Special Topic: Timesheet Corrections

Summary

Timesheet corrections are corrections to previously processed timesheets. This special topic discusses the various types of timesheet corrections and how they are processed in the system.

Types of Timesheet Corrections

There are to two types of correcting timesheets:

Timesheet Adjustments
Timesheet Replacements

Timesheet Adjustments

You make a timesheet adjustment by moving, adding, or removing hours. In this type of correction, you open the previous timesheet and add the additional lines. This type of correction is common for hourly employees. An example of this type of correction is as follows:

Original Timesheet

Charge	Pay Type	Mon	Tue	Wed	Thu	Fri	Sat	Sun
AAAA.BBB.CC	R	8
1111.222.33	R		10	10	9	11

Timesheet with Adjustments

Charge	Pay Type	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Notes
AAAA.BBB.CC	R	8							Read Only Processed
1111.222.33	R		10	10	9	11			Read Only Processed
*1111.222.33*	R		-2	-2	-1	-3			*Correcting Adjustment*
*1111.222.33*	*O15*		2	2	1	3			*Correcting Adjustment*

When making an adjustment, you cannot change previous hours. You are restricted to adding new lines and cells. Once approved, these new hours and cells are available for export.

Timesheet Replacements

Timesheet replacements require you to enter the entire corrected version of the timesheet to replace the original timesheet. This type of timesheet correction is common for salaried employees whose timesheets are either auto-adjusted or hours prorated. If the Must Use Reverse Timesheet checkbox is selected in the Timesheet Classes screen, replacing the timesheet is required. With this feature, you must first use the "Reverse Timesheet" function within the timesheet application before any further changes are allowed on a processed timesheet.

Original Timesheet

Charge	Pay Type	Mon	Tue	Wed	Thu	Fri	Sat	Sun
AAAA.BBB.CC	R	8
1111.222.33	R		10	10	9	11

Timesheet after Reverse

Charge	Pay Type	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Notes
AAAA.BBB.CC	R	8							Read Only Processed
1111.222.33	R		10	10	9	11			Read Only Processed
AAAA.BBB.CC	R	-8							Read Only Reversal Correcting
1111.222.33	R		-10	-10	-9	-11			Read Only Reversal Correcting
AAAA.BBB.CC	R	8							Correcting Replacement
1111.222.33	R		10	10	9	11			Correcting Replacement

Timesheet after Correction

Charge	Pay Type	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Notes
AAAA.BBB.CC	R	8							Read Only Processed
1111.222.33	R		10	10	9	11			Read Only Processed
AAAA.BBB.CC	R	-8							Read Only Reversal Correcting
1111.222.33	R		-10	-10	-9	-11			Read Only Reversal Correcting
AAAA.BBB.CC	R	8							Correcting Replacement
1111.222.33	R		8	8	8	8			Correcting Replacement
1111.222.33	O15		2	2	1	3			Correcting Replacement

Export Timesheets

After timesheet corrections have been approved, you can export them. In the Export Timesheets screen, there are several options:

Timesheet Date - This date is assigned to the timesheet. This should be a recent date if you are a GCS Premier or Costpoint user.
Batch ID - Use a batch ID that identifies the batch as a correction. For example, if you are exporting a timesheet from the period ending 07/15/2004, the batch should include the date and probably an indicator that it is a correcting batch. You could also include a sequence number to indicate that it is the first, second, etc. correcting timesheet batch for this date.

GCS Premier

If you are a GCS Premier user, the timesheet corrections will be processed as following:

The correcting reference date will refer back to the original timesheet period end date.
If the timesheet correction is an adjustment, only the correcting adjustment entries will be exported and will be given a timesheet type of "C."
If the timesheet correction is a replacement, two timesheets will be exported with the same date. The first will be a "C" type timesheet that will include the Reversal entries only. The second will be a "D" type timesheet that will include the Replacement entries only.

Costpoint

If you are a Costpoint user, the timesheet corrections will be processed as following:

The correcting reference date will refer back to the original timesheet period end date.
If the timesheet correction is an adjustment, only the correcting adjustment entries will be exported and will be given a timesheet type of "C" with the next available sequence number.
If the timesheet correction is the replacement type, two timesheets will be exported with the same date. Both will be a "C" type timesheet, but the reversal and replacement entries will have different sequence numbers.