Resources - Timesheet Configuration

Timesheet Configuration allows for a variety of general settings such as starting day for the work week, time validation, and Timesheet settings for length of time and approvals. Expense sheet options are also located on the Timesheet Configurations page.

To create new entries in Timesheet Configuration List, navigate to the Role Center > Setup >Resource Setup > Timesheet Config List.

Click New.

General FastTab

Field Name	Description
Time Configuration Code	Enter a unique Code that will be used to identify the Timesheet Configuration Setup.
Description	Enter a Description that will be used to identify the Timesheet Configuration Setup.
Starting Day of the Week	Select the Starting Day of the Week for Timesheets. All Resources that have this Timesheet Configuration on their Resource Card will have this as the first day of the week on their Timesheet.
Validate Time vs Norm Time	This setting allows a comparison of time entered on the Timesheet to the Norm Time Setup for this Resource. An error message will be displayed when the Timesheet is submitted if the time entries do not match the Norm Time option selected. Options:
	- Exact Hours: The time entry Hours must equal the number of Norm Time Setup exactly.
	- Minimum Hours: The Resource must enter at least the number of Hours defined in the Norm Time Setup.
	- None: No test will be run against the user’s entered time.
Test Detail Level Time vs Norm Time	This option works with the Validate Time vs Norm Time Setup option above. If you choose Exact Hours or Minimum Hours, then Norm Time will be validated. This option determines if the validation will be determined based on the total Hours on the Timesheet, or the Hours entered for each day.
	-Select this option if you want the daily time to be compared to daily Norm Time.
	- If this option is not selected, then any value can be entered within each day of the Timesheet, and it will not be validated against Norm Time by day.
	- If you choose Exact Hours for Validate Time vs Norm Time then the validation will occur for the total Hours for the week, not each individual day. This option, if selected (true), works with the Validate Time vs Norm Time options Exact Hours or Minimum Hours. The system compares the Timesheet daily entry to the Resource daily Norm Time.
	- If this option is not selected (false), then any value can be entered for each day of the Timesheet, and it will not be validated against Norm Time by day.
Send Email Alert on Timesheet Approval	If true the system will send an Email Alert to a Resource when a Timesheet has final approval or a rejection.

Note

The Timesheet Report is included as an attachment in the email sent to Approvers. The report sent to a Project Manager or Person Responsible only contains lines that are applicable to the Projects to which the PM or PR is assigned. The reports sent to Line Managers and Project Executives contain all Project time entry lines.

Timesheet Report


Send Email Alert when a Timesheet is not submitted	Select this option if Email Alerts are to be sent when the Email Unsubmitted Timesheets process is run.
Enter the Norm Time Code	Select the Code for the time basis for creating capacity of the Resource. The Update Capacity feature generates maximum availability for a Resource based on their normal working schedule (Norm Time).
Enter the Base UOM	Specifies the Base Unit used to measure the Resource, such as hour, day, or week.
Close Service Order	If selected (true) this option will allow configuration Resources to close a Service Order.
OT1 Factor Cost	The OT1 Factor will be used to calculate the cost when Overtime is selected on the Timesheet time entries line. The calculation is the Direct Unit Cost times the Factor.
OT2 Factor Cost	The OT2 Factor will be used to calculate the amount to be charged to the customer when Overtime 2 is selected on the Timesheet time entries line. The calculation is the Cost times the Factor.
OT1 Factor Price	The OT1 Factor will be used to calculate the amount to be charged to the customer when Overtime is selected on the Timesheet time entries line. The calculation is the Price times the Factor.
OT2 Factor Price	This overtime factor will be applied to the Unit Price for Timesheets. This is used for Resources that are set up with the hourly pay type on the Resource Card. This Factor is used when the time Pay Type of Overtime2 is selected on the Timesheet time entries line.
Allow Only One Flex Request	Select this option if only one Flex Request can be made at a time.
Allow Negative Flex Balance	Select this option if the resource’s Flex Balance can go negative.
Automatic Flex Adjustment	Select this option to allow automatic Flex Adjustments.
Send Email to 1st Approver when Timesheet submitted	Select this option to send an email to the 1st Approver when the Timesheet is submitted.

Timesheet FastTab

Field Name	Description
Length of the period for this Timesheet Configuration	This setup determines the periods created during the Create Periods process. Options:
	- Daily: Only one day will show on the Timesheet.
	- Weekly: One week will show on the Timesheet.
	- Split Week: One week will show on the Timesheet. When a week spans more than one month it will be split into two Timesheets. The split week will be cut off on the last day of the month.
	- Biweekly: Bi-Weekly Timesheet will show a 2-week period starting on the day of the week as determined by the starting day of the week on the General FastTab. The cutoff date varies but the day of the week will always be the same, i.e., for a period that begins on Friday the cutoff day is every other Thursday.
	- Semimonthly: Semi-Monthly as used here means 2 times per month. The time period will begin on the first of the month and end on the 15th or begin on the 16th and end on the last day of the month.
	- Monthly: One month will be available on the Timesheet with the period ending on the last day of the month.
Time Configuration Detail Level	Detail Level means that there will be one entry for the period. For example, if week is selected, there will be one entry for the full week.
	- Day: Time will be recorded for each day worked.
	- Week: Time will be recorded once for each week.
	- Month: Time will be recorded once for the entire month.
Require Work Type on Timesheet	If selected (true), the Work Type is required on the Timesheet.
Approve Timesheet	Selecting this option will allow you to define which approvals are required for resources associated with this Timesheet Configuration. When this option is selected, 3 choices are available to define approval under Timesheet Approval** section.
Timesheet Submission Message	Specifies custom message to display on Timesheet submission.

Timesheet Approval

Field Name	Description
Project Manager Must Approve Time	The first layer of approval is Project Manager. If this option is selected (true), the Resource designated as Project Manager or Person Responsible on the Project Card, or a Project Executive must approve this level. Additionally, rights can be given to a Resource on the Project > Permissions page by checking the Approval box, if the Resource has Role Center, Project Manager permissions. All Level 1 Project Manager approval is done by going to the Time Approval page and choosing "1st Layer" in the View As dropdown.
Line Manager Must Approve Time	The second layer of approval is Line Manager. If this option is selected (true), the resource designated as Line Manager or Line Manager 2 on the Resource Card, or a Project Executive must approve this level. All Level 2 Line Manager approval is done by going to the Time Approval page and choosing "2nd Layer" in the View As dropdown.
Project Executive Must Approve Time	The third layer of approval is Project Executive. If this option is selected (true), a Resource designated as Project Executive on the Resource Card must approve this level. This approval will likely be done by an accounting staff member or executive. All Level 3 Project Executive approval is done by going to the Time Approval page and choosing “3rd Layer” in the View As dropdown.

Note

Any combination of these approval levels can be chosen. Only the selected approvals will be required. If approval is not required, deselect the Approve Timesheet box. Then, the Timesheet will bypass approvals and based on the Project Setup, either go to the Time Journal for posting or post to the Project Ledger.


Proj Exec Email for Timesheet	Specifies the Project Executive email address for notifications regarding approvals.
Send Email to Line Manager After PM Approval	Select this option to send an email to the Line Manager after Project Manager approval.
Send Email to Project Executive Approval	Select this option to send an email to the Project Executive after Project Manager and/or Line Manager approval.
Salary Timesheet Changes Require Approval	Specifies, if selected (true), if the value of a salary Timesheet changes, approvals must be repeated.

Expense Sheet FastTab

Field Name	Description
Approve Expense Sheet	Selecting this option will allow you to define which approvals are required for Resources associated with this Expense Sheet Configuration. When this option is selected, three choices are available to define approval.
Email on Exp. Appr.	Specifies, if selected (true), to send an email alert to a resource when an expense has final approval or rejection.
Email on Exp. not submit	Select this option if Email Alerts need to be sent to the Resource when Expense Sheets are not submitted. This configuration option is used for the open expense items which are created but not submitted.
Email 1st Appr. on Exp. Submit	Select this option to send an email to the 1st approver after the Expense Sheet has been submitted.

Expense Sheet Approval

Field Name	Description
Project Manager must approve expenses	The first layer of approval is Project Manager. If this option is selected (true), the resource designated as Project Manager or Person Responsible on the Project Card, or a Project Executive must approve this level. Additionally, rights can be given to a Resource on the Project Permissions page by checking the Approval box, if the Resource has Role Center, Project Manager permissions. All Level 1 Project Manager approval is done by going to the Expense Approval page and choosing "1st Layer" in the View As dropdown.
Line Manager must approve expenses	The second layer of approval is Line Manager. If this option is selected (true), the resource designated as Line Manager or Line Manager 2 on the Resource Card, or a Project Executive must approve this level. All Level 2 Line Manager approval is done by going to the Expense Approval page and choosing “2nd Layer” in the View As dropdown.
Project Executive must approve expenses.	The third layer of approval is Project Executive. If this option is selected (true), a resource designated as Project Executive on the Resource Card must approve this level. This approval will likely be done by an accounting staff member or executive. All Level 3 Project Executive approval is done by going to the Expense Approval page and choosing “3rd Layer” in the View As dropdown.

Note

Any combination of these approval levels can be chosen. Only the selected approvals will be required. If approval is not required, deselect the Approve Expense Sheet option. Then, the Expense Sheet will bypass approvals and based on the Project Setup, either go to the Expense Journal for posting or post to the Project Ledger.


Proj Exec Email for Expense Sheet	Select this option to send an email to the Line Manager after Project Manager approval.
Send Email to Line Manager After PM Approval	Check this option to send an email to the Line Manager after Project Manager approval.
Send Email to Project Executive Approval	Select this option to send an email to the Project Executive after Project Manager and/or Line Manager approval.