Managing Worker Time and Expenses

Objective

After completing this lesson, you will be able to review and approve worker time sheets and expense sheets in SAP Fieldglass.

Time and Expenses

Time sheet and expense sheet submission for both contingent and services workers can be enabled in SAP Fieldglass.

Time sheets are used to track a worker’s time against activities that are charged hourly costs. Generally, this requires workers to indicate how many hours a day the worker worked, but it can also be broken out to track time against specific activities.

Expense sheets are used to track costs that are either unanticipated or are costs for which specific amounts could not be determined up front, such as travel, meals, and lodging.

Submitting Time Sheets

Workers submit time sheets and expense sheets in SAP Fieldglass. Hiring managers review and approve the time sheets and expense sheets submitted by workers.

Worker Time Sheet consisting of two sections: Time Worked and Posting Information. The Time Worked section lists the work week in columns, starting with Sunday and ending with a Total Worked column. A row for Standard time per hour is included, with the number of hours worked for each day listed across in the appropriate weekday columns, adding to the totals in the bottom row. The Posting Information lists the date submitted, the contingent type, and worker order owner, the site, and the business unit.

Depending on company configuration, workers may enter time in and time out amounts or just the number of hours per day- this aligns to the time sheet type of either Time In Time Out (TITO for short), or Standard (ST).

Time sheets may look different if there are additional task codes, rates, or cost centers. All workers, regardless of whether they are part of the contingent workflow or the Service / SOW workflow, have the same user experience submitting time sheets and expense sheets in the SAP Fieldglass application.

Time sheets are available for the Worker to submit using their unique SAP Fieldglass account during their contingent assignment. The supplier (on behalf of the Worker) may also enter associated time worked, if required. Time sheets must be approved by the Buyer for an invoice to be generated. The Buyer may also reject and request amendments to resolve any discrepancies.

Submitting Expense Sheets

Workers may need to submit expenses if their agreed upon work order allows and has budgeted for reimbursing incurred expenses.

Expense codes – which define the types of expenses, such as hotel, taxi, and meals – are configured at the buyer company level and are the same for all suppliers.

Expense codes are also associated to cost centers and workers, therefore the data aligned to this particular worker will have an impact on which expense codes they are able to submit in their expense sheet module.

Worker Expense Sheet consisting of two sections: Expense Summary and Billable. The Expense Summary section lists the expenses the worker has incurred, such as mileage. For each expense it includes an expense code, a general ledger account code, the non-billable amount, and the billable amount. Both amounts add to a total indicated at the bottom of the list. The Billable section breaks out the expenses and includes information of the merchant, a description of the expense, and the amount of the expense.

Worker Submits a Time Sheet and an Expense Sheet

Play the video to see how a worker submits time and expenses.

Approving a Time Sheet

Once the worker submits a time sheet, the hiring manager must approve them in order for the worker to be paid.

User home page displaying the items in the My Work Items menu. Among the work items requiring attention are two time sheets.

1	To approve the pending Time Sheet, the hiring manager selects Time Sheet from the My Work Items widget on the home page.

Time Sheet Work Item List View displaying the list of time sheets in a window at the left of the screen and the details of a selected time sheet to the right of the list. An Approve and a Reject button are at the top right of the sheet. Additional Approve and Reject buttons appear next to the list, including checkboxes for each sheet listed.

2	A list of all pending Time Sheets for that hiring manager is displayed. Once one is selected from the list, its details will display either next to the list or below the list, depending on what list view is selected.
3	The hiring manager can Approve and/or Reject the Time Sheet here by selecting the box next to the time sheet in the list, then selecting the Approve or Reject button.
4	Additionally, multiple Time Sheets can be selected from the list to approve or reject in bulk should bulk approvals are enabled.

Here’s what a time sheet approver typically looks for prior to approving:

Time Sheet Details Page View displaying a section called Time Worked, which displays the seven days of a work week in a row. Each day contains a text box where hours worked are input. The textbox for each workday is completed with 8 hours. The total column to the immediate right of the workdays displays 40 as the total hours worked. Below that is the Accounting section, which contains a row indicating the rates for standard time, with a pay rate of 33, 50 as paid to the supplier, and a quantity of 40 hours, for a total amount of 2,000.

5	Accurate Days worked from that time period
6	Correctly allocating time worked across appropriate Task Codes and cost objects
7	Accurately allocating time worked to Rate Categories such as standard time (ST), over time (OT), and double time (DT)
8	Accurate Number of Hours worked on each day

Approving an Expense Sheet

Once the worker submits an expense sheet, the hiring manager must approve them in order for the worker to be reimbursed.

User home page displaying the items in the My Work Items menu. Among the work items requiring attention are two expense sheets.

1	To approve the pending Expense Sheet, the approver selects Expense Sheet from the My Work Items widget on the Home Page.

Expense Sheet Work Item List View displaying the list of expense sheets in a window at the left of the screen and the details of a selected expense sheet to the right of the list. An Approve and a Reject button are at the top right of the sheet. Additional Approve and Reject buttons appear next to the list, including checkboxes for each sheet listed.

2	A list of all pending Expense Sheets for that approver are displayed. Once one is selected from the list, its details will display below for review.
3	The hiring manager can Approve and/or Reject the Expense Sheet here by selecting the box next to the time sheet in the list, then selecting the Approve or Reject button.
4	Additionally, multiple Expense Sheets can be selected from the list to approve or reject in bulk provided bulk approvals are enabled.

Expense Sheet Details Page View showing the Accounting, Expense Sheet Details, Cost Center Summary, Expense Summary, and Billable sections. The Accounting section contains the worker cost details. The Expense Sheet Details section indicates the details of the worker's billing details. The Cost Center summary indicates what cost center the expense is allocated to, which in this case in Network Engineering, with a billable amount of 12.09. The Expense Summery indicates the Expense Name and Expense Code, which are both Meals, as well as the expensed amount, which is 12.09. The Billable section indicates the details of the expense, including the date of the expense and the name of the merchant

Here’s what an expense sheet approver typically looks for prior to approving:

5	Accurate values of the expense amount.
6	Accurate expensed items.
7	Appropriate Expense Codes for the submitted item.

Summary

Time sheets track a worker’s time against activities that are charged hourly costs. Expense sheets are used to track costs that are either unanticipated or are costs for which specific amounts could not be determined up front.

Key Points

Enablement of Time and Expense Sheets: Time and expense sheets can be enabled in the services module for SOW workers.
Purpose of Time Sheets: Useful for positions requiring time tracking or projects with hourly tasks, supporting equipment tracking, and available in different formats (Time In Time Out, Standard).
Purpose of Expense Sheets: Used for unanticipated or unspecified costs, with expense codes configured at the buyer level and associated with cost centers.
Worker Submission Process: Workers submit time and expense sheets through their SAP Fieldglass account, typically during their assignment. The sheets must be approved by the buyer for invoicing.
Approval Process: Hiring managers review and approve time and expense sheets, checking for accuracy in days worked, task codes, rate categories, and presence of attachments as required.

Resources

Time Sheet Statuses

Status	Definition
Approval Paused	User roles or system roles defined in approval group have no users assigned. Buyer must assign users to these roles and restart approval process.
Approved	Buyer has approved the time sheet.
Deleted	Time sheet was deleted. This action can only be performed by the SAP Fieldglass Support Team.
Draft	Time sheets were generated by SAP Fieldglass or entered by the worker but have not been submitted to buyer.
Invoiced	Supplier invoiced the time sheet.
Paid	Invoice for approved time sheet has been paid.
Payment Pending	Timesheet is pending payment. This occurs when an invoice is created but not paid at time of invoice download.
Pending Approval	Worker submitted the time sheet to the buyer for approval.
Pending Review of Supplier	Time sheet is pending supplier review.
Rejected	Buyer has rejected the time sheet.
Submitted	Time sheet has been submitted by worker.

Expense Sheet Statuses

Status	Definition
Approval Paused	User roles or system roles defined in approval group has no user roles assigned to them, or user assigned does not have appropriate permissions to act on the work item. Buyer must assign users to these roles and restart the approval process.
Approved	Buyer approved the expense sheet.
Draft	Expense sheet was entered by the worker, but not yet submitted to the buyer.
Invoiced	Supplier invoiced the expense sheet.
Paid	Invoice for approved expense sheet has been paid.
Pending Approval	Worker submitted the expense sheet to buyer for approval.
Pending Review by Supplier	Expense sheet was submitted by worker but is pending supplier review.
Rejected	Buyer rejected expense sheet.

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