Entering time

Overview

Ajera's timesheets can be accessed by all employees without exposing your financial data.

The following is a typical sequence of events for processing time:

1. An employee enters time.
2. When finished entering all the time for a week, an employee submits the timesheet.
3. The supervisor or accounting manager reviews the timesheet and does the following:

• Approves the timesheet
• Rejects time on the timesheet, entering comments about the rejected time. The employee then corrects the rejected time and resubmits the timesheet

Depending on the options chosen when setting up company time and expense entry preferences, the supervisor/manager may have access to change an employee's timesheet.

Working with timesheets

The following events occur as you process time at your company:

When this occurs	This happens
Close or save a timesheet	Ajera saves the time you entered and updates the client invoice and project information with it.
Submit	An employee has finished entering time on a timesheet and is ready for the supervisor/manager to review it. Now, to make any changes to the timesheet, the employee must first unsubmit it.
Approve	A supervisor or manager approves of the time that the employee entered. The timesheet appears as Approved in timesheet lists. The timesheet can no longer be changed unless it is unapproved first.
Reject specific hours	When approving a timesheet, the supervisor or manager can reject specific hours and add comments. If a timesheet has any rejected hours, the timesheet appears as Time Rejected in timesheet lists. The employee must correct the time and submit the timesheet again. The rejected hours appear in bold on the timesheet for the employee to review or change them.
Reject	The supervisor or manager rejects the entire timesheet. The timesheet appears as Time Rejected in the timesheets list. The employee must correct and submit the timesheet again. Rejected time cannot be billed or paid.
Unsubmit	An employee decides a timesheet is not ready for approval after all. An employee can change a timesheet if it has not yet been approved. However, an employee cannot change any time on the timesheet that has already been billed or paid.
Unapprove	A supervisor or manager decides not to approve the timesheet after all. However, any time that has already been billed or paid can no longer be changed.
Delete	You cannot delete a timesheet if it has been submitted or if it contains time that has been billed or paid.

Follow a work plan

1. Click > Manage > Time & Expense.
2. Verify that employees can enter their own timesheets by making sure that you selected the Employee role on > Setup > Employees > Pay Info tab for each employee. This role allows them access to Ajera.
3. On the My Timesheets tab, employees enter time for work on active projects and submit timesheets for approval.
4. Supervisors and managers review and approve time online.
5. Ajera automatically enters the information so it is ready when you process payroll in-house or send a payroll file to a payroll service.