time in a Punch Clock Time Entry page incorrectly, ask a manager to edit the time entry. For more information about Punch Clock Time Entry pages, see Punch Clock Time Entry and Entering Time Into Punch Clock Time Entry. For more information about deleting time or expense entries, see Deleting Timesheets and Expenses.
- If you want to edit any field in a time or expense entry other than the Cost Center, Description, or Lunch field, first delete the time or expense entry, then reenter the your time or expense using the appropriate time entry page or the Expense Entry page. For more information, see Deleting Timesheets and Expenses. You can edit the Description field and Lunch field for both approved and unapproved time and expense entries using the View Timesheet page.
- If you want to edit the Cost Center, Description field or the Lunch field, you can edit both of these fields using the View Timesheets and Expenses page. To edit the fields, select the row you want to change, click Edit and enter the new Description or change the Lunch setting.