THE VARIOUS STAGES OF A TIME SHEET#

The Generate Time and Scheduled Shifts (UEGTS) program has been run to create scheduled shift information and create a time sheet for the employee.

There are various stages that a time sheet will undergo before it is incorporated into the payroll cycle. The stages reflect the status of the time sheet and are defined as:

Open and Editable

• Active
  • The first stage of a timesheet is the 'Active' stage; although rarely seen
• Rules Applied
  • Most time sheets will be seen with this stage right after generation
• Scheduled Modified
  • Some time sheets will be seen with this stage if UEGTS is re-run before any changes are made to the time sheet.

Once all time exceptions have been added, they will tender the time sheet by clicking on the submit button.

Verification

• Submitted
  • Employee can no longer edit the data and if set up, the approval process will be invoked or can be sent to Payroll.
  • If approvals are set up, the approval bar will appear and remain throughout the approval process but reflect the changes of each approval step.
  • The status of the time sheet as it goes through the various levels of the approval process will remain as 'Submitted' until the last approver in the process has authorized the time sheet.
  • At this point the status of the time sheet changes from 'Submitted' to 'Ready for PR'.
• Ready for PR
  • Completed the approval process and can be sent to Payroll

Time sheets with a status of 'Submitted' or ‘Ready for PR’ will, by default, be picked up by the Load Time Sheets to Payroll (UPCTS) program and loaded into IPTR batches.

Once in IPTR, the time sheet entries will be consolidated and available for standard payroll processing.

Historical

• Sent To PR
  • UPCTS has been run and the Time Sheet is now ‘closed’ and with Payroll. User is not able to update time or delete the record.
    After the UPCTS program has been run to take the time sheet entries into payroll, the time sheet enters its fourth and final stage and has a status of 'Sent to PR'.
• Not Approved
  • An approver has marked the Time Sheet as Not Approved, stopping the approval process for this set of data
• Replaced
  • If changes are made to a Time Sheet after it has been marked as Submitted then a copy of the Time Sheet is made, marked as ‘Replaced’ and set into history as a snap shot of the details before additional changes are made.

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Notes #

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