Managing Submitted Time Reports

This how-to article will help Admins, managers, and project managers to view, approve, and reject time reports in TDAdmin. The user must have permission to TDAdmin or to the Time & Expense app in TDNext.

Overview

Users with the Analysis application can report on time, including filtering on whether or not it is submitted. Admins may want to approve or reject time after their employees submit it. After an employee submits time, they may need to edit it. In this case, and Admin can reject or un-submit the time for them, allowing them to edit their time entries.

Approving or Rejecting Time Reports

Managers may approve or reject time reports of users reporting to them.

To approve or reject a time report:

1. In TDNext, navigate to Applications > Time & Expenses. 
2. In the left navigation, click the Pending Time link. A list of the user's submitted time reports will be displayed in the main page, starting with the most recently submitted report.
3. Click a time period link to view that time report's detail page.
4. Select to approve or reject each time item on the report.
5. Click the Save button.
6. Enter comments if desired.
7. Leave the Notify user checkbox unselected if you do not wish to notify the user of the approval or rejection.
8. Click the Save button to complete the approval or rejection process.

Viewing, Approving, and Rejecting Pending Time Reports

When users submit their time reports, they show up in their manager's Pending Time section of the Time and Expense module.

To view all pending reports, the manager should:

1. In TDNext, navigate to Applications > Time & Expenses.
2. In the left navigation, click the Pending Time link. A list of the submitted time reports that need approved or rejected will be displayed in the main page.
3. Click a time period link for the appropriate user to view that time report approve or reject page.
4. Select Approve or Reject on the right.
5. Select Save.
6. Select Save to confirm.

Viewing Submitted Time Reports

To view all submitted time reports:

1. In TDNext, navigate to Applications > Time & Expenses. 
2. In the left navigation, click the Submitted Time link. A list of the user's submitted time reports will be displayed in the main page, starting with the most recently submitted report.
3. Click a time period link to view the time report detail page.

Viewing Time Reports

To view time reports, whether submitted or not:

1. In TDNext, navigate to Applications > Time & Expenses. 
2. On the time reports page for the current week, click the arrow links next to the time report dates. Use the arrow buttons to access a report for the next or previous week.
3. Select the task, project, ticket, or issue to view time for by clicking the filter button in the top right corner of the time report page and selecting or de-selecting the appropriate boxes.
4. Select whether to Show Invoice Numbers or not.
5. Click the Apply button.

Administering Time Report Alerts

Users who are required to report their time must submit their reports weekly. These users can be reminded with Time Report Due and Overdue emails.

To configure time report email alerts:

1. In TDAdmin, navigate to Time & Expense > Time Reports > Alerts.
2. Select the desired options:
   1. Time Report Due – Alerts will be delivered on Friday mornings at 8:00 AM to each user who should report time to indicate that their time report for the current time period is due.
   2. Time Report Overdue – Alerts will be delivered on Monday mornings at 8:00 AM to each user who should report time and hasn't already submitted their time report for the previous time period.
3. Click Save.
4. The emails that are sent when these alerts are configured can be adjusted by logging in to TDAdmin and navigating to Notification Templates > Time Report Notification Templates.

Approving and Rejecting Time Reports

When normal time approvers are not available for approving reported time, administrators can approve or reject these reports from this page.

To approve time reports:

1. In TDAdmin, navigate to Time & Expense > Time Reports.
2. Filter by Year, Status, and Person to locate specific time reports.
3. Click the Period link.
4. On the Time Report detail page, click the Approve/Reject button to set the approval status of each item on the report.
5. Select Save.

Unsubmitting a Time Report

It sometimes happens that a time report was submitted with incorrect data or before all the time was entered. In these cases, the report should be unsubmitted so that the entries can be added or removed. It can then be submitted again.

Note that unsubmitting a time report will erase all the time report comments.

To unsubmit a time report:

1. In TDAdmin, navigate to Time & Expense > Time Reports.
2. Click the Period link for the invalid time report.
3. Select Unsubmit.
4. On the confirmation dialog, click the OK button to unsubmit the report or the Cancel button to prevent the report from being unsubmitted.

Examples

For more about notification templates, see our KB article about Getting Started with Notification Templates.