How to make corrections to a Time Report

How to make corrections to a Time Report

Document number: 17234

Time report corrections are completed by the manager, not the employee. As a result, employees do not have access to this functionality and must request a correction through their manager. If you are a manager who is unable to perform time report corrections and you have direct reports who enter time reports, please submit a NorthStar ticket requesting Prior Period Adjustment access.

Managers can create time report corrections for time reports that have been submitted. The status of the time report, however, will determine how the time report correction is made.

To create a time report correction, determine the status of the time report you need to correct:

Correct a time report that has been submitted but NOT yet staged to Projects

Correct a time report that has been submitted AND staged to Projects

If a time report has been Submitted but NOT staged to Projects, the manager can modify the time report before further processing. The modified time report will then be staged to Projects on Sunday at noon PST with all other submitted time reports. This functionality is expected to decrease the incidence of required Prior Period Adjustments, as time reports can now be corrected before they are ever sent forward for processing. Managers are also able to use these submitted but unstaged time reports to create Prior Period Adjustments to other staged time reports.

From the Time and Expense Home Page, go to Manage Expenses/Audit Expense Functions/Use/Time Report. For additional information, see Eureka! document 17206 — How to log into the Time and Expense application.
On the Find An Existing Value Page, change the value in the drop down box to Employee ID. You can use any of the items in the drop down box to search for your employee's saved Time Reports. Using your employee's Employee ID is the easiest. Enter your employee's Employee ID.

You will be presented with a list including all Saved but not Submitted time reports, as well as all Submitted time reports that have not yet staged to Projects.
time reports that have a Time Report status of Approved and a posting status of Not Applied are modified as if they were Pending time reports.

To check the posting status, on the Find an Existing Value Page, click on the Time Report you wish to modify from the list of available reports. This will take you to the Summary page for that time report. In the top section of the summary page, you will see the Posting status.
Click on the Time Report you wish to modify.
Enter corrections to number of hours, project information (by clicking the yellow Details button) and policy time information as needed.

You can also create Prior Period Adjustments on this time report for a previous time period by clicking on the Prior Period Adjustments link. For additional information, click here.

Review your entries for accuracy.
Once you have entered all the information, click the Save for Later button. The Submit for Approval button is grayed out as the time report has already been Submitted.
Click OK to confirm and then click OK again.

This time report will be available for further modification until it stages to Projects on Sunday at noon PST. The General Time Report Information Page will show who last updated the time report, as well as when it was last updated.

Click here to return to the beginning of this document.

To create a Prior Period Adjustment to a time report that has been Submitted and staged to Projects, a new time report must be created. The Prior Period Adjustments button will not work on a previously submitted time report.

For example, if a manager needs to create a Prior Period Adjustment for a direct report for the week ending 11/1/03, he must create a new time report for the next available time period. No fields are filled out at this time. The manager simply navigates through to the Time Report Summary Page, by leaving all fields blank and clicking OK or Continue until he arrives at the Time Report Summary page. After clicking on the Prior Period Adjustment link at the bottom of this page, please follow these steps:

Click the End Date link of the time report you would like to correct.

Note: A manager will only see links to time reports that are within the past 4 months. If a Prior Period Adjustment needs to be made for an older time report, a NorthStar ticket must be logged with the reason a PPA is needed for a time report older than 4 months. These PPAs will be created by PGS Global Operations.
You can adjust the time reported under both project time or personal time.

To adjust project time:
1. Click on Adjust Date under Project Time Adjustments.
2. Make any necessary corrections to the following fields:
  - Quantity (number of hours)
  - Comment
  - Project ID
  - Activity ID
  - Country
  - State
  - Locality (if applicable)
  - Billing Action
  Note: To change existing values in any of the fields listed above, simply overwrite the incorrect existing value with the correct value. You do not need to overwrite each field unless that particular value needs to be changed. You are not allowed to enter negative values for the hours. When your correction goes over to Project Manager Workbench, there will be a negative row to reverse the original information and a positive row with your corrected information. To add a row where one did not previously exist, you must enter a value in every field. You may no longer create a PPA against a closed project. The following fields will default from the Rates by Jobcode table and cannot be adjusted in PPA.
  - Resource Type
  - Resource Category
  - Resource SubCategory
  You can add lines by clicking on the yellow add sign ( ) to the right.
3. Click Done.
4. Repeat the above steps for each day you need to correct.
If necessary, adjust personal time:
1. Click on the Adjust Date under Personal Time Adjustments.
2. Make any necessary corrections to the following fields:
  - Quantity (number of hours)
  - Time Reporting Code
  Notes:
  - If you are changing the time reporting code, simply overwrite the existing code with the correct one by selecting it in the dropdown box. You do not need to overwrite both fields unless both values have changed. To change the number of hours, overwrite the existing number with the correct number of hours. You will not be allowed to enter negative values for the hours. When your correction goes over to HRDB, there will be a negative row to reverse the original information and a positive row with your corrected information. To add a row where one did not previously exist, you must enter a value in every field.
  - Paid Time Off and Floating Holidays must be reported in 8 hour increments. Half days are not allowed.
  - If you are correcting Floating Holiday, Paid Time Off, or Sick Time - Outside U.S. and the original hours reported have already been paid out by HR, the employee will be required to contact his HR representative in addition the PPA.
3. You can add lines by clicking on the yellow add sign ( ) to the right.
4. Click Done.
5. Repeat the above steps for each day you need to correct.
The adjusted project time and personal time will now appear. Click Done.
The original hours and your adjustments will appear. Review your changes, then click Done again.
Note: If the staging process starts running after you open the time report (the process that takes Submitted time reports and pushes them over to Projects), but before you save any changes, you will be prevented from saving your changes. When you push the Save for Later button, you will receive the following error message - "Your PPA for (YYYY-MM-DD) conflicts with changes recently made in the Project Manager Workbench." Click OK to clear it and your PPA will not be submitted.
Click the OK button from your successful Prior Period Adjustment to return to the Time Report Summary Page.

The Time Report Summary reflects the employee's hours for this week, not the prior period.
If you are not ready to enter the current hours for this week after reviewing all of your entries, click the Save for Later button and then click OK to confirm. This will save your Prior Period Adjustments. If you submit the new report with the prior period adjustment, the employee will be locked out of time reporting for the current week. If you are ready to submit the hours for this week, in addition to the prior period adjustment, click Submit for Approval.
If you clicked Save for Later in the previous step, you or the employee can return to this time sheet at a later date to enter the hours for the current week. For instructions on how to add hours for the current week, see Eureka! document 17213 — How to Modify a Time Report. After you enter the hours, click Submit for Approval.

If you have met the Sunday at noon PST time report submission deadline, then both the new time report, as well as the Prior Period Adjustments you created will appear for Invoice Review and be included in eReports. If you miss the deadline, you will have to wait an additional week to view this Time in Invoice Review or eReports.

If you encounter issues with creating your PPA and prior to logging a NorthStar ticket, please contact the PPA Power User for your region/theater. For additional information, see Eureka! document 16819 — Time report Prior Period Adjustments power users.

This time report will be available for further modification and additional Prior Period Adjustments until it stages to Projects on Sunday at noon PST. The General Time Report Information Page will show who last updated the time report, as well as when it was last updated.

Click here to return to the beginning of this document.