Adjustment Timesheet Tab

Timesheets may require adjustment from time to time, for example where incorrect data has been keyed and the Candidate has been paid.

Adjustment timesheets are driven based on the agency (internal user applied as an initiator) triggering a change. The Client can be involved in the approval process, however this is optional.

The Adjustment Timesheet tab defines the participants that are involved in the adjustment timesheet initiation and approval process, where online timesheets are utilised.

Within the Adjustment 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 adjustment timesheet initiator and the approval, rejection and reminder notifications required. The initiator can only be an internal user who enters and submits adjustment timesheets on behalf of the Payee.

Initiator Settings

Choose Initiator Group:

• A drop down list of the group available to initiate the timesheet is displayed, for adjustment timesheets the only group available is 'Agency' (where an internal user 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 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 adjustment 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 adjustment 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 adjustment 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 adjustment 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 an adjustment 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 adjustment 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 an adjustment 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 adjustment 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 an adjustment 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) adjustment 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 adjustment timesheets.

Step 3: Escalation

In this step, an escalation Contact and Notification is selected where adjustment 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 an adjustment 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.