Customizing the Time Entry Request Queue

Use the Time Entry Request Setup options to:

Enter a message to employees that can display on the Time Entry Request page
Define how proxy time entry requests will be processed through the approval hierarchy
Define the number of days in the future an employee is allowed to enter time
Activate the clock in / out feature
Process time entry requests only for jobs where time and/or expenses are entered
Allow approvers to view and approve only time entry requests associated with jobs to which an approver is assigned in the approval hierarchy
Display time entry details automatically when the approver approves a time entry request
Require approvers to enter a comment when overriding the account associated with a time entry request
Allow employees who work multiple jobs to enter the same start time for the next job as the end time for the previous job
Allow employees to enter time defaults to use when creating time entry requests
Allow employees to copy a full time entry request or individual lines on a time entry request
Define the default value for the Comp Time options that display on the Time Entry Request page, i.e., I want excess time applied to Comp Hrs and I want excess time applied to Paid OT check boxes
Require employees to enter the Earn Code Override field when submitting a time entry request
Optionally, use Time Reporting Groups to grant Clock In/Clock Out access to employees that belong to a specific time reporting group

Use the General Information area at the top of the Time Entry Request Setup page to type a message to your employees that can display on the selected request page. This message may include additional directions to completing a request, school policy notices, or any other type of message. You can enter a different message for each request page.

You have the option to display or not display the general information for the request. You can also change this message at any time.

Click here for more details of the General Information area.

Links to the other System Setting options display at the top of the page. Click here to display a table describing each link.

Setting the Time Entry Request Queue Options

Follow these steps to set the Time Entry Request Queue options.

Click the Request Setup link on the Admin Home page.
Click the Request Type Drop Down List button and select Time Entry from the list. The Time Entry Request Setup page appears.
Optionally, type a general message to your employees. Click here for more details of the General Information area.
Click to select the Display Time Entry General Information check box to display the general message on the Time Entry Request page.
The Proxy Type field displays directly below the General Information section. Click the Drop Down Arrow button to select the option that identifies the method used to approve a time entry proxy request after it is entered.

Bypass approval hierarchy — this is the default option. When this option is selected, the approver approves the time entry proxy request as a final approver. The time entry proxy request will bypass the approval hierarchy.
Resume approval hierarchy at reviewer level — when this option is selected, the approval process for the time entry proxy request starts at the level in the approval hierarchy currently assigned to the approver that submitted the time entry proxy request. The time entry proxy request is processed normally through the remaining levels of the approval hierarchy until it is finalized.
Resume at lowest hierarchy level — when this option is selected, the time entry proxy request follows the assigned approval hierarchy, starting at the lowest level and going to the highest level.

When a time entry proxy request is entered, the employee receives an e-mail notification message that a time entry request was entered on their behalf, and Alio is updated the same as a regular time entry request when it is finalized.

Enter the following options under the General Settings heading:

Field/Check Box	Description	Default
Request Lead Days	In the Request Lead Days field, type number of days in the future that the employee may submit a time entry request. The default is zero (0). When this value is greater than zero, the program uses the Start Day of the current week to calculate the future date. Example: Request Lead Days = 14 Start Day of the Week = Sunday Today's Date = 10/03/2014 (Friday) Employee's Request Date = 10/21/2014 (Monday) The program will use 9/28/2014 (Sunday) as the comparison date to calculate the future date. Fourteen days from 9/28/2014 is 10/12/2014, which is the maximum time in the future an employee may submit a request. The employee's request is denied.	0
Allow Clock In/Out	Click to select the Allow Clock In/Out check box to allow employees to click a button to clock in/out on the Time Entry Request.	Not Selected
Process Approvals Only for Jobs with Time/Expenses Entered	Click to select the Process Approvals Only for Jobs with Time/Expenses Entered to submit only for jobs with time/expenses entered for approval. The default setting for this check box is not populated.	Not Selected
Limit Approver View by Specific Jobs for Approvals	Click to select the Limit Approver View by Specific Jobs for Approvals to allow an approver to view/approve time entry requests associated with jobs to which an approver is assigned in the approval hierarchy. The default setting for this check box is not populated.	Not Selected
Allow End Time to be Same as the Next Start Time	Click to select the Allow End Time to be Same as the Next Start Time to allow employees who work multiple jobs to enter the same start time for the next job as the end time for the previous job.	Not Selected
Allow Time Defaults	Click to select the Allow Time Defaults check box to allow the employee to enter time defaults to use when creating time entry requests.	Not Selected
Allow Copy Time	Click the Allow Copy Time check box to allow employees to copy a time entry request or individual lines from a time entry request to create a time entry request. When this check box is selected, the Copy Time Request link, Copy Day link, and Copy Time button will display when the employee is entering a time entry request to be submitted for approval.	Not Selected
Default Excess Time to Paid OT	Click the Default Excess Time to Paid OT check box to automatically populate the I want excess time applied to Paid OT check box on the Time Entry Requests page with a check mark. Leave this check box blank to automatically populate the I want excess time applied to Comp Hrs check box on the Time Entry Requests page. The employee may change this default value when entering their time entry request.	Not Selected
Require Earn Code Override	Click the Require Earn Code Override check box to require employees to enter the Earn Code Override field when entering a time entry request. Note: When the earn code override is required, an employee must edit their time record to link each time record to an earn code override prior to submitting the request.	Not Selected
Approval Queue Goes to Time Entry Details	Click the Approval Queue Goes to Time Entry Details check box to display the Time Entry Request - Edit page automatically when the final approver clicks the Request Date link in the Approval Queue. A Approval Review link displays at the top of the page, which allows the final approver to access the Time Entry Request - Summary page. Leave this check box blank to use the standard final approval process.	Not Selected
Account Override Comment Required	Click the Account Override Comment Required check box to require the approver to enter a comment when the approver overrides the account associated with a time entry or reimbursement record. Leave this check box blank to not require the account override comment.	Selected

A time reporting group must display in the Available Clock In/Out Time Reporting Groups list to allow employees assigned to that time reporting group to enter time using the Clock In/Out function. To limit access to the Clock In/Clock Out function by time reporting group:
In the Available Clock In/Out Time Reporting Groups list, hold down the Ctrl key on your keyboard, and click each time reporting group to be excluded from accessing the Clock In/Out function.
Click the Right Arrow button to move the selected time reporting group to the Hidden Clock In/Out Time Reporting Groups list.
Click the button. The message "Time Entry Request Settings Updated" displays.
Click the button to close the dialog box.

To move a time reporting group from the Hidden Clock In/Out Time Reporting Groups list:

In the Hidden Clock In/Out Time Reporting Groups list, hold down the Ctrl key on your keyboard, and click each time reporting group to be moved to the Available Clock In/Out Time Reporting Groups list.
Click the Right Arrow button to move the selected time reporting group to the Available Clock In/Out Time Reporting Groups list.
Click the button. The message "Time Entry Request Settings Updated" displays.
Click the button to close the dialog box.

Click the button to save the time entry request settings.

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