Timesheet Manager
- Michelle Drewes
Users with Timesheet Manager access maintain escalated approvals, automatic period generation, periods, shifts and timesheet holidays. Before a user can create a timesheet, both a period and a shift must be created
Role: Users with Timesheet Manager, District Manager or Admin roles.
Timesheet Escalated Approval
The Timesheet Escalated Approval grid will display submitted timesheets waiting for approval. The user will be able to singularly or mass approve submitted timesheets directly, bypassing the workflow approval.
View an Escalated Timesheet
If you prefer to view the details of a timesheet before approving it, click on 
Edit: You may edit the timesheet as long as the approval status is ‘initiated'
Approve: A pop-up confirmation window will appear providing a note area to optionally enter a reason for the approval. Click Approve. The timesheet will bypass the rest of the workflow and will be updated with an approved status. The originator will be notified that the timesheet has been approved. The originator may open their timesheet to view the ‘Timesheet Approval Trail’ which will include the approver who approved the timesheet, optional notes they entered, and the date/time the timesheet was approved.
Reject: A pop-up confirmation window will appear providing a note area to enter a reason for the rejected timesheet. Click Reject. The originator will be notified that the timesheet has been rejected. The timesheet will be updated with as a status of ‘rejected’ and displayed in their ‘My Timesheets’ grid . The originator may view the timesheet to click on the ‘Timesheet Approval Trail’ to see the approval trail of who rejected the timesheet, optional notes they entered, and the date/time the timesheet was rejected. The originator also has the option of editing the timesheet, if needed, and re-submitting it for approval.
Automatic Period Generator
This option may be used if your district prefers timesheet periods be created automatically. You also have the option to automatically create timesheets for specified positions. Fields denoted with a bullet 
Creating Automatic Timesheet Periods
Automatic Period Generator: Once finished setting up the automatic period generator settings, select ‘true’ to start running the ‘generatePeriodsjob’ batch job. For more details on the scheduled job, please refer to System>Batch Job.
Once the Automatic Generation Running is set to true, you will receive the following pop-up notification indicating the automatic period generator is running starting with the time periods defined in your batch job. You may click ‘Click here to navigate’ and it will take you to the current batch jobs under System<Batch Job to view the results of your scheduled job; or you may ‘close’ this window.
Once all timesheet periods inclusive of the Automatic Period Generator are closed, this setting will automatically change to ‘false’ indicating the job will no longer create automated timesheet periods (or automatic timesheets if positions are included in the generator).
Closing Time: Select the time - Hour/Minute/Period (AM/PM) - when a period should be automatically closed.
Start Date: Select a date you want to start generating automatic periods. For example, you may want the start date to coincide with the start date of a payroll period.
Available Future Periods: Select the number of future periods to be created when the automatic period generator is enabled.
Example: if your start date is 11/01/2024, semi-monthly and you enter 1 future period, once the generator is enabled, it will create 2 timesheet periods on the periods grid… the current period (11/1-11/15) and the future period (11/15-11/30). Please refer to Automatic Period Generator Example for more details.
Timesheet Reminders: Sends an email reminding timesheet employees as to when the timesheet period will close.
Duration: Select the duration. This usually coincides with the USPS Pay Plan. You may choose from Biweekly, Semi-monthly and Monthly. Your period ending date options will change based on the Duration chosen:
Weekly: Required to entering a ‘Period Ending Day’
Bi-Weekly: Required to entering a ‘Period Ending Day’
Semi-Monthly: Required to enter a First Period Ending Date and a Second Period Ending Date
Monthly: Required to enter a ‘First Period Ending Date’
Close on non-business day: Option to move the closing date if it happens to fall on a non-business day to a business day. For example, if the closing date were to fall on a Sunday, use this option to move the closing date to the next business day. This option is currently not working ESS-860
Months to Skip: option to disallow timesheets to be created for a specified month(s)
Period Closing Day: You have the option of using the pre-defined setting under System>Configuration>Timesheet Period Close Configuration for the closing day or select a desired day to close the period.
Positions: If position(s) are added, it automatically creates timesheets for the specified employee’s positions when the related period is auto generated. If left blank, it will not auto create timesheets. Instead, the user will manually create their timesheets via Timesheets>My Timesheets.
Automatic Period Generator Grid
You may create multiple automatic period generators jobs as long as the timesheets periods defined in the job do not coincide with existing timesheet periods. All automatic periods generator jobs are displayed in the grid. The actual timesheet period(s) created are displayed in the Period grid.
View the details of the Automatic Period Generator job.
Edit an existing Automatic Period Generator job.
Delete an existing Automatic Period Generator job [as long as the job is running (true)]. If an automated period is deleted, a confirmation message will appear indicating the number of positions associated with the periods generated during that time. NOTE: The periods created via the automatic period generator (as well as their related timesheets) will stay intact, they will not be deleted.
Automatic Period Generator Example
Listed below is the Automatic Period Generator setup. The start date is 11/01/2024, semi-monthly with 1 future period, using automated closing of the period 3 days after period ends, and a selected position entered. NOTE: If position(s) are not added in the Automatic Period Generator setup, employees must manually create their timesheets via ‘My Timesheets’.
Once the generator is enabled and running:
it will automatically create 2 timesheet periods which are displayed under the Periods grid… the current period (11/1-11/15) and the future period (11/15-11/30). Both will be open by default.
since a position was included in the setup, it will automatically create timesheets for both periods for employee ID ANON492 (Susan Dean) for her cook position. Her timesheets will be displayed under the Timesheets grid.
once the 1st period (11/1-11/15) automatically closes on 11/18 at 11:59 PM, the next period (12/1-12/15) will automatically generate and display under the Period grid. Susan’s timesheet for the 12/1-12/15 period will be automatically created as well.
once the 2nd period (11/15-11/30) automatically closes (on 12/3 at 11:59 PM), the next period (12/16-12/31) will automatically generate and display under the Period grid. Susan’s timesheet for the 12/16-12/31 period will be automatically created as well.
The automatic period generator will continue this cycle of automatically generating periods (and timesheets if positions are included in the setup) as long as the generator is enabled and the prior period is closed automatically. WARNING: Closing an auto generated period manually via the Period grid will NOT automatically create the next period.
Period
This option may be used if your district prefers timesheet period(s) be created manually (instead of via the automatic period generator). You may create multiple timesheet periods manually as long as the timesheets periods specified are inclusive of one another. Fields denoted with a bullet
Create a Period
Click 
Begin: Select the date the period should begin. For example, the begin date may coincide with the start date of a payroll period.
End: Select the date the period should end. For example, the end date may coincide with the end date of payroll period.
Close Date & Time: It will auto populate with closing date and time if configured to automatically close periods via System>Configuration>Timesheet Period Close Configuration
Description: (optional) Enter a description defining the timesheet period. NOTE: When a period is generated automatically, it will not contain a description.
Click 
Period Grid
Periods created either manually or via the automatic period generator will be displayed in the Period grid.
Close an open period. WARNING: Closing an auto generated period via the ‘close’ icon (or ‘close period’ button when viewing a period) will NOT automatically create the next period.
When closing a period, a confirmation box will appear with a count of the timesheets inclusive of the period, their various approval statuses as well as a total of the timesheets for that period.
Open a period.
Shift
Before a timesheet employee can create a timesheet, a shift must be created for their position. You may create a single shift for multiple positions.
Create a Shift
Name: Enter a Shift Name
Start Time/End Date: Select a start and ending time for the shift
Break Time: Enter a break time (i.e. 1.0 for hour break, 0.50 for half hour break, etc).
Hours in Work Day: Enter the hours in the work day. Currently, the start/end times, break time and hours in work day do not check (balance) against one another.
Flexible Shift: If this flag is enabled, the start/end time fields and the hours worked field are disabled. Please refer to Flexible Shift for more information.
Select Position for this Shift: Add one or more positions that should be included in this shift.
NOTE: It will only display employees who have a user account in ESS and marked as a timesheet employee in USPS
ESS-712 will include employee name on position list
After a position has been assigned a shift, when a user creates a timesheet for that position, all shift data will be prefilled for that user’s timesheet.
Shift Grid
Flexible Shift
If a shift is created and the flexible shift flag is enabled, the start/ending time and hours worked fields are disabled. Enter the break time (i.e. 0.5 for half hour), select the positions and click Create.
When the employee creates their timesheet, and selects the position associated with the flexible shift, the start time and end time will be blank on each line item. Once both the start and end times are entered, the hours worked field will be automatically calculated. Timesheet can be saved if some of the line items have blank start/end times, however, the timesheet cannot be submitted until all times are filled in.
Timesheet Holidays
Timesheet holidays consist of a period of time or specific date where timesheets are typically restricted due to a holiday
Create a Timesheet Holiday
From Timesheet Manager,
Click ‘Create’
Provide a label for the timesheet holiday.
Check the notify managers if you want to send an email to Timesheet Managers if a timesheet is requested during the holiday date range.
Check ‘Enabled’ to activate the holiday.
Check ‘Entire Day’ if it applies to the entire day or leave unchecked to select a start/ending time
Select start and end dates for your holiday period.
If specific timesheet types should be included in the holiday, select all that apply. Leave empty to select all activity types.
You can filter by employee and their position. (or leave blank to include all positions for an employee).
If specific employees aren’t selected, you can filter by Pay Group and/or Department Codes.
Click ‘Create’ to save your holiday or ‘Cancel' to exit without saving changes.
When a user creates their timesheet, if a holiday is inclusive of the timesheet period, it will automatically denote the holiday item on the timesheet.
Timesheet Holiday Grid Options
The Timesheet Holiday grid allows the user to filter holiday information by entering their search query in the filter row.
view entire holiday record
edit an existing holiday record
delete an existing holiday record