Self-Service Timesheets - manager overview

Both the employee and manager now have the ability to enter payment requests in a Timesheet, which can be determined by periodicity and group. The payment requests are known as  Claims. The manager also has the ability to accept or reject claims and can add a claim on behalf of an employee.

 

A claim contains the Payroll and/or HR information required in order for the employee to be paid. If the employee has a multi tiered managerial structure, all managers within the tier must accept the employee's claim before it can be submitted to Payroll for payment.

 

As a manager, you have access to all  claims belonging to an employee, within the Self-Service Timesheet module.

 

For more information about Managing Timesheets, see Self-Service Timesheets - Manager tasks.

 

Timesheet Management

 

You can perform the following:

• Add a claim on behalf of an employee.
• Approve a claim.
• Reject a claim.
• Submit the Timesheet to Payroll.

About Timesheet Management 

Sign in to Self-Service: Timesheet> Timesheet> Timesheet Capture tab> Claim

 

 

The Timesheet Management tab displays the following fields:

 

 

Name	Description
Managing Post	This drop-down list contains a list of posts you,  the manager, may have. If you have only one post, the field is greyed out.
Period	The drop-down list defaults to the most recent period and does not include future periods. The drop-down list may include a number of historic periods, which are set in Cintra iQ's Timesheet module.
Employee	This drop-down list contains all the employees who work under you, the manager. When selected, their claims are displayed in the current/historical claims list.
Submit Timesheet	This button is activated when there are claims that require Approval or Rejection in the current/historical claims list. When clicked, it approves or rejects claims as necessary.
Add Claim	This button allows you to add a claim on behalf of an employee.
Date	This column represents the date for which the employee makes the claim.
Post	This column displays the title of the employee's post.  If they have more than one post, you can filter the posts to view a particular claim
Description	This column displays the Addition Heading name. e.g. Salary or Overtime. The claims can be filtered to display a specific Addition Heading.
Value	This column can display monetary amounts and/or units, depending on which Addition Heading was chosen when the claim was filled in.  An Addition Heading is a payment heading and affects Payroll.   Note: Although Units is set as the default description, it can appear as Pounds, Hours, Shifts, or Days, depending on how Cintra's Implimentation team customised the field.
Status	This column displays the status of  the claim; whether it has been the following: Submitted: The claim has been submitted for approval. Approved: The claim is ready to be sent to Timesheet Claims by the manager.  Rejected: The manager(s) has not accepted the request. Therefore the claim cannot be submitted to Payroll. Requires Costing: Either the employee or manager, depending on the set up in Cintra iQ, must enter a cost code. Requires Narrative: Either the employee or manager, depending on the set up in Cintra iQ, must enter a comment. Requires Reason: Either the employee or manager, depending on the set up in Cintra iQ, must enter a reason for the claim. Pending: This status appears in the employee's mode when the claim is approved and submitted to Payroll by the manager. Unapprovable: This status occurs when an employee has no line managers assigned to them.     Note: This is an anomoly and should be updated by your system admintrator in Cintra iQ.

 

 

About an Employee's Claim

  Note:

The employee's claim in management mode is identical to that in employee's mode except for a couple of added buttons and the removal of the Delete button.

 

 

The employee's claim displays the following:

 

Name	Description
Start Date	The Start Date pertains to the timesheet period. If the claim requires a date range, the End Date field becomes active.
Post	This contains the title of the employee's post.
Addition	This contains the Addition Heading that was set in Cintra iQ's Timesheet module.
**Amount	**Depending on the Addition Heading, this is displayed as Amounts, Units or Days etc.
Narrative	This is where you can add comments about the employee's claim. As a manager, you may need to justify an expense or absence. Therefore, you can add  a comment in the Narrative box. This will be displayed when the employee reviews their claim.
Cost Codes	This is where you assign cost codes to the claim.   Note: These drop-down lists appear, depending on the Addition Heading selected. Consult the Cintra Implementation team for more information.
Accept	Click this button to save the information and send the claim to your manager(s) to be approved and sent on to Payroll. The claim  then appears in  the your current/historical claims list.
Cancel	Click this button to hide the Claim form and return to the current/historical claims list.    Note: Any changes made in the Claim form that have not been accepted will be lost.
Status	This displays the status of the claim. e.g. Submitted, Pending, etc.
Period Paid	This displays the pay period in which the claim is to be paid. The period is formatted by Taxyear/Payroll Period/Payroll. i.e. 2016/02 Cintra Salaried
Approval box	This contains the names of you and the other managers who are assigned to approve the employee's claim.It details who has either approved or rejected the claim, if it has been either approved or rejected, any comments that were made and the date in which the decision was performed.      Note: The people who approve the claim depends on how your company has set up the approval structure. i.e.there may be need for  more than one approval if your company has more than one tier of management.
Resubmit	Click this button to reset the approval associated to the claim so that you must approve it again.   Note: This button only appears if the claim's status is anything other than Approved or Rejected. This is useful if the your immediate manager(s) has changed departments and you must resubmit the employee's claim in order for them to be paid for the period concerned.
Approve	Click this button to approve the claim and enter a comment, if necessary.
Reject	Click this button to reject the claim and enter a comment, if necessary.
Cancel	Click this button to  hide the Claim form and return to the current/historical claims list. Note:  Any changes made in the Claim form that have not been accepted will be lost.