7Time Data Approval and Transfer

This chapter contains the following:

Time consumers, such as absence management, payroll, and project costing, deliver validation rules that apply to time card data. For example, absence validations make sure that absence entries are for only those absence types that the person is eligible for.

Here's the validation and processing associated with the main time card buttons.

Button Validation and Processing Description

Next

  • Validates absence, payroll, and project time entries

  • Applies time entry rules, as specified by rule configuration

  • Applies time calculation rules, including any allocation rules, as specified by rule configuration

  • Generates calculated time entries

Save

Save and Close

  • Always initiates the absence-delivered validations

  • By default, doesn't initiate project-delivered and payroll-delivered validations

You configure validation on the save buttons using the Time Consumer Sets task. In the Validate on Time Card Actions field, select Submit and save. Validations on the save buttons are then identical to those described for the Next button.

Submit

Sets the time card status to Submitted and starts the approval workflow

When you submit a time card that has project, payroll, or project and payroll data, you initiate approval workflows. These workflows are for either the time card or the time card entries, depending on the corresponding time processing configuration.

Time Card Level Approvals

Here's what happens with the default approval workflows for time cards:

  • For project time data the workflow tries to figure out the appropriate project manager. If it can figure out who that person is, it routes the data to them to review and approve or reject. If it can't figure who that person is, it routes the data to the individual's line manager to review and approve or reject.

  • For payroll time data the workflow checks the total payroll time. If it's 40 hours or less, it automatically approves the data. If it's more than 40 hours, it routes the data to the individual's line manager to review and approve or reject.

Here's how the default workflow handles approvals, rejections, and notifications:

  • It changes the time card status to Approved after all approvers approve the time card. The relevant time card data is ready for transfer to Project Costing or Payroll.

  • It changes the time card status to Rejected if at least one of the approvers rejects the time card.

  • It notifies the individual after their time card is approved or rejected.

Here's a workflow diagram that shows you the default approval behavior for time cards.

Delivered time card level project and payroll approval
workflow

Time Entry Level Approvals

These default approval workflows for time card entries are similar, but not identical to the time card level workflows. The big difference is when the time data is ready for transfer to project costing and payroll.

  • For project time entry data, the workflow tries to figure out the appropriate project manager. If it can figure out who that person is, it routes the data to them to review and approve or reject. If it can't figure who that person is, it routes the data to the individual's line manager to review and approve or reject.

    Approved data is ready for transfer to Project Costing.

  • For payroll time entry data, the workflow routes the data to the individual's line manager to review and approve or reject. All entries for the time card period need to be approved before the data is ready for transfer to Payroll.

A global payroll administrator transfers approved payroll time data to payroll using the Load Time Card Batches process. You can troubleshoot transfer issues on the Overview page of the Time Management work area.

  • Review the time entries that didn't transfer in the Resolve Time Cards with Transfer Failures section.

  • Review the processes that failed or ended abruptly in the Incomplete Time Transfer Processes section.

    1. The payroll administrator notifies you of any failed process.

    2. You reset the status of time data that didn't transfer to Unprocessed.

    3. The transfer process retrieves the unprocessed time data the next time the payroll administrator runs it.

The project costing administrator retrieves approved project costing time data using the Transfer Time service of the Import and Process Cost Transaction process. You can troubleshoot transfer issues on the Overview page of the Time Management work area.

  • Review the time entries that didn't transfer in the Resolve Time Cards with Transfer Failures section.

  • Review the processes that failed or ended abruptly in the Incomplete Time Transfer Processes section.

    1. The project administrator notifies you of any failed process.

    2. You reset the status of time data that didn't transfer to Unprocessed.

    3. The transfer process retrieves the unprocessed time data the next time the payroll administrator runs it.

You can let people report absences and view accrual balances on their time cards by integrating Oracle Cloud Absence Management with Oracle Cloud Time and Labor. Here are some key considerations for using Absence Management with Time and Labor.

Absences on Time Cards

Any approved future absences automatically appear on the corresponding time cards after the time cards are created. If a person deletes a time card with absence entries, the relevant absence hours aren't deleted. To delete the absence, the person uses the Existing Absences task in the Time work area.

Absence Approvals

When someone submits an absence using the Add Absence task in the Time work area, they start the approval processing configured for the absence type. Not all absence types have approval workflow configured.

When someone submits a time card, they start the configured absence approval processing. You specify whether to use absence or time approval rules when you create time consumer sets. The time consumer set associated with the individual the time card determines the applicable approval rules for absence entries. Regardless of the configured approval rules, absences added manually on a time card are routed for approval as part of the time card approval. A separate approval notice isn't sent for just the absence entries.

Absence Transfer

Absence Management handles the transfer of absence entries for any time consumer. It generates the absence entries and provides the absence plan details results for payment. It also updates accrual balances.

The project execution management administrator retrieves absence time data, including future-based absences, using the Initiate Absence Records Transfer to Oracle Fusion Project Execution process. You can troubleshoot transfer issues on the Overview page of the Time Management work area.

  • Review the time entries that didn't transfer in the Resolve Time Cards with Transfer Failures section.

  • Review the processes that failed or ended abruptly in the Incomplete Time Transfer Processes section.

    1. The project administrator notifies you of any failed process.

    2. You reset the status of time data that didn't transfer to Unprocessed.

    3. The transfer process retrieves the unprocessed time data the next time the payroll administrator runs it.