Time and expense

Workers record their time and expenses on Time and submit each timesheet for approval. Approvers review timesheets on Timesheets. Approved time is what invoices are built from.

Who can do this#

A worker needs an active assignment before they can record time. Without one, Time explains this and shows no form.

Record time (workers)#

1. Start a timesheet#

   Open Time. It shows the timesheet for the current week, Monday to Sunday. VendOrca counts days by Greenwich Mean Time, so close to midnight the date can differ from your local one. If there's no timesheet for this week yet, Start a timesheet appears. Set Period start to this week's Monday and Period end to this week's Sunday, choose an Entry mode of Hourly, Daily or Monthly, and select Start.

2. Log a day#

   Under Log a day, enter the hours, or days or months for the other modes. Choose the Task / assignment and a Pay code: Worked, Holiday or PTO. Holiday and PTO can be recorded once your program rules include the pay codes HOL and PTO, on timesheets started after that change. Set the Date and save. The entry appears under Recorded time.

3. Check the priced breakdown#

   Priced breakdown shows how the recorded time prices out, line by line, with a total. The Today and Weekly toggle switches views. Weekly is a read-only summary of the same entries.

4. Submit for approval#

   Select Submit for approval, below the Expenses section. The button appears while the timesheet is a draft or has been rejected.

Timesheet statuses#

Your timesheets at the bottom of the page lists every period with its mode and status.

Record expenses (workers)#

Expenses belong to the open timesheet. While the timesheet is editable, add one under Expenses with the Assignment, Date, Category, Amount and Currency, then select Add expense. The currency is a three-letter code and defaults to USD. Expenses are invoiced as their own lines, alongside the time.

Review the queue (approvers)#

Open Timesheets. Filter with the chips All, Awaiting approval, Approved, Rejected and Draft. The filter goes into the page address, so you can share a filtered view as a link.

The table shows Worker, Period, Mode, Hours, Amount, Status and Review. In Amount:

• a figure is the priced total, and $0.00 is a real zero
• a dash alone means the timesheet isn't priced yet because it's a draft or has been rejected
• a dash with a red Can't price: reason means the timesheet can't be priced (see below)

Approve#

Select Approve in the Review column. To approve several at once, select the rows (only rows awaiting approval can be selected) or use the header checkbox, then select Approve selected. Each timesheet goes through its approval chain as it would if you approved it on its own. A timesheet that can't be approved is skipped, so check the queue afterward for any that are still awaiting approval.

Reject#

1. Type a Rejection reason in the Review column. A reason is required.
2. Select Reject.

The worker sees the status Rejected — please correct and resubmit on Time, without your comment. Tell them the reason directly, naming the day, assignment or pay code that's wrong. If it's still the same week, the timesheet is editable again on Time, where they add what's missing and submit it again.

Fixing a mistake in recorded time#

While a timesheet is a draft or has been rejected, the worker can add entries to it. Entries already recorded stay as recorded. To correct one, a Program Admin can email info@vendorca.com.

Timesheets that can't be priced#

Sometimes a timesheet shows a dash and a red Can't price: reason. The recorded time is safe, but VendOrca can't work out its price because something in it doesn't match the program rules the timesheet follows, for example a pay code that isn't in those rules, or a date the assignment doesn't cover.

A warning banner above the queue counts the affected rows on screen and quotes the reason. To resolve it:

1. Read the reason on the row or the banner.
2. A Program Admin can send that reason to VendOrca support (info@vendorca.com) for help resolving it.

Until it's resolved, invoice generation and tie-out snapshots are blocked for that period, and the timesheet can't be submitted. Workers see a warning that the timesheet can't be priced right now. Ask them to tell a Program Admin when they see it.

Where approval routing comes from#

Program Admins and Hiring Managers approve or reject timesheets. Approval chains and spend bands are set in Config. The spend band a timesheet's amount falls in decides which approval steps it goes through.

Common questions#

I rejected the wrong timesheet. How do I put it back in the queue?#

If it's still the same week, ask the worker to open Time and submit it again unchanged. It returns to the queue awaiting approval. After that week, a Program Admin can email info@vendorca.com for help.

Next steps#

• Generate invoices from approved time
• Worker self-service
• Change approval chains