Navigating the Mobile Timesheets Screens

On logging into Mobile Timesheets, the Timesheet Home screen is displayed and allows you to access the list of available, incomplete, rejected and submitted timesheets. All timesheets have a status based on the stage of the timesheet workflow that they have reached. You can open a list of timesheets that are at a specific stage of their workflow by clicking on one of the timesheet options that are listed on the Timesheet Home screen, as highlighted below.

Open

As shown in the example above, the number of timesheets is listed next to each option, thereby allowing you to see how many timesheets are currently at each respective stage. For more information about each of the timesheet workflow stages, see below.

From the Timesheet Home screen you can also access your timesheet notifications. For more information, see Mobile Timesheet Notifications.

Available Timesheets

When a job order is submitted to timesheet, timesheets are automatically created for the duration of the job, with one timesheet being created for each work period. The status of each timesheet that is created is set to Available to indicate that the timesheet is available to be keyed in and submitted for approval.

Depending on the job order to which timesheets correspond, available timesheets may be prefilled by the system based on the job schedule of the job order. In such cases, an available timesheet can be submitted for approval without the need to key in/edit the timesheet unless the time and attendance on a given day differed from the job schedule (for example, a payee was absent on medical leave on a day on which the payee was scheduled to work).

If you are a manager/timesheet administrator, the list of available timesheets will include timesheets belonging to payees who you manage regardless of whether you are the initiator of their timesheets or not. This means that, for example, if a payee who normally initiates their own timesheets cannot access their timesheets for any reason, you can key in and submit their timesheet on their behalf if necessary.

Each available timesheet must submitted for approval by a specific day and time at the end of each corresponding work period so that the timesheet can be paid and billed.

You can display a list of available timesheets by clicking Available Timesheets on the Timesheet Home screen.

Where a user has security permission to Expire, Restore and Delete, a user can expire an available timesheet if the shift was not worked and there is no leave to be claimed - as such the timesheet is no longer required.

Incomplete Timesheets

If an available timesheet is edited and saved, its status is set to Incomplete to indicate that it has been edited but is yet to be submitted for approval. For example, a timesheet may be keyed in/edit progressively during the course of the corresponding work period and the changed can be saved until the timesheet is complete and is ready to be submitted for approval.

If you are a timesheet initiator on behalf of payees, timesheets you key in/edit and save will automatically be saved with a status of Incomple te. If you are a manager/timesheet administrator, timesheets that are edited and saved by payees who you manage are also saved with a status of Incomplete.

You can display a list of incomplete timesheets by clicking Incomplete Timesheets on the Timesheet Home screen.

Rejected Timesheets

If a timesheet that has been submitted for approval is rejected by an approver, its status is set to Rejected.

You can display a list of payees' timesheets that have been rejected by clicking Rejected Timesheets on the Timesheet Home screen.

Submitted Timesheets

When a timesheet is submitted for approval, its status is set to Submitted.

You can display a list of timesheet that have been submitted for approval by clicking Submitted Timesheets on the Timesheet Home screen.

Expired Timesheets

From the Expired Timesheets section a user is able to Restore or Delete one or more timesheets. The Restore action is used where a user has accidentally expired an Available Timesheet, and the Timesheet needs to be reinstated so that time can be keyed. The Delete action is used where the expired Timesheet is no longer required and will not need to be restored at any stage. These actions are editable where one or more timesheets are selected in the list. A user will need security permission to Expire, Restore and Delete to be able to expire, restore and delete timesheets.

Delegate

Where an Agency User or Client Contact has permission to 'Delegate', this item is also available within Mobile Timesheets whereby users can create and manage timesheet delegation. Click here for more details on this feature.