Adjusting an Approved Timesheet

Once a timesheet has been approved by each relevant approver, the status of the timesheet changes to Released and the timesheet is moved to the list of historical timesheets, where it remains for auditing purposes.

If a timesheet error is detected after a timesheet has been approved and released, it may be necessary to edit the timesheet information to correct the error. The process of editing a timesheet that has completed the approval process and is in the Released status is known as adjusting a timesheet.

When a released timesheet is adjusted, a copy is made of the original timesheet. This copy is known as an adjustment timesheet. On the adjustment timesheet, you can do the following:

modify any of the timesheet items that were on the original timesheet
delete any timesheet items that were on the original timesheet
add new timesheet items to the adjustment timesheet.

Because it is the adjustment timesheet and not the original timesheet that is edited when you perform an adjustment, the original timesheet remains unchanged. This allows the system to retain an audit history of the changes to a timesheet after it is initially approved and released.

Once you have edited an adjustment timesheet, it must be submitted for approval. This allows the adjustment timesheet to undergo an approval process, similar to the approval process undergone by the original timesheet. However, the number of approval levels and the approvers at each approval level may not be the same as for the original timesheet. This will depend on the adjustment timesheet workflow, as defined on the job order to which the timesheet belongs.

As with the original timesheet, the status of the adjustment timesheet will change to Released once it has passed each approval stage and it will be moved to the list of historical timesheets, where it will remain for auditing purposes. If further adjustments are required once the adjustment timesheet has been approved and released, you must adjust the adjustment timesheet, not the original timesheet.

It is possible to create, save and submit an adjustment timesheet without editing the timesheet. This allows the adjustment timesheet to be adjusted in Portal > Interpreter Results > Interpreter Review instead so that the pay or bill rates can be changed if the time and attendance information on the original timesheet was correct but the timesheet was paid or billed incorrectly.

If you attempt to save or submit an adjustment timesheet that has not been edited, a message is displayed to inform you that the adjustment timesheet is identical to the original timesheet and you are given the option of saving or submitting the timesheet anyway.

How to Adjust an Approved Timesheet

Timesheets are adjusted via the Adjust Timesheet Entry screen, which is identical to the Timesheet Entry screen that is used to key in and edit timesheet entries prior to submitting a timesheet for approval.
To adjust a timesheet, follow the procedure below.

1	Click on the Historical tab in the Time and Attendance workspace. The Historical Timesheets screen opens.
2	In the Historical Timesheets list, click in the checkbox next to the timesheet you want to adjust. Note that you may need to use the search options in order to locate the relevant timesheet if it is not listed within the screen by default. The timesheet is selected.
3	Click Adjust. The Adjust Timesheet Entry screen opens.
4	Edit any of the timesheet details as necessary.
5	Next to the Adjustment Reason field in the timesheet header, click the lookup button. The Select Adjustment Reason dialog box opens.
6	In the list on the Select Adjustment Reason dialog box, click the reason that best describes the reason for the adjustment. The Select Adjustment Reason dialog box closes and the adjustment reason you selected appears in the Adjustment Reason field.

At this stage you can submit the adjustment timesheet for approval or, if you are not ready to submit the adjustment timesheet yet, you can save the timesheet. Saving the adjustment timesheet will close the Adjust Timesheet Entry screen and the adjustment timesheet will move to your list of incomplete timesheets. You can then open the adjustment timesheet from your list of incomplete timesheets, edit the timesheet and submit it for approval at a later time.

How to Submit an Adjustment Timesheet

In the Adjust Timesheet Entry screen, click Submit.
The adjustment timesheet closes and a confirmation message opens, confirming the adjustment timesheet has been submitted for approval. The timesheet is queued in the relevant approver's list of submitted timesheets to await approval.

If the initiator is also the approver, to save time the timesheet can be submitted and approved via the Submit & Approve action in the Available Timesheet page. Where this has occurred and there is only one approver for the timesheet, the timesheet will not display in the Submitted Timesheets screen. Click here to see notes in Submitting a Timesheet for Approval for more details on this action.

How to Save an Adjustment Timesheet

In the Adjust Timesheet Entry screen, click Save.

The adjustment timesheet closes and a confirmation message opens, confirming the adjustment timesheet has been saved. The timesheet is queued in your list of incomplete timesheets so that it can be edited and submitted later.