Expiring & Restoring Timesheets

Timesheets that have been created can be expired to prevent the timesheets from being keyed in and submitted for approval. For example, if a job order is cancelled after it has been submitted to timesheet, timesheets will have been created for the duration of the job order. To prevent the timesheets from being keyed in and submitted by mistake the timesheets that belong to the cancelled job order can be expired.

The following occurs when a timesheet is expired:

the timesheet status changes from Available to Expired
the timesheet can only be listed/accessed via the Time and Attendance > Expired > Expired Timesheets screen.

When a timesheet is expired it is not removed permanently. This allows the timesheet to be restored at a later time if necessary. Restoring a timesheet reverts the status of the timesheet to Available so that a timesheet initiator can key in and submit the timesheet. Alternatively, an expired timesheet that will never be used again can be deleted. Deleting an expired timesheet permanently removes the timesheet from the system.

How to Expire Timesheets

Timesheets can only be expired while they are in the Available status. If you need to expire a timesheet that has already been keyed in, you must clear the timesheet first.

1

In the Available Timesheets or Bulk Timesheets screen, search for the timesheet(s) that you need to expire.

Note that if you want to expire a bulk timesheet you should search for timesheets that have a status of Available so that the search does not return any timesheets that have already been keyed in.

The timesheets matching your search criteria are listed in the results grid on the screen.

2

In the results grid, click in the checkbox next to the on the timesheet(s) that are to be expired.

Tip: If you want to select all timesheets, click in the checkbox at the header level.

The timesheets you have selected are highlighted and a tick is displayed next to each selected row/timesheet.

3

Click Expire.

A confirmation message opens to confirm the expiry of the selected timesheets.

How to Restore or Delete Expired Timesheets

1	Go to Time and Attendance > Expired Tab. The Expired Timesheets screen opens.
2	In the search header at the top of the Expired Timesheets screen, key in/select as much information about the timesheet(s) you want to restore or delete as possible. Click here to see descriptions of the available search fields. Country Country to which the agency office that administers the timesheet belongs. This field defaults to your country as defined by your user record. To search for timesheets administered by agency offices belonging to a different country, select the relevant country from the list of available options. Alternatively, select Any Country to search for timesheets regardless of which country the administrating agency office belongs. Brand Name of the agency brand to which the timesheet belongs. By default, the Any Brand option is selected indicating that timesheets will be searched regardless of the agency brand. To search for only those timesheets administered by a specific agency brand, select the relevant brand from the options in this field. Region Geographic region to which the timesheet, belongs. By default, the Any Region option is selected indicating that timesheets will be searched regardless of the agency region. To search for only those timesheets administered by a specific region, select the relevant region from the options in this field. Office Name of the agency office that administers the timesheet. By default, the Any Office option is selected indicating that timesheets will be searched regardless of the administrating office. To search for only those timesheets administered by a specific office, select the relevant office from the options in this field. Parent Name of the parent company to which the employer (agency client) belongs. Client ID Unique code that identifies the employer (agency client). Client Name Name of the employer (agency client). Week Ending Date From Earliest end date of the timesheet date range. To select a date, click and use the calendar control to select the relevant date. Week Ending Date To Latest end date of the timesheet date range. To select a date, click and use the calendar control to select the relevant date. Job Order Code Job order number for which the timesheet was created. If you know the corresponding job order number, type it in this field. Job Position Job position of the payee (candidate) to whom the timesheet belongs. If you know the payee's job position, type it in this field. Is Workflow Participant? When ticked, the search function will search for only those timesheets for which you are the user who keyed in the timesheet (initiator), the approver of the timesheet or the user to whom the timesheet is escalated. If not ticked, the search will include timesheets regardless of whether you are an initiator, approver or escalator of the timesheet. You are unable to un-tick this option unless you have been granted security permission to access timesheets for which you are not the initiator, approver or escalator. Payee ID Candidate number of the payee to whom the timesheet belongs. If you know the payee's candidate number, type it in this field. Payee First Name First name of the payee (candidate) to whom the timesheet belongs. If you know the payee's first name, type the name in this field. Payee Surname Surname of the payee (candidate) to whom the timesheet belongs. If you know the payee's surname, type the surname in this field.
3	Click Search. The expired timesheets that match your search criteria are listed in the search results grid on the screen.
4	In the results grid, click on the timesheet(s) that are to be restored or deleted. Tip: If you want to select all timesheets in the search result list ot be restored or deleted, click on the checkbox at the header level. The timesheets you have selected are highlighted and a tick is displayed next to each selected row/timesheet.
5	To restore the selected timesheets, click Restore. Alternatively, to delete the selected timesheets, click Delete. Warning: Deleting expired timesheets will result in the timesheets being permanently removed from the system. The_ selected timesheets are restored or deleted and a confirmation message is displayed.

Once an expired timesheet is restored the timesheet can be accessed via the Available Timesheets screen or, if the timesheet is a bulk timesheet, via the Bulk Timesheets screen.