Concept: Timesheets
Timesheets enable contractors to record the time that they have worked during a specific period. Resource managers can also view timesheets submitted by contractors that report to them.
Admins can set default settings for timesheets in
Company Settings
. See Set Up Timekeeping Setting Defaults.Timesheet Types
There are 3 timesheet types in Workday VNDLY. You can configure 1 or more of these types in your tenant:
Timesheet Type | Description |
|---|---|
Summary
| These timesheets enable contractors to enter the numbers of hours or days they worked, depending on your tenant configuration. Workday VNDLY allocates this time against the appropriate charge code. Exact clock in and clock out times are not required. With this timesheet type, hours or days and allocations remain as two distinct datasets. This timesheet allows entries for previous weeks. You can also:
Summary timesheets, see Concept: Units of Time Entry for Summary Timesheets. |
Time In/Out
| These timesheets enable contractors to enter the specific times they clocked in and out for a work period. They can then assign the captured time against charge codes at a later point. Similar to Summary timesheets, hours and allocations remain as two distinct datasets. You can utilize the Break option for meal breaks. In Workday Mobile, time entry is limited to the current day. |
Clock & Assign
| These timesheets enable users to capture exact time punches and pair them with allocations at the point of time entry. Users can split time across workweeks without moving between timesheets. With this timesheet type, hours and allocations are associated in 1 dataset. These timesheets:
|
For reporting, the
Timesheet dataset
includes the timesheet type
assigned to a contractor. The Timesheet Summary
dataset refreshes at 00:35 AM, 6:35 AM, 12:35 PM, and 6:35 PM EST. The processing times can vary. Timesheets Page
The
Timesheets
page enables resource managers to view and manage timesheets submitted by contractors. You can access this page from the Workday VNDLY header by selecting Timesheets
> Timesheets
. Options on this page include:
You can also use these options to filter timesheets on the page:
You can select the check box next to 1 or more timesheets to approve or reject them in bulk. To take bulk action on monthly timesheets, you can use the approvals feature ().
Option | Description |
|---|---|
Upload
| Enables you to upload timesheets in bulk. For information about the available upload fields, see the Timekeeping and Invoicing Files section of the Workday VNDLY File Import Specifications page. |
Upload Notes
| Displays imported and exported files within the File Transfer Reports section for your review, including details like:
|
Pending Approvals
| Displays weeks with timesheets pending approval. Displays all timesheets needing approval for the week you select. |
Download
| Downloads all filtered timesheets in any status except Not Started . |
Option | Description |
|---|---|
Work Period
| Indicates the time period for which you wish to view timesheets. Example: Monday - Sunday for weekly timesheets or Calendar Month for monthly timesheets. The options available for selection depend on your configuration. |
Date Range
| Enables you to select the timesheet week or month that you want to view, depending on your tenant configuration. |
Search
| Enables you to narrow the timesheets that display by contractor name, IDs, or vendor name. |
By Status
| Enables you to narrow your search by the timesheet status:
|
Specific Timesheets
To view a specific timesheet, you can select from the Workday VNDLY header and click
Go To Timesheet
. Then, the Timesheet Summary
page or the Timesheet Details
page displays, depending on the timesheet type.You can use this page to view and enter time for specific work orders. You can also use these options, depending on the contractor’s pay type and your tenant configuration:
Option | Description |
|---|---|
Print Timesheet
| Enables you to print the timesheet if you need a hard copy. |
Download Timesheet
| Saves a copy of the timesheet to your computer as an .xls file. |
Add Attachment
| Enables you to attach any time-based evidence needed. Example: A paper timesheet loaded into the system. |
Add/View Notes
| Adds a note to the timesheet as a freeform field. |
Adjust
| Modifies a timesheet |
Reject
| Rejects the timesheet. You must provide a reason for the rejection. |
Approve
| Approves the timesheet to go to invoicing. |
Remind Approvers
| This only displays if the status is Submitted . Enables you to remind the approvers to review the timesheet. |
Copy Previous
| Copies timesheet information from a previous week into the selected week. |
Add Time Type
| Enables workers to add a work type to the timesheet, such as Sick Time . The available work types depend on the work types that your program has created. To be available on monthly timesheets, work types must have an Hours Classification of Regular Time , Overtime , or Double Time . See Create Work Types. When entering time for work types that have an Hours Classification of:
|
Cancel
| Cancels any changes made to the timesheet. |
Save
| Saves any edits to the timesheet. |
Submit
| Submits the timesheet for approval. |
Mobile Timesheets
To enter time on their mobile devices, users can log in to VNDLY on their mobile browser. VNDLY automatically resizes the
Clock & Assign
and Monthly
timesheet types. You must enable Mobile Timesheets to automatically resize the Legacy
and Time In/Out
types. To enable Mobile Timesheets, submit a product support case.For
Clock & Assign
and Time In/Out
in :- Select theVendor time in/out must equal current time and cannot be editedsetting to restrict vendors from entering time outside the current day. Vendors can still allocate any time that has been entered.
- Select theContractor time in / out must equal current time and cannot be editedsetting to restrict contractors from entering time outside of the current day. Contractors can still allocate any time that has been entered.