23.6. Using Timesheet

23.6.1. Creating a Timesheet

Each row of the new Timesheet screen can be used to record time for a particular combination of Customers, Projects and Service Items

To create a new Timesheet:

  1. Click HRM > Timesheet > New Timesheet.

  1. You can enter the type of Project, the Service Item which can be related to meetings, data entry, documentation etc.

  2. Time for a particular day can be entered in the textbox in decimal notation (e.g., 5.5, meaning 5 and one half hours) or in colon notation (e.g., 5:30, meaning 5 hours and 30 minutes). Details for the time worked can be entered by clicking on the Details link just below the textbox. It also allows the employee to specify if the service item is billable (this is possible only if the billable property is specified as Both by the administrator).

[Note] Note

OfficeClip Timesheet remembers the Customers, Projects and Service Items from the last timesheet that you filled in. This saves some time when you work on multiple projects for more than one period. Any row that is kept empty will not be remembered in the timesheet for the next period.

  1. Comments can be entered for the entire timesheet by typing them in the Comment textbox below the time entry grid. These comments are saved with the entire timesheet rather than the individual time entries.

[Tip] Tip

Use the Comment field to notify the supervisor of certain things that pertain to the entire timesheet. For example, you may want to notify the supervisor as to why you could not submit a timesheet on time, or comment on time adjustments.

  1. A history of all the comments are kept and shown with the timesheet. These are preserved for audit purposes.

  2. To add Attachments click the icon.

  1. You can drag and drop a file from your windows explorer application or you can click the Select button and choose the file from the desired location.

[Caution] Caution

Remember to double-check your comments before submitting the timesheet. Once submitted, the comments cannot be removed from the history.

  1. Finally, the user can save the timesheet by clicking on the Save button, cancel the entry by clicking on the Cancel button, or select one of the submission buttons.

  2. If the manual workflow is set for the employee (which is the default), an approver can be selected from the Route To drop-down box and the timesheet can be sent by clicking on the Submit button. On the other hand, if automated routing is set by the approver, the employee cannot select the approver; clicking on the Submit button automatically routes the timesheet to the approver.

  3. As soon as a timesheet is submitted, it appears in the Pending state on the Employee's Outbox. Employee will not be able to do further editing on the timesheet. The same timesheet also appears in the supervisor's Inbox with the Submitted status, allowing approval or rejection of the timesheet. When the supervisor selects a timesheet and clicks Bulk Approve, the timesheet is removed from the supervisor's Inbox and appears in the user's Inbox with Approved status.