You can create time cards to log time against the work you have done.

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.
Note: Time Cards created from Project form do not populate Resource plans automatically to avoid random allocations. For more information, see KB0814884 article in the Now Support Knowledge Base.
Time cards can be created automatically or manually.
  • 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 Auto create time card on task update setting in the assigned time sheet policy 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 configured on 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 using one of the following options.
    OptionSteps
    From the Time Sheet Portal
    1. Navigate to Time Sheets > Time Sheet Portal.
    2. Open the week on the Calendar for which you want to create the time card.
    From a Time sheet related list
    1. Open the time sheet that you want to create the time card for.
    2. In the Time Cards related list, click New.
    From a Time sheet related link
    1. Open the time sheet for which you want to create the time card.
    2. Click any of the following related links:
      • 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.
  2. On the form, fill in the fields.
    Table 1. Time card form
    FieldDescription
    Week starts on Starting date of the week of the time sheet.
    Note: The time sheet policy Week starts on controls the start day of the week. A message is displayed when you try to associate a resource plan with a time card when the week on which the time card starts is outside the resource plan dates.
    State Current state of the time card. All new time cards begin in the Pending state.

    Different states of a time card are Pending, Submitted, Approved, Processed, Rejected, and Recalled.
    Category Type of task for which the time card is created.
    Task Task that is associated to the time card.
    Project time category Type of activity in the project that time is reported for.

    This field appears when you select Project/Project Task or Task work in the Category field.
    User Name of the user that the time card is created for.
    Rate type Rate type that is considered during the expense line generation.
    For more information, see Rate type in labor rate card.
    Note: This field appears when the Allow multiple rate types option is selected in the assigned time sheet policy of the user.
    Resource Plan

    Resource plan of the task associated with the time card. When the time card is approved, the hours from the time card entry and the hourly resource rate are used to update the Actual hours and Actual cost values of the associated resource plan.

    A resource plan is associated with the time card in the following ways:
    • If the task has multiple resource plans, you can select the appropriate plan.
    • If the task has one resource plan, that plan is selected by default.
    Note:
    • If the task has no resource plan, the associated record updates the corresponding project.
    • A message is displayed on the time card when the resource plan dates are outside the dates of the time submission week.
    • This field appears when the Update actual hours and cost in resource plan/reports option 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.