The New Timesheet Tab is utilised to define the settings required for a Job Order where online timesheets are generated. Within the New Timesheet Tab, 3 Steps are followed: Step 1: Initiator; Step 2: Approval Levels; Step 3: Escalation.
Step 1: Initiator
In this step, select who will be the timesheet initiator and the approval, rejection and reminder notifications required. The initiator can be the Payee (Candidate) to whom the timesheet belongs, an internal user who enters and submits timesheets on behalf of the Payee or a Client Contact that enters and submits timesheets on behalf of the Payee.
Initiator Settings
Bulk Timesheets - this checkbox is selected where the timesheet initiator will also be the timesheet approver, therefore there will be no separate approval state or stages within the timesheet workflow.
Use Schedule for Timesheet - this checkbox is selected where new timesheets are to be pre-populated as per the pattern and the Attendance Codes in the Job Schedule.
Choose Initiator Group:
A drop down list of the groups available to initiate the timesheet is displayed, including Payee (the Candidate), Client (where a Client Contact associated with the Job will be the initiator), Agency (where an internal user will be the initiator).
Where 'Client' is selected as the initiator group, a second selection item displays for 'Choose Initiator'. You will need to select whether the 'Site Contact', 'Order by Contact', Report To Contact' or a specific 'Client Contact' will be the Client Initiator. If 'Client Contact' is applied from this list, another selection item is displayed for you to select which Client Contact will be the initiator.
Where 'Agency' is selected as the initiator group, a second selection item displays 'Choose Initiator'. You will need to select whether the 'Filled by User' (person who filled the Job), 'Job Creator' (person who created the Job), 'Job Owner', 'Client Owner' or an 'Agency User' will be the Agency Initiator. Where 'Agency User' is selected from this list, a selection item displays 'Staff ID", for you to enter in the User ID / User Number of the internal user that will be the timesheet initiator.
Instant Notifications
Choose Rejection - A drop down list of rejection notifications is displayed for you to select which notification is to be dispatched to the timesheet initiator where a timesheet has been rejected.
Choose Approved - A drop down list of approval notifications is displayed for you to select which notification is to be dispatched to the timesheet initiator where a timesheet has been approved.
Schedule Notifications
Choose Reminder - A drop down list of reminder notifications is displayed for you to select one or more reminder notifications to be dispatched to the timesheet initiator as a reminder to submit timesheets for approval.
Step 2: Approval Levels
In this step up to 4 levels of timesheet approvers, where more than one approver is needed, and the notifications required for the process are applied. Use the 'Add Level' action to create additional levels. Where a timesheet has been submitted, the first approver (Level 1) is notified. When the timesheet has been approved by the Level 1 approver, the Level 2 approver is notified, and so on until all approvers have 'Approved' the timesheet.
Auto Approve Timesheet - this option is enabled only if the Use Schedule for Timesheet option is enabled in the Initiator settings, in which case this option can be selected if timesheets are to be automatically approved when submitted by a timesheet initiator. Note that a timesheet will only be approved automatically if it matches the job schedule. If a timesheet does not match the job schedule, a timesheet approver must manually approve the timesheet.
Within each level, the following settings are applied:
Approval Levels
Choose Contact Type - A drop down list is displayed of the Contact Types available to approve a timesheet. Select from 'Client', and 'Agency'.
Where 'Client' has been selected as the approver, a second selection item displays for 'Select Client Contact'. You will need to select whether the 'Site Contact', 'Order by Contact', 'Report To Contact', or a specific 'Client Contact' will be the approver. If 'Client Contact' is applied from the list, another selection item is displayed for you to select which Client Contact will be the timesheet approver.
Where 'Agency' has been selected as the approver, a second selection item displays for 'Enter the Agency User'. You will need to select whether the 'Filled by User' (person who filled the Job), 'Job Creator' (person who created the Job), 'Job Owner', 'Client Owner' or an 'Agency User' will be the Agency Initiator. Where 'Agency User' is selected from this list, a selection item displays 'Staff ID", for you to enter in the User ID / User Number of the internal user that will be the timesheet approver.
Instant Notifications
Choose Submitted - A drop down list of submitted notifications is displayed for you to select the notification to be dispatched to approver(s), where a timesheet has been submitted by the timesheet initiator.
Choose Recalled - A drop down list of recall notifications is displayed for you to select the notification to be dispatched to approver(s), where a submitted (but not approved) timesheet has been recalled by the initiator.
Schedule Notifications
Choose Reminder - A drop down list of reminder notifications is displayed for you to select one or more notifications to be dispatched to approver(s), as a reminder to approve submitted timesheets.
Step 3: Escalation
In this step, an escalation Contact and Notification is selected where timesheet approvals do not occur within a pre-defined amount of time. The pre-defined time is configured in the back office module.
Choose Escalation Contact - A drop down list of Escalation Contact types is displayed for you to select the relevant internal user that will receive notifications where a timesheet requires escalation. You will need to select whether the 'Filled by User' (person who filled the Job), 'Job Creator' (person who created the Job), 'Job Owner', 'Filled by User Manager' (person that the user who has filled the job reports to), 'Created by User Manager' (person that the user who created the job reports to), 'Job Owner Manager' (person that the user who owns the job reports to), or an 'Agency User' receives the escalation notification. Where 'Agency User' is selected from this list, a selection item displays 'Staff ID", for you to enter in the User ID / User Number of the internal user that will receive the escalation notification.
Choose Escalation Notification - A drop down list of escalation notifications is displayed for you to select the notification that will be dispatched to the Escalation Contact.