Approving and Rejecting Timesheets

After a user completes and submits a timesheet, the timesheet enters the approval process. Timesheets waiting for approval are listed by user name, with the timesheet from the most recent time period displaying first, and the total number of hours spent on visible projects listed per timesheet.

• Project Managers have access to Timesheet Approval, which shows the timesheet entries that users have made for only the projects that they own. Users may have more time entered on their timesheet; however, a Project Manager's visibility and approval authority is restricted to only the projects to which they are assigned as the Project Manager. Project Managers review the time entered and approve timesheets for their projects, as necessary.

Multiple Project Managers can have approval actions on a single user's timesheet. However, only one approver needs to approve the timesheet in order it for to be completed.

• Timesheet Approvers are assigned to a resource pool, and approve all timesheets for users within that pool. Typically, a Timesheet Approver approves a timesheet after each Project Manager has approved the time for their projects. However, a Timesheet Approver can approve a timesheet prior to a Project Manager's approval. When a Timesheet Approver approves a timesheet, they also approve time for projects that do not have an assigned Project Manager, such as projects used to track time for training or other general meetings. Timesheet Approvers can also be Project Managers. In this case, they only have to approve time for a project once.

Timesheet Approvers can see all time entered for all projects on timesheets for users within their resource pools, regardless of project access. If the Timesheet Approver does not have access to a project, the project code displays instead of the project name by default.

To review and approve timesheets:

1. From the Workspace menu, select Team Management > Timesheet Approval.

This menu option is available only to Project Managers and only when the Time Tracking feature is enabled.

2. Do one of the following:

• To approve one or more timesheets - Select the check box next to the timesheets you want to approve and click Approve. To select all timesheets listed, select the check box at the top left.
• To view timesheet details before approving - Click the user's name in a timesheet row to view the timesheet details. Click Approve to approve the timesheet directly from the detail page.

The portion of each selected timesheet for your projects is approved. The timesheet may have additional hours for other Project Managers to approve; however, it no longer displays in your approvals list.

To review and reject timesheets:

Important! If a Project Manager or Timesheet Approver rejects a timesheet when others have approved it, the entire timesheet must go through the approval process after the timesheet is resubmitted.

1. From the Workspace menu, select Team Management > Timesheet Approval.

This menu option is available only to Project Managers and only when the Time Tracking feature is enabled.

2. Click the user's name in a timesheet row to view the timesheet details.
3. Click Reject.
4. (Optional) In the comment box, enter the reason, up to 128 characters long, that you are rejecting the timesheet, and click Reject.

The comments you enter here display to the timesheet user when they access to the timesheet for corrections. Include enough information so users understand why their timesheet was rejected.

Notes:    If there are changes to Project Manager assignments or resource pool Timesheet Approvers after a user submits their timesheet, the Project Managers and Timesheet Approvers at the time of the timesheet submission are still required to approve the user's time. These changes are reflected in new timesheets submitted after the changes are made. If daily maximum values or day restrictions are set with the Time Tracking Max Daily Units system parameter or the Time Tracking Restricted Day system parameter, timesheets submitted before the parameters were set may not respect the new parameter settings. You may reject or approve these timesheets. Timesheets submitted after the parameters are set respect the parameter settings. The Allow Restricted Names to be Visible parameter determines whether project names are visible to users who do not have access to a project. An administrator must set the parameter to 1 for the project names to display for Timesheet Approvers regardless of security. If Resource Planning is enabled, a read only Resource Pool field displays when users submit time and is available to view when approving or rejecting timesheets. This field captures the resource pool the user was a part of when they submitted time, is available to view in reports, and helps with future planning. If a user has already submitted time, or if their time has already been approved, the resource pool name that was captured will not change if it is deleted, renamed, or if the user is assigned to a different resource pool. If the timesheet is rejected, the resource pool name will update accordingly. If there are multiple projects, the resource pool will be the same for all projects. If the user is not assigned to a resource pool, the field will be blank. Time Tracking is an optional Accolade component that you may not have access to. To implement this solution, contact Sopheon Customer Support.