Timesheets
mySparkrock allows time entry data to be entered on a per-week basis. Time entry can be performed in mySparkrock using the following methods:
Employee direct entry. If you are entering time only for yourself, and possibly also for some of your direct reports, you can use the Timesheets page.
Note: You can only choose time entry units that are set up to permit employee time entry. In Sparkrock 365, on the Time Entry Unit Card page, the Data Entry Model must be Employee, and your HR position must be assigned to the time entry unit.
Administrative time entry: If you are entering time on behalf of others, but do not work in the time entry unit yourself, you can use the Timesheet Admin or Timesheet Admin Monthly pages.
Note: Time entry units that have been set up in Sparkrock 365 with a Data Entry Model of User or Group can be selected on these pages.
For more information, see Timesheet Admin and Timesheet Admin Monthly.
In all cases, the functionality of the pages is similar. Users can enter time data for recent, current, and future weeks, subject to the limits set up for your mySparkrock solution. Users can also review previously submitted timesheets.
Note
Note:
Your mySparkrock solution administrator sets up in Sparkrock 365, on the Time Entry Setup page, the time entry weeks past or future navigation boundaries.
Hours Entry End Date
If in Sparkrock 365, on the Time Entry Setup page, the Hours Entry End Date on Assignments field is turned on, and on the respective employee assignment, a date has been specified in the Hours Entry End Date field, mySparkrock prevents time entry after this date.
Subordinate data entry
For employee model time entry units, which are configured to allow data entry for a manager's direct subordinates, an additional field appears on the Timesheets page. By default the Me option is selected, showing the user's own time entry lines. To see only time entry lines for direct subordinates, as determined by the HR Position reporting relationship, choose Subordinates. To see lines for the user and direct subordinates presented together, choose Both. If Subordinates or Both are selected, you can then choose a specific employee to further filter the time entry lines.
Note
Note:
Data entry for subordinates is only possible when both the employee and manager's positions are assigned in Sparkrock 365 to the same time entry unit, and on the Time Entry Unit Card page, Allow Manager Data Entry is turned on.
Subordinate data entry is not offered on the Timesheet Admin and Timesheet Admin Monthly pages, as the user is already performing data entry for the entire unit.
Time entry line status
To update a time entry line, the Status of the line must be Open. Alternatively, if the Status of a time entry line is Submitted For Approval, you can revert the Status of the line to be Open. After an approver approves a time entry line, you cannot update the line.
Enter time in a timesheet
mySparkrock provides the capability for you to enter time on a time sheet for each day in the time entry period.
Depending on the setup of your unit, non-working days, such as weekends and statutory holidays, may be disabled for input.
Days which are beyond what was setup in Sparkrock 365, on the Time Entry Setup page, in Entry Weeks Past and Entry Weeks Future are disabled for input.
As you make changes, an undo (
) and save (
) button appear on the line. Also, the checkbox disappears until you save your changes.
To enter time in a timesheet
Go to My Self Service > Timesheets.
The Timesheets page opens.
If the displayed week is not the one that you want, to choose a different week, use the left (
) and right (
) arrows.If you are assigned to more than one time entry unit, select the desired unit.
If set up, choose a value for subordinate mode.
On the time entry line that you want to update, for each day in the time entry period, leave the default time as-is, or specify the amount of time worked.
To save your changes, choose
.
Submit a time entry line for approval
After you have entered time for a time entry line, you can submit the line for approval.
When you submit a time entry line for approval, mysparkrock performs the following actions:
Validates the line, and if necessary displays errors.
Updates the Status of a line that passes validation from Open to Submitted for Approval.
Lines where all the cells are 0 can be sent for approval, but are not processed. When Submit is chosen, any all-zero lines that were selected remain Open. It is not necessary to complete any such lines.
To submit a time entry line for approval
Go to My Self Service > Timesheets.
The Timesheets page opens.
If the displayed week is not the one that you want, to choose a different week, use the left (
) and right () arrows.If you are assigned to more than one time entry unit, select the desired unit.
If set up, choose a value for subordinate mode.
On the time entry line that you want to submit for approval, select the respective checkbox.
The Submit button appears and provides a count of the number of lines that are selected.
To send the selected line for approval, choose Submit.
Add a time entry line
If required, you can add a time entry line. This functionality is useful when an approver has approved a previous employee time entry line, and more changes to a timesheet are necessary.
To add a time entry line
Go to My Self Service > Timesheets.
The Timesheets page opens.
If the displayed week is not the one that you want, to choose a different week, use the left (
) and right () arrows.If you are assigned to more than one time entry unit, select the desired unit.
If set up, choose a value for subordinate mode.
On a line for which you want to create another line, choose
.mySparkrock appends a line to the bottom of the timesheet.
Add comments to a time entry line
mySparkrock provides the capability for you to add comments for a time entry line, or in other words add comments for the week. Also, you can add comments for a particular day. It is only possible to add comments to days that have a non-zero value for time worked.
To indicate that a comment exists, mySparkrock displays this icon 
.
To add a comment to a time entry line
Go to My Self Service > Timesheets.
The Timesheets page opens.
If the displayed week is not the one that you want, to choose a different week, use the left (
) and right () arrows.If you are assigned to more than one time entry unit, select the desired unit.
If set up, choose a value for subordinate mode.
On the time entry line to which you want to add a comment, choose
.The Add/Edit Comment page opens.
In Comment, specify a comment.
To save the comment, choose Save.
To add a comment for a particular day on a time entry line
Go to My Self Service > Timesheets.
The Timesheets page opens.
If the displayed week is not the one that you want, to choose a different week, use the left (
) and right () arrows.If you are assigned to more than one time entry unit, select the desired unit.
If set up, choose a value for subordinate mode.
On the time entry line to which you want to add a comment for a particular day, choose
.The Add/Edit Comment page opens.
Choose + Add Daily Comment.
The page refreshes and displays a field for each day on the time entry line.
On the day to which you want to add a comment, specify a comment in the respective field.
To save the comment, choose Save.
Revert the Status of a time entry line from Submitted for Approval to Open
If the Status of a time entry line is Submitted For Approval, you can revert the Status of the line to be Open.
To revert the Status of a time entry line from Submitted For Approval to Open
Go to My Self Service > Timesheets.
The Timesheets page opens.
If the displayed week is not the one that you want, to choose a different week, use the left (
) and right () arrows.If you are assigned to more than one time entry unit, select the desired unit.
If set up, choose a value for subordinate mode.
On the line that you want to revert the Status from Submitted For Approval to Open, select the respective checkbox.
The Cancel button appears and provides a count of the number of lines that are selected.
To revert the Status of the selected line from Submitted For Approval to Open, choose Cancel.
mySparkrock reverts the Status of the line from Submitted For Approval to Open.
Cap on Lieu Time, Comp time, or Banked time
If set up, you may be able to specify hours that are worked that are to be saved and used as time off later, instead of being paid out. Typically, there is a maximum amount of time that can be saved in this manner. In some configurations a multiplier may be added to the value, for example, you might earn 1.5 hours of lieu time per hour worked on a given day. If the time that you specified, with the multiplier applied, exceeds the maximum allowed, an error message appears when you try to submit the line. To resolve the error, reduce the amount that was specified to be less than or equal to the maximum.
Note
Note:
Lieu time that you enter via time entry does not become visible in your attendance balances until the time entry lines are processed through payroll. After payroll is processed, an absence registration line entry is created to add the lieu time to the previous balance.
Negative time sheet entry
To help with processing corrections, mySparkrock provides the capability on the Timesheets page to specify negative numbers on timesheet lines.
Note
Note:
When you enter negative time, you must specify the number first, and then the negative sign, for example, 5-. Also the maximum amount that you can specify is 24- because there are only 24 hours in a day. If a user enters more than 24 hours, the value defaults back to 24.
When negative numbers are specified, the value displays as zero, except for totals.
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