Timesheet Initiation & Scheduling

Timesheet Initiation Phase is the first phase in the TERMS workflow, in which an Admin initiates the timesheet.

Once the timesheet has been initiated, the workflow will move to the next phase. In most TERMS workflows, the Time Entry Phase will follow the Timesheet Initiation Phase.

Who can do this?

Only Admins and Contract Editors can initiate and schedule a timesheet.

How to Initiate a Timesheet

Hover the cursor over Explore, then select Contracts.
Click the contract to which the timesheet will be linked.
Under the Timesheets tab, click Add New Timesheets.
Under Timesheet Schedule, complete the form.

If applicable, select a Timesheet Type.

Timesheet types help Timesheet Reporters (Providers) with multiple timesheets for a single time period differentiate between those timesheets.

Select a Reporter.

If the primary other party is a provider group, select the Reporter.
If the primary other party is an individual provider, that provider will be listed as the Reporter.

If applicable, select a Timesheet Assistant.

Timesheet Assistants can add, edit, and delete time entries on behalf of the Timesheet Reporter.

If applicable, enter a description.

Select a Pay Period Type.

The pay period type is the frequency of pay periods.

Select the date the first period starts.

Clicking on the field will open a calendar.

Select the date the last period starts.

Clicking on the field will open a calendar.

Select the initial reporting date.

Clicking on the field will open a calendar.

Select an activity for each applicable department.

You can select an activity from the dropdown, add an activity, or create a new activity.

Select a Financial Reviewer.

When finished, click Create Timesheets.
OR
To delete the values you entered on the form, click Clear Form.

To add a timesheet to a contract, a Reporter must be set up:
- The Reporter must be listed as a Provider Contact on the provider record.
- The Reporter must have a user profile with a Timesheet Reporter role.
- The email addresses listed on the Reporter’s provider contact record and user profile MUST MATCH.
Upon initiating a timesheet, the Timesheet Reporter and, if applicable, the Timesheet Assistant will receive an automated email notification prompting them to add time entries and certify the timesheet.

How to Edit a Timesheet Schedule

Changes can only be applied to future timesheets. Canceled, completed, and current timesheets are uneditable.

Navigate to the contact file to which the timesheet is linked.
In the contract file, click on the Timesheets tab.
Under Timesheets, click Manage Scheduled Timesheets.
In the table, click on the timesheet you want to edit.
Edit as needed.
When finished, click Save.
OR
To discard your edits, click Cancel Edit.

How to Cancel a Timesheet Schedule

Navigate to the contact file to which the timesheet is linked.
In the contract file, click on the Timesheets tab.
Under Timesheets, click Manage Scheduled Timesheets.
In the table, click on the timesheet you want to cancel.
Click Cancel All Scheduled Timesheets.

This will only cancel future timesheets in the schedule. You must cancel any current timesheets on this schedule individually.

Confirm cancelation in the confirmation modal.

Canceled and Completed timesheets remain in the table, but are read-only.