Viewing Timesheets and Expenses

Employees can use the system to view their active time and expense entries. Active time entries are time entries that have not yet been processed by the HR Management module. Active expenses are expense entries that have not yet been processed by the HR Management module. Once the HR Management module processes time and expense entries, the time and expense entries are no longer active and no longer display in the View Timesheet and Expenses form.

To view time and expense entries, you must have Allow View Entries timesheet permissions specified for your employee ID in the HR Management module. To edit time and expense entries displayed on the View Timesheet form, you must have Allow Edit Entries timesheet permissions specified for your employee ID in the HR Management module. For more information, see Understanding Permissions.

To view active time and expense entries, complete the following steps:

  1. Access the View Timesheet and Expenses form using Action>View Timesheet.
  2. If a row is a time entry and has a plus sign icon in front of it, you can expand the row to display more information about the time entry. For example, if you entered your time using a Hourly Time Entry form or a Punch Clock Time Entry form, you can see additional information about the time you clocked in for the day, left for lunch, returned from lunch, and clocked out for the day by clicking on the plus sign icon   in front of the time entry. For more information about Hourly Time Entry pages or Punch Clock Time Entry pages and entering time, see Hourly Time Entry, Punch Clock Time Entry, Entering Time Into Hourly Time Entry, and Entering Time Into Punch Clock Time Entry.
  3. If a time or expense entry row displays highlighted in green, a manager has approved the time or expense entry. The name of the manager who approved the time or expense entry displays in the Approved By field. For more information about approving time and expense entries, see Approving Employee Timesheets and Expenses.
  4. If you want to specify whether or not you took a lunch break in a time entry, select the Lunch check box. You can edit this field for both approved and unapproved time entries. Select this check box as appropriate if you are required to report on whether or not you went to lunch. For example, some grants require this information for reporting purposes.
  5. If you want to change an unapproved time or expense entry, first delete the time or expense entry, then reenter your time or expense. For more information about deleting time or expense entries, see Deleting Timesheets and Expenses. For more information about entering time, see Entering Time Into Hourly Time Entry, Entering Time Into Punch Clock Time Entry, and Entering Time Into Exempt Time Entry.
  6. Click the Save button to save any changes you made to time or expense entries.
  7. If the Submit button is enabled, you must click Submit to send your timesheets for approval. See Submitting Timesheets for more information.