Time Recording

The Time Recording screen allows employees to record their work and/or leave hours, review and modify them, and submit them as employee approved. It provides the Total of Work Hours and Leave Hours for easy review. Hours recorded here, on Save, will be available to managers to review, modify and approve via Time Editor screen and Group Approval.

Prerequisites

  • Employee configured for TIME

Rules and Guidelines

  • You can switch among five different views within this template: Pay Period, Month, Week, Day and Range.

  • Employees record worked hours in different modes based on the Report by option selected on the Design Timesheet Templates screen.

    • If set to Report by Time, employees must specify the Start and Finish Times for work.

    • If set to Report by Hours, employees must specify the hours worked with a Time Code.

  • On top of the Report by setting, employees may be allowed to record leave hours based on the Enable Leave Reporting checkbox on the Design Timesheet Templates screen. If Enable Leave Reporting is ticked, then an additional column Entry type is enabled on this screen.

    • If Enable Leave Reporting is Y, employees can log leave hours with a Time Code.

    • If Enable Leave Reporting is set to N, employees cannot record leave hours.

  • For columns Daily Rule / Secure Field 1-7, their availability in the browselist are dependent on the Visible setting via Design Timesheet Templates. Employees can still change the order the columns appear by dragging and dropping in the browselist (standard browselist functionality) but the default order of the columns follows the template.

  • You can enter your worked times for the day on this screen and have the data flow through to the Time Editor screen for processing via the Time Module. Where the Daily Rule/ Secure Field 1-7 are left blank, the employee's default/effective dated Time Costings are used where mapped to Time. Where they are not mapped to Time, they use the employee's default/effective dated Costing values in these fields.
  • The data can be overridden and will appear as an Override on Time Editor where the Override field will display a T.
    • You can view time transactions in the prior, current and future pay periods in all status.
    • You can add/ modify/ delete time transactions in all status in the:

      • Current and Future Pay Periods; or

      • Past Pay Periods based on the Preceda Variable Retro Time.

        The ability to add records for certain time periods is governed by the:

        *TIMERECLOCK

        If *TIMERECLOCK is set to Y, you can only enter or edit records for the Current Pay Period.

        If *TIMERECLOCK is set to N, you can enter or edit records for the Future and Current Pay Period.

        If *TIMERECLOCK is set to N and *PRECEDATIME_RETRO is set to Y, then any day on any Pay Period is editable.

        Time transactions for Prior Periods can be changed. When these records are approved, it triggers retro time entries to be generated and the record is considered to be Overridden.

         

Field Information

Views

When this View is selected, all time entries recorded against the date and time within the Pay Period are displayed. The start and finish dates and times for the current pay period can be viewed via Pay Period Rules Definition screen .

By default, the view displays the current pay period for this employee. Employees can go to other Pay Periods via the Next/Previous buttons beside the date fields.

When this view is selected, all time entries recorded against the month are displayed.

By default, the view displays the current month where Today sits in. Employees can go to other months either via the Next/Previous buttons or specify a date in the datepicker - the view will display all time entries logged for the whole month where the specified date sits in.

When this view is selected, all time entries recorded against within the week are displayed.

By default, the view displays the current week where Today sits in. Employees can go to other weeks either via the Next/Previous buttons or specify a date in the datepicker - the view will display all time entries logged for the whole week where the specified date sits in.

When this view is selected, all time entries recorded against this day are displayed.

Employees can go to other days either via the Next/Previous buttons or specify a date in the datepicker.

When this view is selected, you can specify any dates in the From and To datepickers. All time entries recorded against the date range are displayed.

 

Buttons/Fields

They are read-only in Pay Period View. They show the start date and the end date of a pay period.

Only one datepicker is available in Month, Week and Day Views, and it is editable. The behaviour is explained in the Views section.

Both datepickers are available and editable in Range View.

When clicked, records from the previous Pay Period, Month, Week or Day are displayed by updating the To Date and From Date based on the view selected.

This button is hidden in Range view.

When clicked, records from the next Pay Period, Month, Week or Day are displayed by updating the To Date and From Date based on the view selected.

This button is hidden in Range view.

This button is displayed and enabled if any records in the view has Enforce Employee Approval set to Y and Employee Approval has not been achieved. On clicking the button, all entries in the view are approved by the employee;

This button is displayed as read-only if all entries in the view have achieved employee approval.

This button is hidden if all entries in the view have Enforce Employee Approval set to N.

This sums up all work hours displayed in the browselist.

This sums up all leave hours displayed in the browselist.

This is visible if Enable Leave Reporting is ticked via Design Timesheet Templates.

 

Browselist

Based on the settings via Design Timesheet Templates screen and linked to the employee via Group Profile, other fields available on ESS Time Recording are different.

Select the date you intend entering time for.

This column is hidden in Day View.

This displays the Day of the week for the value in the Date column (if in Range, Month or Week View).

This column is read-only.

This displays whether the time entry is approved by the employee.

This displays whether the time transaction is approved to the required level.

This displays the status of the time entry:

All saved time entries via ESS and Mobile Time Recording are in this status.

If Enforce Employee Approval is set to Y for this employee, then by submitting the time entry, this status changes.

If Enforce Employee Approval is set to N for this employee, then only manager approval changes the status

If Enforce Employee Approval is set to Y for this employee and the current status is Draft, by submitting the time entry either via ESS or Mobile Time Recording, the status changes to Submitted.

If Enforce Employee Approval is set to N for this employee, this status is not applicable.

When the current status is Submitted, once the right level of approval is achieved on the manager side, the status will update to Approved.

If Enforce Employee Approval is set to Y for this employee and regardless of the current status:

  • Once a manager creates a new entry and approves it via Time Editor or other methods, the entry will be in this status on ESS and Mobile Time Recording screens.
  • Once a manager modifies any field for a time entry and approves it via Time Editor or other methods, the entry will be in this status on ESS and Mobile Time Recording screens.

If Enforce Employee Approval is set to N for this employee, this status is not applicable.

When the current status is Proposed, once employee approval is achieved, the status will update to Approved .

If Enforce Employee Approval is set to Y for this employee, this status occurs when the time entry is approved by the employee via ESS or Mobile Time Recording, and is approved to the right level by the manager.

If Enforce Employee Approval is set to N for this employee, this status occurs when the time entry is approved to the right level by the manager.

Regardless of the Enforce Employee Approval setting, this status occurs when the time entry is posted successfully.

 

Enter the time you commenced working for the day.

Format is [xx:xx] in 24hr mode.

Enter the time you finished working for the day.

Format is [xx:xx] in 24hr mode.

 

 

This allows employees to specify whether they are recording hours for work or for leave. It defaults to Work so you do not need to select from the prompt list when recording new hours.

Below field availability is based on the selection of Entry Type (Work or Leave).

Enter the time you commenced working for the day.

Format is [xx:xx] in 24hr mode.

Enter the time you finished working for the day.

Format is [xx:xx] in 24hr mode.

This column is read-only.

This column is read-only.

 

Start Time and Finish Time are editable.

Specify a valid Time Code:

  • If a Time Code Filter is selected on Design Timesheet Templates and linked to the employee via Group Profile, then the Time Code must be included in the list of Time Codes selected to be Visible for Leave Recording in this Time Code Filter.
  • If no Time Code Filter is selected on Design Timesheet Templates linked to the employee via Group Profile, the Time Code must be included in the database.

It is recommended that employees select from the prompt list to ensure that the Time Code is valid.

Specify the number of hours for the specified Time Code.

If the Start and Finish Times are left blank and only the Hours are entered, the Start Time will default to the Pay Period Rule Definition Start Time.

 

 

 

Specify a valid Time Code:

  • If a Time Code Filter is selected on Design Timesheet Templates and linked to the employee via Group Profile, then the Time Code must be included in the list of Time Codes selected to be Visible for Hours Recording in this Time Code Filter.
  • If no Time Code Filter is selected on Design Timesheet Templates linked to the employee via Group Profile, the Time Code must be included in the database.

It is recommended that employees select from the prompt list to ensure that the Time Code is valid.

Specify the number of hours for the specified Time Code.

On Save, the Work Hours Recording Start Time will be defaulted to the Start Time of the Pay Period Rule.

 

 

This allows employees to specify whether they are recording hours for work or for leave. It defaults to Work so you do not need to select from the prompt list when recording new hours.

Below field availability is based on the selection of Entry Type (Work or Leave).

Specify a valid Time Code:

  • If a Time Code Filter is selected on Design Timesheet Templates and linked to the employee via Group Profile, then the Time Code must be included in the list of Time Codes selected to be Visible for Hours Recording in this Time Code Filter.
  • If no Time Code Filter is selected on Design Timesheet Templates linked to the employee via Group Profile, the Time Code must be included in the database.

It is recommended that employees select from the prompt list to ensure that the Time Code is valid.

Specify the number of hours for the specified Time Code.

On Save, the Work Hours Recording Start Time will be defaulted to the Start Time of the Pay Period Rule.

 

Specify a valid Time Code:

  • If a Time Code Filter is selected on Design Timesheet Templates and linked to the employee via Group Profile, then the Time Code must be included in the list of Time Codes selected to be Visible for Leave Recording in this Time Code Filter.
  • If no Time Code Filter is selected on Design Timesheet Templates linked to the employee via Group Profile, the Time Code must be included in the database.

It is recommended that employees select from the prompt list to ensure that the Time Code is valid.

Specify the number of hours for the specified Time Code.

On Save, the Leave Recording Start Time will be defaulted to the Start Time of the Pay Period Rule.

 

 

 

These fields will be available or hidden depending on whether they are selected to be Visible on Design Timesheet Templates (i.e. their visibility is not controlled by Report by Time, Report by Hours or Enable Leave Reporting setting). The fields are: Daily Rule & Secure Fields 1- 7.