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Create a time card

Create a time card

Time cards can be created automatically or manually.

Before you begin

Role required: timecard_user

About this task

The Allow time card reporting on field on the project form determines the level at which the time cards for the project tasks can be created.

  • Automatic: Use the following options to automatically generate the time cards:
    • By updating task:
      Auto create time card on task update
      Configure time cards to be created when a user updates a task record. The time sheet policy Auto create time card on task update controls this behavior and is set to false by default.
      Auto fill time card with time worked entries
      Configure time cards to be created when a user records Time worked. A time card is created if a time card does not exist for the task. The time sheet policy Auto fill time card with time worked entries controls this behavior and is set to false by default.

      In Project Task, Incident, Problem, and Change records, the Time worked field does not appear by default and must be added to the form.

    • By scheduled job: Configure time cards for the project tasks to be generated automatically for users through a scheduled job. Only the admin can configure a scheduled job.
    Note: Time cards cannot be created automatically when you use the mobile interface. Use the desktop interface if you want to use the automatic time card feature.
  • Manual: Create a time card for each task and enter the time manually.

Procedure

  1. Create the time card with one of these options.
    OptionSteps
    From a time sheet related list
    1. Open the time sheet that you want to create the time card for.
    2. Click New in the Time Cards related list.
    From a time sheet related link
    1. Open the time sheet where you want to create the time card.
    2. Click any of the following related links. These options are also available on the worker portal:
      • Generate Time Cards: This option generates the time cards for all project tasks assigned to the user for the time sheet week. With this option, time cards are generated only for the project tasks that are in progress or planned in that week.
      • Copy from previous time sheet: This option copies all the time cards (for project and non-project tasks) from a selected time sheet.
      Note:

      When using the related links for creating time cards:

      • If a time card exists for a project task for the time card week, a duplicate time card is not created.
      • Time cards are generated only for those project tasks that are in progress or planned in that week.
    From worker portal
    1. Navigate to Time Sheets > Worker Portal.
  2. On the form, fill in the fields.
    Table 1. Time card form
    Field Description
    Week starts on Starting date of the week that the time sheet is created for. The field is automatically filled.
    Note: The time sheet policy Week starts on controls the start day of the week.
    State Current state of the time card. All new time cards begin in the Pending state.

    Default states: Pending, Submitted, Approved, Processed, and Rejected.

    Category Type of task that the time card is created for.
    Task Task that the time card is associated to.
    Project time category Type of activity in the project that time is reported for.

    The field is available only when Category is set to Project/Project Task.

    User Name of the user that the time card is created for.
    Rate type
    Rate type that is considered during the expense line generation. See Rate type in labor rate card for more information.
    Note: This field is visible only when the Allow multiple rate types check box is selected in the assigned time sheet policy of the user.
    Remaining effort Amount of work time left for the planned task. Remaining effort is the remaining effort in the planned task table and is calculated as:

    Remaining effort = Planned effort - Actual effort

    Note: The field is not available on the time card form by default. Configure the form to add this field if required.
  3. Click Submit.

Result

  • The time card is created for the selected time card period.
  • If the time sheet for the week does not exist, a time sheet is created for the time card week.

What to do next

After the time card is created, the hours for that task can be incremented automatically from the Time worked field in the task record. The time sheet policy Auto fill time card with time worked entries controls the way the time is updated in time cards. The policy is set to false by default. If automatic updates for time worked are not configured, the user must manually update the time card.