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Overview
Timesheet approval is a critical process within an organization that ensures accurate recording and validation of employee working hours. It involves the review and authorization of timesheets submitted by employees to ensure compliance with company policies, labor laws, and project requirements. The timesheet approval process serves as a control mechanism to verify the accuracy of recorded hours, track project progress, and facilitate payroll processing.
The Timesheet Approval screen is located under the Utilities menu in the Construct CT app.
Security
Role Maintenance
E-Time Role Maintenance; standard Treeview path: E-Time > Security > Role Maintenance
Access to the Timesheet Approval screen can be granted to a user's role in the Security Roles screen located in the E-Time module. This ensures that only authorized personnel can manage timesheet approvals.
NOTE: The Security Roles screen launched from the E-Time module contains security options and settings that are not widely available in the security screens launched from other modules (e.g., CMiC Field, ESS, etc.). The screen being discussed here is only available for assignment in the Security Roles screen located in E-Time.
Approvers
E-Time Role Maintenance; standard Treeview path: E-Time > E-Timesheet > Setup > E-Time Role Maintenance
The Timesheet Approval screen will display timesheet data if the user is designated as an approver in the E-time Role Maintenance screen (i.e., has the 'Allow to Approve' box checked) and is explicitly linked to an access code in the Access Code Administration screen. If security settings have not been assigned, timesheet data will be displayed as read-only.
For more information, please refer to
Timesheet Approval
The Timesheet Approval screen displays employee timesheets for a selected range of dates. The data includes submitted, approved, rejected, and posted timesheets.
Users can filter the log by company, job, crew, shift, status, foreman, and responsible person.
Each entry on the Timesheet Approval screen has a dedicated row for labor (time entries) that displays the usual details about hours worked by the employee, as well as rows dedicated to expense and equipment hours. This allows the approver to review associated expense and equipment hours for the corresponding labor entry in a single glance.
NOTE: Equipment time can only be posted and cannot be submitted/approved/rejected.
For more information on expense approval, please refer to Construct CT – Expense And Approval.
From Date, To Date
Enter a range of dates to filter the timesheets displayed in the log.
Submit
The Submit button allows approvers to submit both their time entries (hours worked) and expenses for approval. Press this button to move the labor hours and expense entries to the Submitted column.
Approve
The Approve button allows approvers to validate and accept labor hours and expense entries in one step. Press this button to move labor hours and expense entries to the Approved column. Expenses will be marked as "Approved" for processing.
Reject
The Reject button allows approvers to reject labor entries and the associated expenses. Press this button to move the labor hours and expense entries to the Rejected column. Expenses will be marked as "Rejected".
Post
The Post button finalizes labor and expense entries, making them ready for financial and project records. Press this button to post the labor hours and move them to the final Posted status. Expenses will simultaneously be moved to the "Posted" column.
Submitting Time Entries
The Submit button allows approvers to submit both their time entries (hours worked) and expenses for approval. Press this button to move the labor hours and expense entries to the Submitted column. The column indicates the sum of hours submitted by the employee.
Users can click on the timesheet to review the details for a particular day.
The submitted hours will appear in a blue color on the selected timesheet, as shown in the screenshot above.
The Hours Detail pop-up will display "Submitted" next to the hour types.
Approving Time Entries
The Approve button allows approvers to validate and accept labor hours and expense entries in one step. Press this button to move labor hours and expense entries to the Approved column. Expenses will be marked as "Approved" for processing. The column indicates the sum of hours submitted by the employee.
Users can click on the timesheet to review the details for a particular day.
The approved hours will appear in a green color on the selected timesheet, as shown in the screenshot above.
The Hours Detail pop-up will display "Approved" next to the hour types. Once approved, hours cannot be edited.
Approved records can be subsequently rejected by accessing the individual record and clicking the [Reject] button.
NOTE: Approved hours cannot be rejected in a batch selection; they can only be rejected on an individual employee basis.
Rejecting Time Entries
The Reject button allows approvers to reject labor entries and the associated expenses. Press this button to move the labor hours and expense entries to the Rejected column. Expenses will be marked as "Rejected". The column indicates the sum of hours submitted by the employee.
Users can click on the timesheet to review the details for a particular day.
The rejected hours will appear in a red color on the selected timesheet, as shown in the screenshot above.
The Hours Detail pop-up will display "Rejected" next to the hour types.
Posting Time Entries
The Post button finalizes labor and expense entries, making them ready for financial and project records. Press this button to post the labor hours and move them to the final Posted status. Expenses will simultaneously be moved to the "Posted" column. The column indicates the sum of hours submitted by the employee.
Users can click on the timesheet to review the details for a particular day.
The posted hours will appear in a gray color on the selected timesheet, as shown in the screenshot above.
The Hours Detail pop-up will display "Posted" next to the hour types.