Timesheet Authorisation Process

The Timesheet Authorisation Process controls how timesheets can be updated and approved within Cezanne HR. For example, this process enables you to configure an employee's supervisor and/or a specific system user to approve an employee's timesheet(s).

Once this process has been activated, if your plans have been set up to Automatically create a task for enrolled employees, there is nothing else that needs to be configured for your employees to start receiving and completing their timesheets.

When a new employee is enrolled on a plan (depending on the time they are enrolled), their first timesheet and task will be automatically created by the end of that day or the next morning.
Employees will then receive a new task and timesheet every Monday morning.

If your plans have not been set up to Automatically create a task for enrolled employees, timesheets will need to be added manually by employees or an HR Professional. For more information, see the 'Creation of Employee Timesheets' section in either of the following articles:

Note:

This process needs to be activated to enable employees to enter details on a timesheet.
You will need to ensure that any employees who need to enter or approve timesheets have an active user account.

This article explains how to set up a Timesheet Authorisation Process in the following sections:

Select the Process Flow
Process Setup
Set Number of Stages for Process
Set up Permissions on the Subjects

1. Select the Process Flow

Navigate to: Administration >> Setup & Security >> Processes >> Activate Process Flows.

Select the Time tab.
Click Timesheet Authorisation.
Select Next.

2. Process Setup

Enter a Process Name and Process Description (optional) for future reference. The Process Name will also appear in the employee's inbox against their task.
Select which timesheet plans the process will apply to. You can choose either All Plans or select A specific Timesheet Plan Type. You should use the specific option if you want different plans to be approved by different users.
Click Next.

3. Set Number of Stages for Process

Choose how many stages you would like within the review process.
Use the pencil icon to rename that stage of the process.
Select who the stage is to be completed by. The available options are:

HR Professional user(s)	Will send timesheet requests to all HR Professional users within the organisation.
Restricted HR Professional user(s)	Will send timesheet requests to all Restricted HR Professional users (who have Full access to the employee) within the organisation.
All HR Professional and Restricted HR Professional user(s)	Will send timesheet requests to all HR Professional users, Full and Restricted (who have Full access to the employee) within the organisation.
Employee	Will mean that an employee sends timesheet requests to themselves for approval.
Supervisor	Will send timesheet requests to the employee's primary supervisor.
Second Level Supervisor	Will send timesheet requests to the supervisor of the employee's primary supervisor.
Org Unit Manager	Will send timesheet requests to the manager of the employee's primary Org Unit.
Specific User	Will send timesheet requests to any user that you choose. Enter the user's name or click to search for the user.
Approvers by Type	Will send timesheet requests to all approvers of a particular type that have been added on an employee's Approvers by Type screen. For more information, see: Approvers by Type.
User Nominated	Will send timesheet requests to the users that have been nominated by the employee in the previous stage. For more information, see: User Nominated.

Tick any relevant Stage Options. For more information, see: Stage Options.
If required, set the Fallback User / Security Role.
When you are happy with the setup, click Next.

4. Set up Permissions on the Subjects

If you are happy for your approvers to have the ability to change the details on a timesheet that they are approving, leave the permissions on their defaults (Full). If you would like any of the approvers to have read-only permissions so they can only sign-off or send the timesheet back for changes, click on the appropriate stage (e.g. Review and Approve Timesheet) and change the permission from Full to View.

Available Subject Permissions

The Subject Permissions work differently depending on the type of Timesheet Plan that is being used.

Duration

	Insert	Edit	Delete	View
'Full' Permission	✔	✔	✔	✔
'Edit & Add' Permission	✘	✘	✘	✔
'Edit' Permission	✘	✘	✘	✔
'View' Permission	✘	✘	✘	✔
'None' Permission	✘	✘	✘	✘

Note:

'Edit' and 'Edit & Add' permissions are not supported on the Duration timesheet, and are the equivalent of 'View' permissions.

Time In / Time Out

	Insert	Edit	Delete	View
'Full' Permission	✔	✔	✔	✔
'Edit & Add' Permission	✔	✔	✘	✔
'Edit' Permission	✘	✔	✘	✔
'View' Permission	✘	✘	✘	✔
'None' Permission	✘	✘	✘	✘