Timesheets require data in the system to be accurate in order to work successfully. In instances where you have issues with timesheets, this is usually due to missing or invalid data related to the employee.
This article serves to provide the basic checks you can perform as a HR user to ensure the data for the timesheets is valid.
Section 1 - Check the employee has a working pattern assigned
If the employee has submitted a timesheet for approval, and the manager approves it, the system will perform a validation check to ensure the timesheet can be submitted.
If the employee does not have a working Pattern, the authorisation will silently fail validation.
In the Employee Zone, click Career History.
Open the impacted employee record.
Click on the Career History Tab.
Open the current career history record.
Ensure there is a working pattern assigned via the Working Pattern field.
If a working pattern is assigned, make a note of the name and move onto the next section.
Section 2 - Check the working pattern has a week number & pattern days assigned
If an employee has a working pattern assigned to them that doesn't have a week number & working schedules assigned, the validation will silently fail. As such, you should check that the working pattern identified in Section 1 is configured correctly.
In the Employee Zone, click Lookups, then Working Patterns.
Open the Working Pattern record.
Click on the Days Tab.
If the working pattern does not have a week and working days assigned, then timesheets will silently fail for anyone on this working pattern. You should add Week 1 into this tab with valid working schedules for the relevant days. You can do this using the new button found in the days tab.
📌 Note: Ensure that the first week in the working pattern is set to week 1.
If the working pattern has a week number & working schedules assigned, make a note (or take a screenshot) of the working schedules assigned, and move on to Section 3.
Section 3 - Check the working schedules have periods assigned
Working schedules are still not valid for timesheets if they do not have periods assigned. As such, you should ensure that the working schedules assigned to the working pattern do indeed have periods within them.
In the Employee Zone, click Lookups, then click Working Schedules.
Open the working schedule record identified in section 2.
Click on the Periods Tab.
Are there periods assigned?
If so, you should repeat the steps in Section 3 for all working schedules assigned to the working pattern to ensure that all of them have periods.
If you have identified that the assigned working pattern does have everything assigned as in Sections 2 & 3, please move on to Section 4.
Section 4 - Check that the employee is employed for the week submitted?
If the employee appointment start date and/or career effective date is not in effect for the week commenced date of the timesheet would fail to correctly submit or approve. Data correction may be needed to clear records that are pending as a result of above. Please raise a new case online and reference the title of this article. Please be sure to include the following information:
Which employee has been impacted by the issue?
Which Week Commencing Timesheet did not show for approval?
Section 5 - What next?
If you have checked all of the above and everything looks correct, please raise a new case online and reference the title of this article. Please be sure to include the following information:
Which employee has been impacted by the issue?
Which Week Commencing Timesheet did not show for approval?