Timesheet Guideline
- Michelle Drewes
- Pat Zelei
- Mary Adams
Timesheets is a module that can be enabled in ESS. Once enabled and configured, ESS users who are eligible for timesheets will be able to create, submit, and approve timesheets in order for them to be exported and posted to USPS.
In order for an employee’s position to be eligible for a timesheet position, on the employee’s position in USPS, ensure the ‘Timesheet Required' checkbox is enabled and the ‘Supervisor’ is filled in. Please refer to USPS Mass Load chapter for details on how to mass load these fields.
The following information provides a guideline as to the setup and main menu options available for timesheets in ESS. Please review the initial setup checklist containing steps that can be taken to prepare a district for timesheet entries.
Configuring Timesheets
Role: Admin or District Manager
For districts who plan to use Timesheets in ESS, the following must be configured:
Under System>Configuration>ESS Functionality Configuration, ensure ‘Employee Time Sheet’ is selected. This change will not take full effect until the page is refreshed.
Once enabled, additional options will appear under the System>Configuration. They include:
Timesheet Configuration - Controls the Time Entry Precision in order to increase/decrease ‘Hours Worked’ and ‘Break Time’ on a user’s timesheet form, enable overtime reason to be required and select if an email notification should be set when a timesheet has been edited.
Timesheet Period Close Configuration - Enables timesheet periods to close automatically, specifying the number of days after the period ending date the timesheet period will close.
Timesheet Workflow Configuration - Allows district to customize the verbiage on the default emails sent during the timesheet workflow approval process.
Timesheet Workflows
Role: Timesheet Workflow Manager, District Manager or Admin
Once timesheets is enabled, the user can create workflows (groups and group chains) for timesheet employees. Please refer to Groups and Group Chains in the User chapter for more information.
ESS Timesheet menu options
In ESS, a user must have an existing user account. In USPS, their position record must be marked as ‘Timesheet Required’ and Supervisor field filled in.
Role: Timesheet Manager, District Manager or Admin
Once timesheets is enabled, the following Timesheet menu options will be displayed on the main ESS menu. Please click on the links provided below for further documentation on each option.
Timesheet Manager - Users with Timesheet Manager access have the ability to escalate timesheet approvals, set up automatic period generation (and automate timesheet creation), and maintain periods/shifts.
Timesheets - includes the ability to manually create new timesheets as well as view, edit or recall an existing timesheet. If your user account has been granted additional roles (other than the standard User role), you may have additional options under the Timesheets menu.
Timesheet Approval - ability for supervisors to approve/mass approve their staff’s timesheets
Once initial setup is completed, please review our quick guide on how to enter, approve and export timesheets.
Timesheet FAQ’s-Frequently Asked Questions
What happens if an employee enters an Leave request in the middle of the day?
If an employee enters a Leave Request in the middle of the day or at the end, the system will automatically split the shift into 3 rows. In the example below, the employee entered a Leave Request for PL 10-2 pm after the timesheet was created in ESS. Once the Leave Request is approved, the shift on the Timesheet is then split for the morning hours worked 7:00-10:00 am, the Professional Leave Request from 10:00 am to 2:00 pm, with the remaining part of the day reflected on the Timesheet from 2:00-3:00pm. The employee also had overtime hours at the end of the day, which will remain on the timesheet.
Original Timesheet without the approved Leave Request:
Timesheet after LR is approved:
What happens if an employee enters a Leave Request in the morning and at the end of the day?
The Leave requests will appear after they have been approved. Once the employee views their timesheet, it will show the morning and afternoon LR with the rest of the time reflected as worked.
