Manage Time Cards

VIDEO | Weekly Time Sheet Management

A time card is a specific time entry associated with a single project and reason code. A time sheet comprises the weekly time card entries for one employee.

To manage time cards in Weekly Time Sheet, users must have appropriate roles and permissions set up and be assigned to one or more projects as an operational resource.

Create Time Cards

The following steps walk you through how to create a time card and input hours.

Create a Time Card

  1. If you are managing time cards for a team member, select the team member from the left panel.

  2. Select the week from the date filter in the top toolbar.

  3. In the Employee grid, click the Add icon.

  4. Select the project and reason code from the drop-down menus. Then click the Add icon.

    A new row for the time card now shows in the Employee grid.

  5. Open the Task ID drop-down and select the work task.

  6. Scroll to the right. Enter the work hours in the date fields.

    • Blue dots indicate unsaved changes.

  7. If there are work hours for a different project or associated with a different task, click the Add icon to add a new time card row.

  8. When finished, click Save in the top toolbar.

Add & Review Notes

Notes can be associated to specific time cards in the Employee grid. Time cards with notes are marked with a blue corner indicator. To view the notes on a time card, right-click the indicator, and then select Manage notes.

The Notes slide-out panel opens. In the slide-out panel you can add new notes, view, or edit existing notes.

Follow these steps to add a new note to a time card.

Add A NEW NOTE

  1. From the employee grid, click the Notes icon.

    The Weekly Time Sheet register is disabled while you manage notes.

  2. From the time card row, click a calendar day.

  3. Click Add notes from the top of the Notes slide-out panel.

  4. Type your note in the text field, and then click Save.

  5. Your note now shows in the Notes slide-out panel.

  6. Click Close to close the slide-out panel.

  7. When you are finished managing notes for this time sheet, click the Notes icon again.

Notes added in Weekly Time Sheet are also visible in Time Center after the time sheets are submitted.

Add Allowances

Follow these steps to add allowances to a time card.

Add Allowances

  1. In the Allowances grid, click the Add icon.

  2. Select the project and allowance ID from the drop-down menus. Then click the Add icon.

  3. Select the checkbox for each date the allowance is applied to.

  4. When finished, click Save in the top toolbar.

Add Equipment Hours

Follow these steps to add equipment hours to a time card.

Add Equipment Hours

  1. In the Equipment grid, click the Add icon.

  2. Select the project from the drop-down menu, then click the Add icon.

  3. Open the Equipment ID drop-down and select the equipment.

  4. Open the Task ID drop-down and select the work task.

  5. Enter the hours that the equipment was operated in the date fields.

  6. When finished, click Save in the top toolbar.

Copy Time Cards

If there are no entries for the current week, you can save time by copying time cards from the previous week.

Select Copy timecards from previous week from the top toolbar.

You can delete or modify entries after they have been copied from the previous week.

Review Time Cards

Employee hours submitted through a daily plan appear in green in Weekly Time Sheet.

Daily plans in the execution, awaiting approval, and approval phase appear in Weekly Time Sheet.

If you are the executor on a daily plan, you can make changes to the reason code or Task ID of a time card. However, hours submitted through a daily plan cannot be modified in Weekly Time Sheet.

Submit Hours

After all hours are input for the week, you can submit them to Time Center for final review before they go to your payroll system.

To submit hours to Time Center, click Submit all hours.

Supervisor Approval

Your organization may require a team leader or supervisor to approve employee time cards before they are submitted for payroll processing. To set up supervisor approval, ensure that the following steps have been completed:

  • In Organization Settings > Progress > Weekly Time Sheet: Enable the setting "Supervisor approval required"

  • In Master data libraries > Operational resources > Employee record

    • Assign a supervisor

    • Enable the setting "Requires supervisor approval".

Follow these steps to edit an operational resource.

Edit Operational Resource

  1. Open Master data libraries > Operational resources.

  2. Select a resource and click Edit resource.

  3. Under Employee details, enter a name or employee ID in the Supervisor field.

  4. Under Time reporting, click the setting "Requires supervisor approval" to enable.

With supervisor approval enabled, employees can enter their hours in Weekly Time Sheet and click Submit all hours. The time sheet is now in the approval step, and their supervisor receives a notification.

Supervisors can reject, edit, or approve submitted time sheets.

In Time Center, time cards set up for supervisor approval will show a status of Awaiting Submission, Awaiting Approval, or Approved.

Automatic Time Sheet Approval

Time sheets are automatically approved in the following cases:

  • If the setting “Supervisor approval required” is not enabled in Organization Settings

  • If an operational resource does not have an assigned supervisor

  • If a supervisor enters and/or submits an employee time sheet

  • If a supervisor submits their own time sheet