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
Approving Time Sheets
Once the worker submits a time sheet, the hiring manager must approve them in order for the worker to be paid.
| 1 | To approve the pending Time Sheet, Melanie selects Time Sheet from the My Work Items widget on the home page. |
| 2 | A list of all pending Time Sheets for Melanie is displayed. Once she selects one from the list, its details will display below for her to review.After selecting her work item, |
| 3 | She can Approve and/or Reject the Time Sheet here. 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:
| 4 | Accurate Days worked from that time period |
| 5 | Correctly allocating time worked across appropriate Task Codes and cost objects |
| 6 | Accurately allocating time worked to Rate Categories such as standard time (ST), over time (OT), and double time (DT) |
| 7 | Accurate Number of Hours worked on each day |
Submitting Expense Sheets
Workers may need to submit Expense Sheets 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
Approving Expense Sheets
Once the worker submits an Expense Sheet, the hiring manager must approve them in order for the worker to be reimbursed.
| 1 | To approve the pending Expense Sheet, Melanie selects Expense Sheet from the My Work Items widget on the Home Page |
| 2 | A list of all pending Expense Sheets for Melanie are displayed. Once she selects one from the list, its details will display below for her to review |
| 3 | She can Approve or Reject the Expense Sheet here. Additionally, multiple Expense Sheets can be selected from the list to approve or reject in bulk should bulk approvals are enabled |
Here’s what an Expense Sheet approver typically looks for prior to approving:
| 4 | Accurate Values of the expense amount |
| 5 | Appropriate Expense Codes and cost objects for the submitted item |
| 6 | Accurate Dates and Items of the expense |
| 7 | Presence of Attachments and Receipts as required by company policy |
Revising a Time Sheet or Expense Sheet
Time Sheet Revisions 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 Expense 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. Absences are for informational purposes only and don't affect time entry on a worker Time Sheet or their pay.
Worker Submits an Absence
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 | Time Sheet 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. |
Log in to track your progress & complete quizzes