Timesheet Overview

Use the Timesheet application to enter your labor charges for the labor period.

You can enter:

  • Any combination of regular hours and overtime hours for each day in a labor period
  • Project, phase, task, labor code, and labor category values for each labor charge on your timesheet
  • Unit amounts, if the Unit Quantities tab is enabled on your timesheet form.
  • Comments for each labor charge on your timesheet.

Then you can submit your timesheet to a designated administrator for approval.

Your system administrator configures the following:

  • Timesheet access rights — These rights (System, Company, Group, or Staff) control the actions you can perform within the application.
  • Timesheet alerts — Alerts notify you when timesheets are due for submission or approval and/or when labor line item charges are entered/rejected.

Timesheet Special Categories

Your system administrator can set up special categories to use for standard labor charges—such as vacation, sick time, or holiday leave. These special categories display in the initial rows of the Timesheet grid each time you open your timesheet.

Because the project/phase/task/labor code/labor category combination for each special category is predefined, you do not have to enter these values on your timesheet when you charge time to a special category.

Overtime Hours

Your company's timesheets can include columns for overtime (Ovt) and special or secondary overtime (Ovt-2). These columns display only if Allow users to enter overtime is selected on the Setup tab of Company Timesheet Configuration. To enable the Ovt-2 field, you must also select Enable secondary overtime on the General tab of Accounting System Settings Configuration.

Meal Start/End Times and Breaks

If your organization requires that employees record meal times and breaks, fields for Meal Start/End Times and Number of Breaks Taken can appear on timesheets. These fields appear only if Require Employee to Enter Start and End Times and Allow Employees to Enter Meals and Breaks are selected on the Time tab of the Employee Info Center.

Line Item Approvals

If your firm uses the Timesheet Line Item Approval feature, principals, project managers, and supervisors can approve or reject individual lines on employee timesheets. Depending on the configuration options your system administrator selects, you may not be able to post timesheets with unapproved line items.

Posting Timesheets

When all of your employees' timesheets for a selected labor period have been submitted and approved, you are ready to post the timesheets to your database.

You use the Transaction Center to post timesheets. Before you post timesheets for a selected labor period, make sure that the data on all submitted/approved timesheets is accurate. You also close the labor period to prevent users from making any changes to their timesheets. Close a labor period on the Calendar tab of Configuration > Time & Expense > Company Timesheet.

See the Transaction Center help for information about posting timesheets.

Floor Checks

If you are responsible for making sure that employee timesheets are completed on time, you can display the Floor Check dialog box from the Timesheet form to review the status of time entry for your employees for a timesheet period or for a specific day. On the Timesheet toolbar, click Employees > Floor Check.

Related Topics:

  • Timesheet Security Access
    Your system administrator assigns security access rights to each Timesheet user. You are assigned to one of four security access levels: Staff, Group, Company, or System. Your access level determines what processing options are available to you.
  • Timesheet Status
    Each timesheet that you enter in the Timesheet application has a status value that reflects the current processing stage of the timesheet. Timesheet status values display on the Timesheet Period Selection dialog box, the Select Employee Timesheet dialog box, and on individual Timesheet forms.
  • Status Changes for Timesheets
    Your editing and approval rights determine the changes you can make to the status of a timesheet.
  • Labor Period Status
    Each labor period is either Open or Closed for processing. The labor period status displays on the Timesheet Selection form and on individual Timesheet forms.
  • Timesheet Alerts
    Your system administrator can configure Vision to notify users when timesheets need to be submitted and/or to notify approvers when timesheets are submitted for processing.
  • Guidelines for Editing a Timesheet
    You can make changes to a timesheet before it is posted.
  • Automatically Populate Timesheets with Resource Planning Data
    If you are using Resource Planning, you can automatically populate timesheets with data from your project plans. The project, phase, task, and labor code are entered on the timesheet for each assignment.
  • Procedures
    You open, enter, submit, approve, and view or print timesheets from Time and Expense.
  • Screens
    In addition to the Timesheet Form, you use dialog boxes to complete related tasks, such as selecting employees, completing timesheet floor checks, or reviewing timesheet revisions.
  • Reports
    You can review timesheet data at the summary or detailed level, timesheet status, or start/end times for employees required to specify them.
Parent Topic: Time and Expense Overview