Introduction

The Time Sheets module in SCView offers a comprehensive solution to the challenges associated with traditional paper-based time reporting systems. This article provides a detailed guide on how to submit a Time Sheet for approval. If you need additional context for a step, please see the informational article Time Sheets: Add/Edit Time Sheet Form Overview.


A. Problem Statement

Submitting paper time sheets can be cumbersome for employees and payroll staff. Data has to be entered multiple times, and papers need to be passed off physically to reach the next person in line for approval and submission. This is also wasteful with printing documents.


B. Solution

To address these challenges, the system offers streamlined processes integrated into the Time Sheets module. This solution includes functionalities for adding, editing, and submitting time sheets to USPS. Additionally, the module supports audit history and the ability to view all completed time sheets. By leveraging these tools, employees can significantly improve efficiency and accuracy in payroll.


Submitting Time Sheets for Approval

Step 1: Navigate to Time Sheets

Navigate to Tools > Time Sheets.


Video: Navigating to Time Sheets



Step 2: Call the Add/Edit Time Sheet Popup

Click Add Sheet.

Step 3: Set Payroll Period

When the user clicks the Add Sheet button, the payroll period that initially displays is the one that contains today's date. If this is not the desired pay period, select the Payroll Period dropdown located near the top of the Add/Edit Time Sheet form and select the pay period desired.


Video: Setting the Payroll Period



Step 4: Input Time

Enter time for each date worked. For details on each column, see Step 3 of article Time Sheets: Add/Edit Time Sheet Form Overview


Time In, Time Out, Category, and Notes are required fields for each filled-out line of a time sheet.


Video: Submitting a One-Line Time Sheet


Step 5: Submit or Save Form

If ready to submit the time sheet to administration, click the Submit button. To save the form for future edits, click the Save Draft button.


Submit: This should only be used if we have completed the entire time sheet. This will be sent for approval when clicked, and edits will be locked during approval.


Save Draft: This should be used if you have not yet completed your time sheet for the current payroll period. You cannot Save Draft unless you have at least one "Time In" on your time sheet. This allows you to continue to enter time and make updates until you are ready to submit for approval.


Image: Submit and Save Draft Buttons



3rd Shift Lines: If a line has a Time Out that is before the Time In, it is considered a 3rd Shift line. The cells will both be given a red border at this point, but that is okay. You will receive a popup when submitting, prompting if this was intended. Clicking Yes will then cause a Confirm Submission popup to appear, which will submit the time sheet as it is currently filled. 


Image: Third Shift



C. Best Practices

  • Complete Before Submitting: Always fill out your time sheet in its entirety before clicking Submit. Incomplete submissions may be returned by supervisors, causing payroll delays. Use the Save Draft feature if you need to continue working on entries later.
  • Enter Time Regularly: Don't wait until the last day of the payroll period to enter all your hours. Regular entry reduces errors, ensures you remember important details, and allows time to resolve any system issues before deadlines.
  • Verify Accuracy Before Submission: Double-check all entries, particularly Time In/Time Out, Position selection, Department assignment, and account codes. Review the calculated Hours column to ensure it matches your expectations.


D. Troubleshooting

  • Missing a Position: Try clicking the Refresh Positions button. If the Position we are expecting to see is still not there, you will need to contact your payroll staff to ensure it is set up correctly in USPS.
  • Missing a Department: You may need to contact your supervisor to help update your selections that should be available for submitting Time Sheets for approval.
  • Unsure of the Current Approval Status: We can look at the Status column under Tools > Time Sheets, or we can right-click and choose Document History to see every step taken so far.

  • This Document History feature provides an audit trail that ensures complete transparency and accountability, allowing users and administrators to track the entire lifecycle of a time sheet from creation through final payroll processing. Every modification, approval step, and system interaction is logged with detailed information about what changed and who made the change.

  • Time Sheet Submitted Incorrectly: If we have already submitted the time sheet for approval, you can right-click and choose Recall. That will take it out of the approval process and allow you to edit the time sheet. You will not be able to make edits to your time sheet if it is in the workflow for approval, or if it has already been processed by your payroll staff.
  • "Editing is Disabled. Record was sent to Payroll." - Error: Appears when submitted and then approved through workflow, so this will display once it reaches the Completed queue.
  • Users can now only be assigned to one group that has a unique Payroll Period set if the user does not have their own Payroll Period defined. 
    • If this issue is encountered, this error message will show and prevent the user from editing the sheet: "A user must not have more than one Payroll Period set through multiple groups. Either set the user to a payroll period individually, or have them tied to only one group with payroll periods set"
    • Alternatively, if this error is displayed: "Pay Periods are no longer defined for your SCView database. Please contact your Payroll Administrator about configuring a valid Custom Pay Period." That means your user does not have a Payroll Period set. Reach out to your local admin to resolve this.


Time Sheets: Time Sheet Manager

Time Sheets: Add/Edit Time Sheet Form Overview

Time Sheets: Break Time Entry Types

Conclusion

The Time Sheet module simplifies the process of submitting time sheets for approval within an organization. By following the given steps and adhering to best practices, employees can ensure smooth and efficient time sheet submissions. Should challenges arise, the troubleshooting tips provided can help address common issues effectively, ensuring continuous operational success.