How to Configure Timesheets

Timesheets Configuration Overview

In order to use Timesheets in the system, configuration for role access, rules, and pay periods must be completed. This course will focus on the configuration points that are required for using Timesheets.

Timesheets: Configure Roles

Roles must be configured for access to Timesheets.

1. Click on Configure
2. Click on Security→Configure Roles

3. Select the Role for which you want to allow access to Timesheets.
4. Click on the Desktop Security tab
5. Expand the Timesheets section and click on the top checkbox

6. Deselect any checkboxes that are not required for the role.

• Helpful Hint: Only the top checkbox is required for basic access to Timesheets.

7. Click on the Save button

Timesheets: Configure Rules

Rules must be configured in order to use Timesheets.

1. Click on Configure
2. Click on List Configuration
3. Click on Timesheets→Rules
4. Select Timesheet Rules checkboxes according to your agency’s particular workflow and needs.

• Helpful Hint: Hover your mouse over the “?” beside of each checkbox for a rule description.

5. Click on the Save button to save any rule changes

Timesheets: Configure Pay Periods

Pay Periods must be configured in order to use Timesheets.

1. Click on Configure
2. Click on List Configuration
3. Click on Timesheets→Pay Periods
4. Click on the Add Pay Period button
5. Enter the Pay Period Start/End dates.
6. Select the Visible checkbox to make the pay period visible to employees.

• Helpful Hint: It is recommended to only make the current pay period or current and previous pay periods visible at any given time.

7. “Sign By” is optional and allows you to specify the date and time that a timesheet should be signed by.

• Helpful Hint: The time drop-down can be adjusted/updated in 15 minute increments. Each time adjustment made will send a new task reminder to staff who have not signed their timesheets by the specified time.

8. Click on Update to save the pay period

Timesheets: Reports To

The staff member responsible for reviewing and approving an employee’s timesheets should be listed in the Reports To field of the employee’s record. Follow these steps to verify the “Reports To” person associated with a particular employee record is correct.

1. Click on Employees

2. Using the search grid, find the employee record that you want to verify and double-click to

   open the record.

3. With the Demographics tab activated, scroll to the bottom of the employee record.
4. Find the Reports To field and verify that the assignment is correct

• Helpful Hint: Even though the Reports To person is responsible for approving the assigned employee’s timesheet, anyone with Timesheet Super-user mode access can approve any timesheet in the agency.