Introduction

The Time Sheet manager makes it easy for a user to review their time sheet history. It can be accessed by going to Tools > Time Sheets.


A. Problem Statement

The Time Sheet manager is a versatile tool where users can effortlessly create, edit, and remove time sheets, among many other functionalities. Regular users can view their entire history of time sheets, while administrators and those granted special access have the capability to view both their own and others' time sheets as well. This article will provide insight into some of these features.


B. Solution


Filters

  • The filters at the top of the page provide a way to easily sort through the time sheets listed.


The filters begin with a time filter. This is based on the current date of access. The second filter is a user filter. This is available only with unrestricted Search access to the time sheet document type. It will show results for only the user selected in the box, or all users if the (all) option is chosen. Items I Affected will remove the current list of items and replace it with items that the user who is currently logged in has affected. This will show any time sheet items that have been approved, rejected, returned, or touched via workflow.


Export

  • Allows the currently displayed items within the grid to be exported to an Excel sheet for further review.


Time Sheet Submission Service


Because time sheets are also integrated with the Time Clock widget on the Dashboard and can be locked from editing, users can also be prevented from submitting. If the district has decided to use time sheets in this way, they can be submitted in one of two ways:

  1. The first is manually by clicking the Submit Time Sheets button. This is only available to admins.

- Clicking the Submit Time Sheets button will create a popup of all time sheets from the previous pay period that have yet to be submitted. Review the time sheets in the list before clicking Confirm. Once clicked, a time sheet submission task will begin.

This feature will only pull the unsubmitted time sheets from the last pay period. No other pay periods before that nor the current pay period will be submitted using this button.
  1. The other is that the system will automatically submit them a set number of days after the end of the pay period, set on a per-district basis within Admin > Site Settings.
Lock USPS is a legacy feature for USPS Classic, and does not need to be used for Redesign.


Creating/Modifying 


To create a new time sheet, simply click the Add Sheet button. This will open the Time Sheet form. 


To learn more about how to use the Time Sheet form, click here.


To learn more about the time clock widget, click here.


Your ability to edit a time sheet will depend on your rights and the status of the time sheet: 

  • If you do not have Edit rights for Time Sheets, you will only be able to edit the time sheet while the status is Draft or Not in Workflow. If you need to edit a time sheet once it has entered workflow, you will need to contact the approver and have them return it for editing.
  • If you have rights to edit and it is in your workflow queue, you can edit the time sheet.
  • If you have rights to edit but it is not in your workflow queue, you will not be able to edit.
  • If you are an admin and have edit rights, you can edit the time sheet anywhere.
  • If a time sheet has been submitted to USPS, you will not be able to edit regardless of rights.


Your ability to delete a time sheet will also depend on your rights and the status of the time sheet:

  • If you do not have Delete rights for Time Sheets, you will only be able to delete the leave while the status is Draft. 
  • If you have rights to delete, clicking Delete will automatically recall the time sheet out of Workflow (if it was in a queue), then delete it.
  • If the time sheet has been submitted to USPS, it cannot be deleted.


You can also choose to copy a time sheet to a new time period. Right-clicking a sheet will open a context menu with the Copy option. When copying, a pop-up will appear and ask to which pay period you'd like to copy the sheet. After choosing, the selected period will open up in the Time Sheet form. 


Recalling a Time Sheet


In the event you need to change a time sheet, you have the ability to recall it. If you need to modify the department on a submitted time sheet, it must be recalled. Returning will not allow the department to be edited.

  1. Right click the Time Sheet you wish to recall.
  2. Select Recall.


Right-Click Options

  • Copy - Copies the selected time sheet. Will be prompted to choose pay period.
  • Delete - Deletes the selected time sheet.
  • Recall - Removes the selected time sheet from workflow. This is usually necessary before you are able to edit your time sheet after submission.
  • Edit - Opens the selected time sheet for edits. May require a Recall first if it's "locked in workflow".
  • Print - Opens a new tab with the selected time sheet image. Can print or download from that screen.
  • Document History - View the auditing logs of the selected time sheet.
  • Fresh Copy:
    • Current Hours - Syncs selected time sheet with USPS.
    • Recalculate Hours - Syncs the pay rate with USPS.


C. Best Practices

Be sure to utilize filters when searching for something specific to best fit your needs.


D. Troubleshooting

  • If you cannot see a specific time sheet you are looking for, try clicking Clear Filter. You may have had previously set a filter that restricted your results.


E. Related Articles

Time Sheets - Submitting Time Sheets for Approval

How do I use the Time Clock Widget?


Conclusion

The Time Sheet Manager has many useful features and information all in one place.