Track timesheet status

If you manage employees or projects, or simply want to know the status of your own timesheets, the Timesheet inquiry page gives you the insight you need. You can filter the view to show only those timesheets between a range of dates (limited to 31 days prior to the Through date). By default, the Through field contains the current date.

Visual icons show the dates on which employee timesheets are missing, entered, submitted for approval, and approved.

You can filter to show just the employees you are interested in, drill down to get more information, and even email reminders.

Go to Time > All > Timesheets > Timesheet inquiry.

Find timesheets

Use filters to find timesheets based on different criteria. Key filters include the following:

• You can filter the view to show only those timesheets between a range of dates (limited to 31 days prior to the Through date). By default, the Through field contains the current date. To find timesheets for a specific period, limit the period using the View timesheets from as a start date.
• Manager: Preset to your own name, but you can filter to show any manager that reports to you. If you have permission to View All, you can leave the Manager field blank to filter for all employees.
• Status: Optionally, filter by timesheet status, for example, showing employees with at least one missing timesheet.
• Project or project group: If you (or the selected manager) are a project manager, you can find timesheets entered for a project or a group of related projects.
• Dimension: Filter by dimension or dimension group to find timesheets. For example, you can find employees who work in a certain group of departments, or within a certain location.
• Include hierarchy: By default, timesheets are displayed only for direct reports. To include all employees that are below you (or the selected manager) in the organizational hierarchy, select Include hierarchy.

To review timesheets in the list

The Timesheet status table displays rows for all employees that meet the filter criteria, sorted by manager. There's a separate row for each employee, showing the employee's timesheet status for a 4-week period.

Email employees and managers

When you send an email to employees, you can copy yourself or their manager. You can also blind copy another employee, for example, their department manager.

To email employees:

1.  Specify which employees that you want to email.
   • To email specific employees, select the checkboxes to the left of their names in the Timesheet status table.
   • You can also email employees whose timesheets are missing or not submitted as of a certain date. For example, you could email all employees who have not submitted one or more timesheets for dates before the previous month's end.
2. Enter the Subject and Message of the email. The Subject field has a default message that you can customize by selecting on the field and entering in a new message.
   This page will remember the last email subject and message that you entered in, and will be the default for the next email.
3. Select whether you want a copy of the email to be sent to yourself, or the manager of each employee. Managers are copied only on emails sent to their own employees.
4. Select Send email.

Timesheet status

Here are a few things that you can do with the Timesheet status table:

• Use the visual icons to view which dates have timesheets that are missing, entered (but not submitted), submitted for approval (but not approved), or approved.
  • If a timesheet is marked as Submitted for approval, one or more timesheet entries on that date have not been approved or were rejected.
  • If a timesheet is marked as Approved, that means that all timesheet entries for the date have been submitted and approved.
• View entries marked as paid time off (PTO), vacation, or other time off.
• For a particular employee, select the icon for a specific date to drill down to the details. For example, were some entries rejected or are the entries waiting for approval?
  • If a timesheet was entered, you can view the hours, project, task, and specific status for all timesheet entries on that date.
  • For example, selecting a date marked as Submitted for approval shows all the timesheet entries for that date. This also displays which ones (if any) have been approved or rejected.
• If you are using resource scheduling in Projects, you can select the calendar icon next to an employee's name. You can view a list of their assigned tasks by date.

Timesheet status information

Status icon	Status	Description
	Draft	Timesheets filled out and saved as a draft, but not yet submitted (listed on Time> All > Timesheets > My timesheets or Staff timesheets). Learn how to save a timesheet as a draft.
	Missing	Employee has not submitted a timesheet for this date.
	Entered	Employee saved a timesheet for this date, but did not submit it.
	Submitted for approval	Employee submitted a timesheet for this date, but 1 or more entries are still waiting for approval or have been declined. Select the status icon to view details.
	Approved	Submitted and approved timesheet entries. Partially approved or partially declined timesheets contain a mixture of approved and declined time entries. The state depends on the last action taken by an approver. You can approve or decline an entire time sheet, or only portions of it (that is, individual days). You can make the following corrections to approved or partially-approved timesheets: Change task (if available). Add extra hours. Subtract hours. In adherence with standard accounting principles, you can only approve timesheet entries for transactions that occur in open periods.
blank	Weekend or n/a	If there is no icon for a date, it is either: A weekend day. Before or after the employment dates for that employee, as determined by the Start date and End date in the Employee record. Any employees who were not employed during at least one day in the date range will not appear in the table.

View timesheet status for all employees

Business users and Project Manager users can be assigned permissions to view the timesheet status for all employees. There are no restrictions based on whether you are the manager (direct or indirect) of the employees or the project manager for a particular project. Users assigned theses permissions can leave the Manager field blank to view data for all employees, or filter based on manager or other criteria.