Timecard Workflow
Reference the infomration below for the workflow of using Timecards in the portal.
Open Batch in Portal
- Admin Opens Batch in Portal (
- Access to the dashboard is assigned in
) - Portal Opens Automatically
- Be sure the following Portal Settings have Values (
- 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
):
- Be sure the following Portal Settings have Values (
- 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)
- User resubmits time
- 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)
- Timecard goes to Project Manager for Job Approval (Optional)
- 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)
- Manager continues to get notification of unapproved Timecard
- 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 ( )
- Paystub shows in Portal
- Timecard Shows up in Earnings