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The Timesheet menu includes the ability to manually create new timesheets as well as view, edit, or recall existing timesheets. If your user account has been granted additional roles (other than the Standard User role), you may have additional options under the Timesheet menu.
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The user’s position must have the ‘Timesheet Required' selected in USPS>Positions for one or more positions a user needs to create a timesheet for in ESS. Also in order for the employee’s timesheet to process through the approval workflow, their position record(s) must have a supervisor defined.
If positions were entered in the Automatic Period Generator, once the period is automatically generated, it will also automatically create a timesheet for the specified positions. The employee can then view, edit (if needed), and submit their automatically created timesheet for approval.
Create a Timesheet
Once a The steps provided below are for employees who need to create a timesheet manually:
NOTE: A period and shift are must be created for the employee’s position(s) , prior to the employee has the ability to create creating their timesheet.
Under My Timesheets, click ‘Create’
Select the timesheet period and position you are creating your timesheet for and click ‘Create Timesheet’. NOTE: If a timesheet already exists for the employee, an alert notification will display on the screen and the employee will be redirected to their existing timesheet.
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The timesheet will be pre-filled with the information from the corresponding period and shift set up.
Click on a line item in order to edit the pre-filled information
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If the employee has an approved leave request inclusive of the timesheet period, the leave request line item gets added to the employee's timesheet automatically. These items are not editable in the timesheet. It will automatically adjust the times on the REG line item (or removes it entirely if the entire time is taken up by the leave request line item.)
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. You may overwrite any columns shaded gray. Once the timesheet has been exported, the exported column will display a checkmark.
Please refer to Flexible Shift for more information on shifts enabled with the ‘flexible shift’ option.
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b. By default, timesheets will not include weekend days. Select ‘+' to add additional line items to your timesheet (i.e. weekend work). To remove any items, check the box to the left of the item(s) and select '-'.
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Click on If the employee has an approved leave request inclusive of the timesheet period, the leave request line item is added to the employee's timesheet automatically after clicking Create.
Click 'Create’ to add your timesheet to your timesheet grid. NOTE: This action . Your timesheet is currently at a status of Initiated. The employee can view the timesheet after creation to confirm any leave request(s) are included. Leave request items are not editable in the timesheet. It will automatically adjust the times on the REG line item (or removes it entirely if the entire time is taken up by the leave request line item.)
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The creationg of the timesheet does not submit the timesheet to the workflow process. You must submit the timesheet for approval. See below. |
Submit a Timesheet for Approval
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You may submit your timesheet for approval one of two ways:
On your timesheet grid, click
icon to submit your timesheet for approval. A pop-up notification will be displayed indicating the timesheet has been submitted.
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Or click
to view your newly created timesheet. Click ‘Submit for Approval’ to submit your timesheet to the approval workflow.
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Again, a pop-up notification will be displayed indicating the timesheet has been submitted.
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Timesheet Grid
Displays a user’s existing timesheets in a grid format.
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Approval Status indicates where in the approval workflow the timesheet is currently at:
Initiated; : Originator has created their timesheet
Submitted; : Originator has submitted their timesheet for approval
Approved; : Timesheet has been through the entire approval workflow
Rejected: Timesheet was rejected at some point during the approval workflow
Exported: Approved timesheet was exported to a CSV (in order to be posted to USPS).
Cancelled: N/A
Grid Options
User may view the details of their timesheet regardless of the approval status.
User may edit their timesheet as long as the approval status is ‘initiated'. Once the timesheet has been submitted to the approval workflow process, the user can no longer edit it.
- timesheet
User may delete their timesheet as long as the following applies: the timesheet was created manually (not via an automatically generated period)
the approval status is ‘initiated’
User may recall a submitted timesheet (as long as it hasn’t been approved and the period is still open). Once recalled, the timesheet is back at an initiated status in order for the user to make additional changes. Once changes are complete, the user will need to re-submit their timesheet for approval.- User may delete their timesheet as long as it’s at an initiated status and the period is open.
submit their timesheet for approval. Once submitted, if the timesheet has not been approved yet (and the period is still open), the user may recall the timesheet in order to make additional changes.
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Viewing a timesheet
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Timesheet Details: includes the information entered on the timesheet. If the timesheet has NOT been submitted for approval yet, the user may edit the timesheet to make any changes. Click on ‘Submit for Approval’ to submit the timesheet to the timesheet approval workflow.
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Timesheet Approval Trail: Tracks the activity on the timesheet from original requester to final approver
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Supervisor Timesheet
Role: For users with Timesheet Approver, District Manager or Admin role.
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To approve a timesheet, the supervisor must have the Timesheet Approve role. Supervisor can approve timesheets via the Home screen (under Pending Workflow Tasks - Timesheet Approval or the Timesheet Approval menu option. |
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Allows supervisors the ability to view their staff’s timesheet information regardless of approval status.
Timesheet Details: includes the information entered on their staff’s timesheets
Timesheet Approval Trail: Tracks the activity on the timesheet, from original requester to final approver. The ‘Note’ column on the grid will indicate the Group Chain the timesheet is tied to.
Approval Status indicates where in the approval workflow the timesheet is currently at:
Initiated: Supervisor can edit or submit their staff’s timesheets for approval
Submitted: Supervisor can recall their staff’s timesheets
Approved: Supervisor can view their staff’s timesheets only
Rejected: Supervisor can edit or submit their staff’s timesheets for approval
Exported: Supervisor can view their staff’s timesheets only
Cancelled: N/A
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District Timesheet
Role: For users with Timesheet Manager, District Manager or Admin role
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Allows
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user the ability to view timesheets for anyone in the district regardless of approval status.
Timesheet Details: includes the information entered on all staff’s timesheets
Timesheet Approval Trail: Tracks the activity on the timesheet, from original requester to final approver. The ‘Note’ column on the grid will indicate the Group Chain the timesheet is tied to.
Allows user the ability to delete initiated or approved timesheets.
Approval Status indicates where in the approval workflow the timesheet is currently at:
Initiated: Timesheet Manager User can edit staff’s timesheet or submit any staff staff’s timesheets for approval
Submitted: Supervisor User can recall any staff timesheets
Approved: Supervisor User can view any (only) staff timesheets only
Rejected: Supervisor User can edit staff’s timesheet or re-submit any staff staff’s timesheets for approval
Exported: Supervisor User can view any (only) staff timesheets only
Cancelled: N/A
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Timesheet Export
Role: For users with Timesheet Manager, District Manager, or Admin role
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