Workers submit time sheets and expense sheets in SAP Fieldglass, and hiring managers then review and approve them.
Play the video to learn about the process of submitting and approving time and expense sheets.
Managing Worker Time and Expenses
Objectives
After completing this lesson, you will be able to:
- Submit a Time Sheet as a Worker.
- Submit an Expense Sheet as a Worker.
- Detail the process of approving and revising Time and Expense Sheets.
- Submit an Absence as a Worker.
Submitting Time Sheets
Worker Submits a Time Sheet
Gabriel has completed the SAP Fieldglass worker registration process and is ready to start submitting his time worked. This summarizes how he'll do that.
ExerciseStart Exercise
Approving Time Sheets
Once the worker submits a time sheet, the hiring manager must approve them in order for the worker to be paid.
Select the Time Sheet Work Item to begin this activity.
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 setup 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 Submits an Expense Sheet
Gabriel is eligible to submit expenses for his assignment with WorkingNet. Here is the process of how he would create an Expense Sheet in the SAP Fieldglass application.
ExerciseStart Exercise
Approving Expense Sheets
Once the worker submits an expense sheet, the hiring manager must approve them in order for the worker to be reimbursed.
Select the Expense Sheet Work Item to begin this activity.
Revising a Time Sheet or Expense Sheet
Time Sheet and Expense Sheet revisions are used by Workers (and Suppliers) to correct time sheets or expense sheets that have already been invoiced, depending on the buyer configuration.
Play the video to learn how time and expenses sheets can be amended after being submitted.
Submitting Absences
Similar to the submission of time and expense sheets, if the buyer configures the setting on the Job Posting and associated Work Order, a Worker may also be able to submit an absence, or have their supplier submit an absence on their behalf.
Worker Submits an Absence
Gabriel is ill and needs to add an absence against his assignment that reflects this non-working time.
ExerciseStart Exercise
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. |
