Follow
Timesheet Approvals

The process of approving timesheets provides managers with visibility into the work hours of their direct reports. Approvers can verify that all time recorded has been allocated in the correct areas and that a sufficient number of hours have been recorded for the period.

Workfront provides the ability to configure timesheet approvals to support in this area.

Designating a Timesheet Approver

Typically, timesheets are approved by functional managers or human resources personnel. (Timesheets are not normally approved by project managers.) 

Designating a Timesheet Approver When Creating the Timesheet Profile

A timesheet approver is defined when creating the Timesheet Profile. 

More than one person can be defined as the approver of the timesheet. This is typically done in the event someone is out of the office, there will be backup approvers. All approvers are notified when a user submits the timesheet for approval. 

Users can identify more than one timesheet approver when creating a new timesheet from the Timesheet Area. 
mat1.png

Additionally, when creating a recurring timesheet profile more than one user can be noted as the approver the timesheet. 
mat2.png

When more than one user is identified as a timesheet approver, each approver receives a notification to review and approve the timesheet. Only one user is required to approve the timesheet in order for it to be approved. 

Up to 7 users can be assigned as an approver on timesheet. 

When a timesheet has been approved, the other approvers will see 'Timesheet has been approved.'

Designating a New Timesheet Approver at a Later Time

Approvers can be changed after the timesheet is created. This becomes necessary if the normal approver for the timesheet profile is out of the office or is otherwise unavailable to perform this task. Individuals cannot change the timesheet approvers for their own timesheets.

Submitting a Timesheet for Approval

Submitting a Timesheet for Approval

After a timesheet approver is set (as described in "Designating a Timesheet Approver"), the Submit button at the bottom of the timesheet changes to a Submit for Approval button.

     

At the end of the timesheet period each user clicks Submit for Approval, which launches the timesheet approval process. When a timesheet has been submitted for approval, the approver sees the timesheet listed in the Approvals area on the My Work page.

Viewing the Status of a Submitted Timesheet

You can view the status of a timesheet after it has been submitted.

If the system administrator has enable the 'Timesheet Approval to User' and the 'Timesheet Rejection to User' event handlers, the user who submitted the timesheet is notified after the timesheet is approved or rejected. Without these notifications, the only indication a timesheet owner has of a rejected timesheet is to go to the 'My Timesheets' report (which displays all timesheets belonging to the logged-in user that have not been closed) to review the status of the active timesheets.

To view the status of a timesheet:

  1. Click Timesheet in the Global Navigation Bar.
  2. Click the My Timesheets tab.

Recalling a Timesheet

A user can recall a timesheet that has already been submitted for approval. Only timesheets that haven't been approved can be recalled. Users can locate this icon at the bottom of submitted timesheets.

Approving a Timesheet

You can approve any timesheets that have been submitted where you have been designated as an approver.

If the system administrator has enabled the 'Timesheet Submission to Approver' event handler (automated email), the assigned approver receives an email notification stating that a timesheet is awaiting approval. (For information about how system administrators can enable this email notification, see "Enabling and Disabling Event Notifications.")

To approve a timesheet:

  1. Click Timesheet in the Global Navigation Bar.
  2. Click the Timesheets I Approve tab.
  3. Click the timesheet you want to approve.
  4. Click Approve.
    Or
    If you want to reject the timesheet, click Reject.