Timecard Workflow

Reference the infomration below for the workflow of using Timecards in the portal.

Open Batch in Portal

  • Admin Opens Batch in Portal (Employee Tools > Timecard Dashboard)
    • Access to the dashboard is assigned in Admin > Admin Roles
  • Portal Opens Automatically
    • Be sure the following Portal Settings have Values (Location > Admin > Portal Settings > Timecard):
      • Batch Creation Offset - how many days relative to the Begin date of the pay period should the portal entry batch be created
      • Number of Future Pay Periods to open new Portal Batches for
      • Users Enter Time (during Payroll Period)
      • If your batch did not open, refer to Why isn't my Auto Batch Creation Working? article
  • User Saves Time -> Time is entered in Vista
  • User Submits Time
    • Timecard is locked from user making changes from the portal
    • Timecard goes to manager for Approval (Optional)
      • Manager Approves Time
      • Manager Rejects Time
  • Notification to user to edit time
    • User resubmits time
      • Manager Unsubmits Timecard & edits user's time (manager selects View to enter Timecard, selects Unsubmit, and edits card)
  • Time is changed in Vista
  • Original Timecard shown in Earnings (Submitted Time)
    • Timecard goes to Project Manager for Job Approval (Optional)
      • Project manager is able to approve/reject/edit Timecard per Timecard settings
      • Portal Locks (does not allow entry for users)
  • User requests additional time
    • Admin can unlock timecard entry for user in Timecard Dashboard
  • User's time was not approved
    • Manager continues to get notification of unapproved Timecard
      • Unless portal setting Disable Timecard Approvals on Past Pay Periods is turned on
      • Time is Posted in Vista (Batch Closes in Portal as soon as time is posted)
  • Run Auto Overtime
  • Run PR Payroll Process
  • Run PR Automatic Leave Process
  • Print Checks
  • Run Ledger Update
  • Close Pay Period
    • Timecard Shows up in Earnings
      • Paystub shows in Portal
        • Date determined by Portal Setting Enter the number of days you wish to wait after the PREndDate until checks appear in Portal (Admin > Portal Settings > Earnings > General Configuration)