Create a time sheet policy

As a time card admin, you can create a time sheet policy to specify a different set of policies.

Before you begin

Role required: timecard_admin

Procedure

  1. Navigate to Time Sheets > Administration > Time Sheet Policies.
  2. Click New.
  3. Fill in the fields.
    Table 1. Time sheet policy form fields
    Field Description
    Name Unique name of the policy.
    Allow blank time cards Allows submitting blank time cards for approval. By default, it is set to false.
    Auto create time card on task update Auto-creates a user time card when they update a planned task. By default, it is set to false.

    When a planned task is updated, a time card is created only if:

    • the user is a time card user, AND
    • the user is assigned to the task through Assigned to or Additional assignee list field, AND
    • the task is not in a pending state.
    Auto fill time card with time worked entries

    Auto-fills a user time cards with time from their Time worked entries. By default, it is set to false.

    When the time worked is updated, a time card is created if a time card does not already exist for the task. The time card is created or updated only if:

    • the user is a time card user, AND
    • the user is assigned to the task through Assigned to or Additional assignee list field.
    Auto create time cards every week Auto-generates time cards every week through a scheduled job for the users assigned to the time sheet policy. The time cards are generated for a user based on the user’s planned task assignments and hard allocated resource plans.

    By default, it is set to true.

    Update actual hours and cost in resource plan Updates the actual hours and cost in associated resource plan based on the hours entered in the approved time card.

    If set to true, the system looks for resource plans matching the user and the dates. If a resource plan is found, the resource plan is associated with the time card. The actual hours from the time card entry and the corresponding cost based on the user rate card are then updated in the actual cost field in the resource plan.

    By default, it is set to false.

    Week starts on Specifies the start day of the week for the time sheet. The default value is Sunday.
    Maximum hours per day Maximum number of hours a user can fill for any day in a timesheet. The default value is 24.

    If set to -1, it implies that there is no limit on maximum hours per day. However, the maximum hours entered per day cannot exceed 24 hours.

    Maximum hours per week Maximum hours a user can fill in a week in a timesheet. The default value is 40.

    If set to -1, it implies that there is no limit on maximum hours per week.

    Non-project time approver Determines which approvals are required for the non-project tasks.
    • Auto: Time cards are auto-approved when submitted.
    • User Manager: Time cards are routed to the user manager for approval when submitted.
      Note:
      • A user manager is one who is selected in the Manager field on User form of the time card user.
      • A user manager must have time card approver role to view and approve the time cards submitted by a time card user.
    • None: Time cards can be approved by users with timecard_admin role.
    Project time approver Determines which approvals are required for the project tasks.
    • Auto: Time cards are auto-approved when submitted.
    • Project Manager: Time cards for a project task are routed to the respective project manager for approval when submitted. The project manager is picked from the task against which the user is submitting time.
    • User Manager: Time cards are routed to the user manager for approval when submitted.
    • Both: Time cards are routed to both - user manager, and project manager for approval when submitted.
      Note: A time card remains in Submitted state when only either approver approves the time card.
    • None: Time cards can be approved by time card admin.
    Note:
    • The project manager and the user manager can view only those time cards that are routed to them for approval.
    • The system automatically updates the approver of the time card if the user manager or the project manager changes while the time card is still not approved.
    • If the name of the project manager or the user manager is not populated on the respective form, then the time card can be approved by the time card admin.
    Default Policy Indicates if the time sheet policy is a default policy. There can be only one policy with Default Policy set to true.

    The default policy is a global time sheet policy which applies to all the users who are not assigned to any other time sheet policy.

    Any time sheet policy with default policy set to true cannot be deleted. The user must first make another policy as default policy to delete the current default policy.

  4. Click Submit.

What to do next

  • Set the time sheet policy as default policy, if required.
  • Assign the time sheet policy to the users.