Edit a Timecard Entry in the Company Level Timesheets Tool

Objective

To edit a timecard entry from a project using the company's Timesheets tool.

Background

Users who are granted the required user permissions can edit project-specific timecard entries and timesheets using the Company level Timesheets tool. If you are collecting employee signatures, editing a timecard entry that has already been signed will remove the signature. The timecard entry will need to be signed again.  

Things to Consider

• Required User Permissions:
  • To gain access to the Company level Timesheets tool and mark timecard entries 'Completed', 'Admin' level permissions or higher on the Company level Timesheets tool.
    AND
  • To edit a timecard entry from a specific project when it's in the 'Pending' or 'Reviewed' status, 'Admin' level permissions on the Project level Timesheets tool. You can also switch a timecard entry's status between 'Pending', 'Reviewed', and 'Approved' as needed. 
    OR 
  • To edit a timecard entry from a specific project in the 'Pending' status and change its status to 'Reviewed', 'Read Only' or 'Standard level permissions on the Project level Timesheets tool with the Review & Edit Timesheets granular permission on your project permissions template. After an item is 'Approved', you will not be able to edit or change the status of a timecard entry or timesheet. 
• Important:
  • When you edit a signed timesheet, Procore removes the signature. The employee must sign it again. See Sign a Timesheet (Android) and Sign a Timesheet (iOS).
  • Zero (0) hour entries are supported. This provides your team with the flexibility it needs to enter time off and per diem. 
• Additional Information:
  • 'Approved' timecard entries:
    • Cannot be edited in the project's Timesheets tool. 
    • Can only be marked as 'Completed' in the Company level Timesheets tool. Once a timecard entry has been marked as completed, edits are no longer permitted at the project or the company level. See Edit a Timecard Entry in the Company Level Timesheets Tool and Edit Your Company's Timesheets in Bulk.

Prerequisites

• Create a Timesheet
• Create a Timesheet (Android)
• Create a Timesheet (iOS)

Video

Steps

1. Navigate to the company's Timesheets tool.
2. Locate the timecard entry to edit.

    Notes

   • Time entries are grouped by the person. Narrow your results by selecting a specific Work Week and using the Search and Filter functions. 
   • Your workweek is determined by the default work week configuration chosen in the company's Time Tracking settings. See Configure Advanced Settings: Company Level Timesheets. 
   • You may not see all the time entries listed for a user if you do not have the required permissions on all the Project level Timesheets tools. However, the Total Time will include all entered time for the user. 
   • In your environment, some of the fields below might be configured to be required, optional, or hidden. See Which fields in the Timesheets tool can be configured as required, optional, or hidden?
3. Update the following fields:
   • Optional: Classification: Select a classification from the drop-down list. To learn which Procore tools interact with classifications, see Which Procore tools support 'Classifications'?
   • Optional: Sub Job: Select from the drop-down list. The selections are added by a tool administrator. See Add 'Sub Job' Segment Items to a Procore Project.
   • *Cost Code: Enter or select from the drop-down list the cost code(s) associated with the timecard entry.

      Tip

     The selections that are available in the 'Cost Codes' drop-down list depend on how the 'Limiting Cost Codes by Cost Types' setting is configured in your Company level Timesheets tool. See Configure Advanced Settings: Company Level Timesheets. In addition, one (1) of the following items must also be true on your project:

     • The cost code/cost type combination must be included on a budget line item in the Procore project. See Add a Budget Line Item.
       OR
     • The cost code/cost type combination must have been imported to the budget using the 'Unit Quantity Based Budget' page of the Company Admin tool. See Import a Unit Quantity Based Budget.
   • Location: Select from the drop-down list. This entry corresponds to the location where the user performed the work. If you have the appropriate permissions to add a location, see How do I add a multi-tiered location to an item?
   • Time Entry
     Depending on the 'Time Entry' method set on your project (see Configure Advanced Settings: Project Level Timesheets), you'll see the following fields:
     • Start and Stop Time Entry Method:
       • *Start Time: Enter or select the time the employee began working.
       • *Stop Time: Enter or select the time the employee stopped working.
       • Lunch Time: Select from the drop-down list the amount of time taken for a lunch break. Your options are:
         • 0 min (Default)
         • 30 min
         • 45 min
         • 60 min
     • Total Hours Entry Method:
       If your company is configured to use this 'Time Entry' method, enter the total number of hours worked in the Hours field.
   • Time Type: Select the type of pay being entered from the drop-down list. Select from the following options:
     Note: To add custom time types for this list, see Configure Advanced Settings: Company Level Timesheets.
     • Regular Time
     • Double Time
     • Exempt
     • Holiday
     • Overtime
     • PTO
     • Salary
     • Vacation
   • Billable: Select Yes or No from the drop-down list to indicate whether the hours are billable or not.
   • Add Description: Click to enter additional comments to the timecard entry.
   • Add Line Item: Click this link to add a new timecard entry to the timesheet. 
4. Click Update.

Next Step

• Approve a Timecard Entry in the Company Level Timesheets Tool

See Also

• Reallocate Timecard Entry Hours for an Employee
• Set the Rounding Rule for Your Company Timesheets