The following frequently asked questions provide details on the most commonly asked about pieces of the Timesheets feature. Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.
If your agency has configured AWARDS to track time off accruals for employees, only human resources staff and executive level users have the option to enter time off directly into timesheets. All other users must use the time off request system accessed using the Attendance module, Time Off Requests feature. For more information, see Submitting a Time Off Request.
If your agency has NOT configured AWARDS to track time off accruals for employees, you can enter time off directly into your timesheet using the available "Activity" selection options. For more information, see Updating a Timesheet.
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In data entry mode, set the activity for the entry to "REMOVE ENTRY" and then update to save your changes. (Do not clear out the date or time fields for the entry prior to updating - leave everything as is except for the activity selection.)
Unless you are a member of the "Human Resources" user group, or have the "Human Resources Data Entry" permission, you will only be able to view timesheets for the current and previous pay periods.
If you will be working on a scheduled holiday, you need to make an entry in your timesheet for that day as usual. That data entry must be completed by the end of the day on the holiday in question, otherwise the holiday may automatically be dropped into your timesheet, requiring the data to be manually corrected. Once the timesheet data has been entered, you will be able to request an "Exchange Holiday" for a date other than the holiday using the Attendance module, Time Off Requests feature.
The definition of "supervisory tree" varies from feature to feature. As a result, the list of supervisees for each may be different. For example, in some features supervisory tree means the user and his or her direct supervisees. In other features the supervisory tree also includes another layer below that to encompass the supervisee's own supervisees.
Timesheet discrepancy notices are sent via the AWARDS Messages module when there is time on your work schedule for a given day of the week, but no time has been entered in the timesheet for that day.
Within each timesheet discrepancy notice you have the option to enter the missing time directly rather than going into your timesheet to do so; however, you will only be able to enter time for the date referred to in the message if that date is yesterday or today. After that your ability to do data entry for that date directly from the notice expires. For example, if you do not enter time for the 14th and you receive a notice about it on the 15th, you will be able to enter your time directly in that notice for the purposes of updating your timesheet. If you don't do so and you receive another message on the 16th, you will have to go into my timesheet to do the data entry.
If you have a work schedule set up, information from that schedule will automatically drop into your timesheet so that it does not have to be manually entered. Any default entries that drop into the time sheet in that manner are displayed in red. That time off data cannot be removed using the "REMOVE ENTRY" activity as other timesheet data can, because it is expected that you will either be working on your scheduled day, or that you will otherwise indicate in some why that you will not be working on that day by submitting a time off request, or by selecting a different activity type in your timesheet (if you are HR or Executive level staff).
Holidays will drop into the timesheets of eligible employees at the end of the day on the holiday. If, on the day after the holiday, it is still not showing up in your timesheet, it could be for any of the following reasons:
The holiday was not entered as such by HR staff using the Human Resources module Holiday Schedule feature.
You are not eligible for paid time off, as determined by the payroll group selected in your staff information record in the Human Resources module.
You are not scheduled to work on the holiday, as determined by your work schedule in the Attendance module.
You previously requested that day off using the Attendance module, Time Off Requests feature and that request was approved.
You have already entered timesheet data for the holiday.