Timesheet Initial Setup Checklist

Owned by Michelle Drewes
Last updated: Nov 19, 2024
2 min read

Configuration

Role: District Manager or Admin role

  1. For an employee to be eligible for a timesheet, in their position record(s) in USPS, ensure the ‘Timesheet Required' checkbox is enabled and the ‘Supervisor’ is filled in (required)

  2. System>Configuration>ESS Functionality Configuration, ensure ‘Employee Time Sheet’ is checked (required)

  3. Timesheet Configuration - Controls the Time Entry, overtime reasons requirement and email notification if another user has edited a user’s timesheet

  4. Timesheet Period Close Configuration - Enables timesheet periods to close automatically. specifying the number of days after the period ending date the timesheet period will be closed. (required if using automatic period generator)

  5. Timesheet Workflow Configuration - Allows district to customize the verbiage on the default emails sent during the timesheet workflow approval process

    1. Ensure System>Configuration>Email Configuration is set up beforehand in order for timesheet emails to be sent (required if using email notices). If you already configured email for Leave Request email notification, you can ignore this step.

Workflows

Role: Timesheet Workflow Manager

  1. Under Users, create Timesheet Groups and Timesheet Group Chains (required in order to run employee’s timesheets through the approval workflow). You can use the ‘Copy to Timesheet Group' and/or ‘Copy to Timesheet Group Chain’ options to copy existing leave groups and leave group chains to timesheet group records or timesheet group chain records.

Timesheet Manager

Role: Timesheet Manager

  1. Choose to set up timesheet periods automatically and/or manually (required)

    1. Timesheet Manager>Automatic Period Generator will create and close timesheet periods automatically (System>Configuration>Timesheet Period Close Configuration must be enabled)  Automatically generated timesheet periods will be displayed in the Period grid. You also have the option to automatically create timesheets for specified positions.

    2. Timesheet Manager>Period will display automatically generated timesheet periods.  However a timesheet period may be created manually using this option.  Periods can be closed manually or (automatically depending on if System>Configuration>Timesheet Period Close Configuration is enabled

  2. Timesheet Manager>Shift. A timesheet shift must be created for each position eligible for a timesheet.

Once the above initial steps are completed, timesheet employees may proceed with creating their timesheets (if timesheets aren’t created automatically) and submitting their timesheets for approval. Please click here for a quick guide on how to enter timesheets, approve and export timesheets.