1. Program Documentation
  2. Time Tracking
  3. Time Management

Time Management

Time Management within NetSuite for Government

Time Entry
  1. Log in to Employee Center.
  2. Expand the Time Tracking menu and click the Weekly Timesheet link.
  3. Select the Week Of by clicking on the arrows or calendar icon.
  4. Click the white space below the Position column heading to activate the row.
  5. From the drop-down, enter the Position and Hour Code (ex. Regular, Vacation) and hours worked each day of the week. If there are two positions, use the Add Row to enter another position.

    Note:

    To override the fund or department or add a grant, project, task, or class for tracking, use the scroll bar to view additional fields to the right. To add a memo, select the entry box for daily time and click the plus sign.
  6. Click Save.

    Note:

    When the approval status is open, time entry can be edited.
  7. Click Submit to advance the workflow - the Approval Status changes from Open to Pending Approval This initiates an email notification to the time approver.

    Note:

    To correct an entry after submitting and the approval status is Pending Approval use the Retract button and click the Edit button. Using “retract” initiates an email notification to the time approver.

    Once the changes are made and the timesheet has been submitted again, the approver can review and approve the time.

Time Approval from Employee Center

Approve time as a timekeeper or a supervisor (default approver).

  1. Log in to Employee Center.
  2. Click the Time Tracking link and the Approve Time link.
  3. On the Approve Timesheets page, view approvable hours.
  4. Use the Mark All button to approve or reject multiple timesheets.
  5. For a detailed view of an individual time sheet, select an employee and click the Switch to Time Entry View button.
  6. Click a date link to view details and click Approve or Reject (with note) or select a date to approve or reject.
  7. Go back to the Approve Timesheets page.

    Note:

    Filter by employee or date range and toggle between time entry and timesheet view.
  8. Approve or reject time from either view.

    Rejected time - employee

    If time is rejected, the employee receives a notification to correct their time.

  9. Log in to Employee Center.
  10. Click the Time Tracking link and the Weekly Timesheet link to see the rejection notice and make corrections.
  11. Click the Remove button to remove that line and then click the Add Row button to enter a new line and hour code.
  12. Click Submit to send it back to the supervisor for approval.
  13. Scroll down to see the time highlighted in green has been approved and the white is pending approval. The approval status is now Pending Approval.

    Rejected time - supervisor

  14. Upon notification, log in to Employee Center and complete the time approval.
Request Time Off

Enter weekly time for a future date to request vacation or other types of leave.

  1. Log in to Employee Center.
  2. Expand the Time Tracking menu and click the Weekly Timesheet link.
  3. Advance the Week Of by clicking on the arrows or calendar icon to the future date.
  4. Click the white space below the Position column heading to activate the row.
  5. From the drop-down list, enter the Position and Hour Code (ex. Vacation time) and hours requested for each day of the week. If there are two positions, use the Add Row to enter another position.

    Note:

    To override the fund or department or add a grant, project, task, or class for tracking, use the scroll bar to view additional fields to the right. To add a memo, select the entry box for daily time and click the plus sign.
  6. Click Save.
  7. Click Submit to advance the workflow - the Approval Status goes from Open to Pending Approval. This initiates an email notification to the time approver.

    Note:

    To correct an entry after submitting and the approval status is Pending Approval use the Retract button and click the Edit button. Using “retract” initiates an email notification to the time approver.

    Once the changes are made and the timesheet has been submitted again, the approver can review and approve the time.

Proxy Approver Portlet
  1. Log in to Employee Center.
  2. Click the Personalize link to customize the dashboard.
  3. Click the Suite Apps menu, then drag and drop the NS4G Proxy Approver tile down to the dashboard below.

    To delegate timesheet approval permissions

  4. Check the Delegate Timesheet Approvals box.
  5. From the Timesheet Proxy Approver drop-down, select the name of the proxy.
  6. Enter the Begin Date and End Date for the timesheet delegation. Click Save.

    Note:

    Delegation can also be completed by the Payroll Administrator – see Employee Management – Proxy and Delegate Approvers.
Update and Override Weekly Time Sheets

The Payroll Administrator role has access to use the HR and Payroll module, instead of Employee Center to override time. There are two ways to update, using the employee’s record or the Weekly Timesheet page.

Employee record

  1. Locate the employee’s record using Global Search.
  2. Click the Edit button.
  3. Scroll down to the Time Tracking subtab.
  4. Review existing entries and edit them individually using the New Time button or the New Weekly Time button to pull up the timesheet view or click the Edit link by date and review the details of the time entry.
  5. Choose the correct Hour Code and enter the Duration for each day.

    Note:

    If the related pay period has the “Make Available to Timesheets” box checked, then the time should apply automatically when the entry is saved. If the pay period is not applied correctly, the Payroll Administrator can go into the time tracking screen and manually select the pay period.
  6. Click Save.

    Note:

    The workflow sends the time to the supervisor for approval. The Payroll Administrator can click the Submit button to approve it. After the time entries are updated on the employee’s record, the hours are highlighted in green to indicate they are submitted and approved.
Weekly Timesheet Page
  1. Using Global Search, type Weekly Timesheet and click Page: Weekly Timesheet from the list.
  2. From the Employee drop-down, type the employee’s name or use the search function.
  3. Use the arrows or click the Week Of calendar icon to find the correct week.
  4. Make changes as needed.
  5. Click Save and Submit.
Time Management Reports
Time Entry Review and Time by Employee Summary reports are used to verify time entries.

Note:

Time Entry Review report allows the user to review hour codes used, time submitted and the approval status within a date range. The report is grouped by department, employee, and week. It allows the user to review of time entered and each approval status. If there are other items on the timesheet from a third-party system, such as fund, department or a grant override, those fields can be added.
Time by Employee Summary report provides a snapshot of each employee’s total submitted time for the date range, grouped by department.
  • Go to Reports > Saved Reports to locate the list of reports or type the name of the report into Global Search and click View.

    Note:

    The report structure can be edited by clicking the Customize button then adding or removing fields.
Review time from employee record
  1. Type the employee’s name into Global Search to locate their record.
  2. Scroll down to the Time Tracking tab.
  3. View the list of timesheet hours in a spreadsheet view.
  4. Click the link of a date to view the hour codes used.

    Note:

    There are additional NetSuite courses available to learn more about customizing reports. The same functionality applies in NetSuite for Government.