How to enter a time report

How to enter a time report

Document number: 17208

You can enter a new time report from a blank timesheet or copy from a previously submitted timesheet.

Click the method you would like to use to submit a new time report:

Open a blank time report
Copy from previous time report

Note: The submission deadline for all time reports is Sunday 12:00 AM Pacific Time (midnight).

Open a blank time report

Log into Time and Expense through Planet PeopleSoft.
- For more information on how to log into Time and Expense, see Eureka! document 17206 — How to Log into Time and Expense.
Click on the Time Report link.
Click the Add link
On the Add New Value page enter your Employee ID number. This number should default, but if it doesn't you will have to enter it manually.
Enter the Period End date. It is important to remember the work week for PeopleSoft ends on Saturday of each week. Your period end date should always be a Saturday. If you enter a date other than a Saturday, you will receive an error message and be unable to continue. You can manually type in the date into the field or use the calendar icon ( ) for quick entry. Once you have the calendar icon open, you can use your mouse to point to the date you wish to enter.
Once you have your period end date and employee id entered, click the yellow Add button.
On the Choose a Creation Method page, select either Open a Blank Time Report or Copy From a Previous Time Report.
Press the yellow Continue button.
On the General Time Report Information page enter any comments using the Comments text box. This is not mandatory but is helpful if you need to identify projects.
This page is also used to report a default Billing Action and default Location information. If you choose not to enter any defaults on this page, you will have to enter this information for each project row on the time report summary page. If you enter information on the report summary page, it will overwrite the defaults. Also, if you use the Copy from Previous Time Report feature, all information contained in the Time Report Summary page of the original time report will overwrite any defaults you enter on the new Time Report. You will have to clear out the information if you elect to use the defaults. To enter a default location use the Lookup icon ( ) to search for Country, State and Locality. Once you have clicked the icon, you can enter the beginning information in the field and let the application search for matches. You will then be able to click on the link to select one of these matches and insert that into your Time Report.
If you choose to enter a default Billing Action, use the dropdown list to select the appropriate action. The default is Billable. You can select Internal or Non Billable depending on your assignment. Your choice will appear as read only on the time Report Summary page. Once you save or submit the report the system will check your selection against the project set up information. If the project you are charging is a billable project, you will only be allowed to select Billable or NonBillable. If the project you are charging is internal, you will only be allowed to select Internal. If you choice is outside these guidelines, the system will change the billing action to the appropriate selection on Save or Submit.
Click the yellow Continue button. This will take you to the Time Report Summary page.
This page is set up in three sections: General Information, Project Time and Policy (Personal) Time. General Information will have been completed from your previous screens and will show the date of this Time Report. The Project Time section is where you will enter your PC Business Unit, Project ID, Activity Code and Location information and Billing action, unless you used defaults for Location and Billing Action. Policy Time is where you enter your PeopleSoft benefits time such as Paid Time Off, Sick Time (outside of US) and Holidays, as well as other administrative time, such as Nonbillable Travel.
To enter Project information click the yellow Details button. If no defaults at all have been entered, you must use the Details button to enter the following: PC Business Unit, Project ID, Activity ID, location information, and Billing Action. These fields should be entered in the order specified above, as the PC Business Unit will define the list of Project IDs you can access. Likewise, the Project ID will define the list of Activity IDs you can access. Only activities that are open and active are available. If you are not able to access the appropriate Project ID, please contact your manager, who will help you to work with the Service Contract Administrator in your region to get you added to the project.
- If you set up your defaults earlier, you can just enter your PC Business Unit, Project ID and Activity ID by either typing this information or using the Lookup icon ( ) for each field. You will also need to enter project information, even if you have set up defaults, if the location and/or Billing Action differs from your defaults.
- NOTE: Many of the former Admin Project IDs have been eliminated. This will allow better tracking of expenses overall. If you do not see the Project ID you used prior to February 2002, you will have to select one from the list provided or check with your manager for more information on which Project ID to use.
Once you have entered the codes, click the Done button to return to the Time Report Summary Page.
If you have worked on more than one Project ID/ Activity ID combination during the reporting period you must add a new row on the time sheet by clicking the yellow Add button ( ) at the far right of the of the Project Time area of the Time Report Summary page. You will be asked how many rows you need to add. Enter the number and click OK. Click the Details button for each row to enter Project ID information.
Using the { Tab}key, move to the days of the week and record the hours for each day. Be sure that your hours worked add up to the minimum required for the country where you are working.

The time application has the ability to report time in quarter hour (.25) increments. However, this is only to be used by PGS employees if their customers require that detail of reporting. All IT personal using the time application should report by the whole hour. All PTO/FHO/Holiday hours will still need to be reported in full 8 hour increments.
Note: If you are using MTE to enter your time, include a leading digit (such as a zero) in front of the decimal point.
If you have taken any Policy time, (PTO, Floating Holidays, etc.), you will need to record this time in the lower section. Each type of policy time is separated by category. Enter the time for each day and category. Your total hours will be adjusted and displayed once you save.
Review your entries for accuracy. Once you have entered all the information click the Save for Later button or Submit for Approval button.
If you Save for Later you will be able to come back and make adjustments before submitting.

For information on how to recall and modify a saved Time Report see Eureka! document 17213 — How to modify an existing Time Report.

If you click Submit for Approval your report will be automatically approved and cannot be edited. If you have left out any required information you will be prompted to return to the incomplete field to complete the information.
You will be asked to confirm that you want to Submit this report. Click OK.
You will be given a Submit Confirmation page once your report has been accepted. Click OK.

For information on how to print this Time Report see Eureka! document 17214 — How to Print a Time Report.

Click here to go back to the beginning of this document.

Copy from previous time report

Log into the Time and Expense application through Planet PeopleSoft.
o For more information on how to log into Time and Expense see Eureka! document 17206 — How to Log into Time and Expense.
Click on the Time Report link.
Click the Add link
On the Add New Value page your Employee ID will default into the Empl ID field. Enter the Period End date. It is important to remember the work week for PeopleSoft ends on Saturday of each week. Your period end date should always be a Saturday. You can manually type in the date into the field or use the calendar icon ( )for quick entry. Once you have the calendar icon open, you can use your mouse to point to the date you wish to enter.
Note: You can only enter time for the current week.
Once you have your period end date and employee id entered, click the yellow Add button.
Select Copy From Previous Time Report radio button and click the yellow Continue button.
You will be shown a list of previously submitted Time Reports to choose from. Click the yellow Select button by the report you wish to copy for your new report. You will be taken to the General Information Page and all the required fields will display the information from the previous report. Remember, these values are defaults and will be overwritten by anything in the details of each project row on the Time Report Summary Page. This information is not required, but if you choose to use them, you must ensure that conflicting information in the project details will not overwrite your defaults.
Click the yellow Continue button to accept these values or change the values to the correct information and then click continue.
This page is set up in three sections, General Information, Project Time and Policy Time. General Information will have been completed from your previous screens and will show the date of this Time Report. The Project Time section is where you will enter your project and activity codes. Policy Time is where you enter your PeopleSoft benefits time such as Paid Time Off, Sick Time (outside of US) and Holidays.
The Details section will contain the PC Business Unit, Project ID and Activity ID from the previous report. If this information is different than the defaults you entered previously, this information will override those defaults.
Enter your PC Business Unit , Project ID and Activity ID if they have changed from your previous Time Report. You can type this information in or use the lookup icon ( ). Once you have clicked the icon, you can enter the beginning information in the field and let the application search for matches or leave the field blank and find all values. You will then be able to click on the link to select one of these matches and insert that into your Time Report.
Enter your Country, State, Locality and Billing Action if they have changed from your previous Time Report. Click the Done button to return to the Time Report Summary Page.
o Note: If you have worked on more than one Project during the reporting period you must add a new row on the time sheet by clicking the yellow Add button ( ). You will be asked how many rows you need to add. Enter the number and click OK. Click the Details button for each row to enter Project ID information.
Using the { Tab}key move to the days of the week and record the hours for each day. Review your entries for accuracy. Once you have entered all the information click the Save for Later button or Submit for Approval button.
o Note: This application uses delayed processing. You will not see the Total Project Related Hours until you Save for Later or Submit for Approval.
If you Save for Later you will be able to come back and make adjustments before submitting.
o For information on how to recall and modify a saved Time Report see Eureka! document 17213 — How to modify an existing Time Report.
If you click Submit for Approval your report will be automatically approved and cannot be edited. If you have left out any required information you will be prompted to return to the incomplete field to complete the information.
You will be asked to confirm that you want to Submit this report. Click OK.
You will be given a Submit Confirmation page once your report has been accepted. Click OK.

For information on how to print this Time Report, see Eureka! document 17214 — How to Print a Time Report.

Click here to go back to the beginning of this document.