Add Timesheet

Access this page using Manager>Approve Timesheets, then clicking on the Add button.

Use this page to enter expense information, apply leave time, add employee timesheets for wages if you are a manager and have Manager timesheet permissions in the HR Management module.

Note: If you do not see the Manager>Approve Timesheets option, you do not have Manager permissions specified for your employee ID in the HR Management module. For more information about specifying Manager timesheet permissions, see Understanding Permissions.

To enter information for an employee, complete the following steps:

1. Select the name of the employee for which you want to add a timesheet from the drop-down list and enter the appropriate information.
• To enter an expense amount for the employee, select the Expenses check box and enter the expense amount in the Amount field.
• To apply leave time for the employee, select a Leave Code from the drop-down list and enter the number of hours to apply.
• To add an employee's timesheet, be sure to neither select the Expenses check box nor enter a Leave Code.
2. Click the Add button.

Fields 

Employee: Select the employee for whom you want to add a timesheet from the drop-down box.

Expenses: Select this check box to enable the Expense Code and Amounts fields so that expenses can be entered.

Work Date: Select the date the work is associated with from the drop-down box.

Advance Date on Add: Select this check box if you are entering time for multiple days and you want the date displayed in the Work Date field to automatically advanced to the next day after you add time for the current day. For example, if you want to add time for 2/6/2010 and 2/7/2010, select this check box. After you enter your time for 2/6/2010 and click the Add button, your 2/6/2010 time entry will be saved, and a new time entry page will load with the Work Date field automatically populated with the 2/7/2010 date.

Cost Center: Select which cost center the time is associated with from the drop-down list. The cost centers displayed in the drop-down list are the cost centers specified for the employee ID in the HR Management module.

Expense Code: Select the expense code from the drop-down list. The expense codes displayed in the drop-down list are earning codes set up in the Payroll module, then assigned to the employee ID in the HR Management module. This field is only available when the Expenses check box is selected.

Wage Code: Select the wage code the time is associated with from the drop-down list. The wage codes displayed in the drop-down list are earning codes set up in the Payroll module, then assigned to the employee ID in the HR Management module. This field is not available when the Expenses check box is selected.

Leave Code: Select the leave code from the drop-down list. The leave code displayed in the drop-down list are leave codes set up in the Payroll module, then used to create a leave plan and assigned to the employee ID in the HR Management module.

Note: The Leave Code should be set up in Payroll module and does not need to be added to the employee’s default timesheet.

Leave Hours: Enter the number of hours for leave, if a leave code is selected.

Lunch Taken: Select this check box if entering timesheets for one of your employees and the employee took a lunch.

Hours: Enter the number of hours worked.

Amount: Enter the Expense amount. This field is only available when the Expenses check box is selected.

On FMLA: Select this check box if the employee is on FMLA leave. This field is only available when a Leave Code was selected. This creates a leave entry of zero (0) wage hours, leave hours are whatever is entered, and a Leave Code of FMLA.

Description: Enter a description for the work associated with the time.

Batch Total: The system displays the total number of hours entered for the session. Use this field to track and verify the number of hours you enter for a session. For example, assume that you work 40 hours a week and you enter your weekly work hours every Friday in one session. In this scenario, you enter eight hours for Monday and click the Add button. The number displayed in the Batch Total field is eight. You then enter eight hours for Tuesday, and click the Add button. The number displayed in the Batch Total field is 16. You continue adding time for each day of the week through Friday. When you are finished, you use the number displayed in the Batch Total field to confirm that you correctly entered 40 hours for the week in your session.

Buttons 

Add: Click this button to save the time entry.

Tip: After you add the timesheet as manager, it is automatically approved. For more information about adding timesheets and approving timesheets, see Adding Employee Timesheets and Approving Employee Timesheets and Expenses.