Timelogs Statuses

Timelogs Statuses

Timelogs is a fully integrated CloudPayroll add-on that enables employees to log the time they have worked. in order to track the processes of these time logs, statuses are used to indicate what step in the process each time log is at.

The status shows for each time log in Timelogs in the Employee Kiosk for the employee, and in the Timelogs Approver Overview and the Timelogs Approver Detail View, for the Timelogs Approver.

This article covers:

Timelogs Statuses

There are seven status types:

  • Draft: A person has saved this time log and may still edit it.
  • Submitted: A person has submitted their time log for approval.
  • Void: This time log has been rejected (similar to deleting a time log, but the details will still be visible). Void entries are locked and will never be added into a payroll.
  • Suspended: This time log is frozen to allow the Timelogs Approver time to make a decision. It will not be added to a payroll until approved. A suspended entry can also be voided.
  • Approved: This time log is approved to be processed in the next payroll.
  • Accepted: A Paymaster has opened a payroll and accepted the approved time log to be added to the payroll.
  • Closed: The payroll this time log is associated with has been fully processed and closed.

Timelogs Sequence

The below diagram shows the Timelogs request and approval process. This is the flow from start to finish based on the statuses above.

Status_process.PNG

If a draft time log exists, the Timelogs Approver will see the time log status for that day in the Timelogs Approver Overview as Incomplete.

Note: If a person's Transfer to Payroll options setting is set to Hours logged will not be transferred to payroll, the highest status their time logs will reach is Approved.

For a more detailed explanation of the process flow of a time log, see Overview of the Timelogs process.

When There are Multiple Time Log Statuses for the Same Person on the Same Day

When there are multiple time log (and read-only leave requests) for a person on the same day, when the Timelogs Approver reviews time logs in the Timelogs Approver Overview, the status shown will depend on the individual statuses for each time log (or read-only leave request) on that day, for that person.

If at least one of the time logs on that day for a person is Draft, the status in the Timelogs Approver Overview will show as Incomplete.

There are two other scenarios that will cause the status in the Timelogs Approver Overview to show as Incomplete:

  1. If a Suspended time log exists, and there are other time logs for that person on that day, or
  2. If there are multiple Approved and Submitted time logs (and read-only leave requests) for that person on that day.

Approved will display as a status if there is at least one time log (or read-only leave request) that is Approved, along with any other time log (or read-only leave request) that is either Accepted or Closed.

Accepted will display as a status if there is at least one time log (or read-only leave request) that is Accepted, along with any other time log (or read-only leave request) that is Closed.

Closed will display if all the time logs (or read-only leave requests) for that day, for that person have been Closed.

Note: Read-only leave requests will only show for a person if your Organisation allows your employees to enter Leave Requests in the Employee Kiosk, and that person has Timelogs enabled.

    • Related Articles

    • Timelogs

      Timelogs is the way to tell your employer how many hours you worked on a given day so that you can get paid accordingly. Note: Before entering any timelogs, it is important you understand your employer's expectations in regard to adding timelogs. For ...
    • The Timelogs Review Screen

      The Timelogs Approver Overview (or Timelogs review screen) is the main page where a Timelogs Approver can Approve, Suspend, or Void time logs. This article covers: The Timelogs Approver Overview Filtering Timelogs Viewing Exceptions The Timelogs ...
    • Adding or Editing Timelogs

      This article covers: The Timelogs Approver Detail View Adding a Time Log Editing a Time Log The Timelogs Approver Detail View The Timelogs Approver Detail View is where you can review all time logs for any person, for a specific day. As well as ...
    • Timelogs Reports

      The reports in Timelogs report on the data entered into Timelogs by your people. For example, how many hours have been spent per person on a specific time code. This article covers the Timelogs reports that can be generated: Total Hours Per Time Code ...
    • Timelogs Android App Main Page

      Timelogs can be entered in the CloudPayroll Android app. The Main Timelogs Page Menu Access Timelogs from the menu. Send Submits the time logs for the period. Note: Tapping the Send icon will only submit draft time logs in the current displayed date ...