Validation rules define the minimum or maximum number of hours that must be entered in a timesheet before it can be submitted. Each validation rule can include multiple conditions that must all be met before timesheet submission. Each condition can apply to either a day, a week, or an entire timesheet period.
For example, you require employees to work:
You can set up a validation rule that prevents users from submitting any timesheets that do not meet those two conditions.
Validation rules are assigned to users on the Timesheets page in user profiles.
To add a validation rule:
An Add New Condition dialog displays.
For example, if a user needs to enter at least 40 hours in a timesheet before they can submit it, select Greater than or equal to 40 hours in these fields.
Validates hours entered for the condition against…
Hours worked each day, of the types of days you select. You can choose to validate all days, work days, weekly days off, or holidays.
Select an option and then click the >> button to apply that type of day to the condition.
Hours worked each seven-day span of a timesheet period, beginning from the first day of each new timesheet period
Hours worked during the user’s assigned work week, which may not correspond to their timesheet period
Hours worked during the timesheet period.
For the timesheet period time frame, you can create a custom formula that calculates the hours to validate against based on the number of days of a given type during the period and the hours worked on each type of day.
Don’t use a week-type or work week validation condition if your timesheet period will contain partial weeks
If a timesheet period ends partway through a full week, the condition will still be applied. During these partial weeks, users are unlikely to enter enough hours to pass validation, and will be unable to submit their timesheets.
Therefore, only use the week-type condition if your timesheet period is BiWeekly, Weekly, or a Manual period set to a weekly schedule.
You can create a custom formula that calculates the value that hours entered in a timesheet will be validated against. The formula can be based on the number of days of a given type during the timesheet period or the hours worked on each type of day. Therefore, the maximum or minimum value users are required to enter can change from one timesheet period to the next, depending on how many days of each type occur during the period.
During a typical week, you require a user who works 8 hours per day to enter a minimum of 40 hours per week in a weekly timesheet period. But, in weeks when holidays occur, you want holidays to be excluded from that 40 hour value.
You could create a custom condition, as follows:
Hours entered in timesheet period must be greater than or equal to TotalPeriodWorkDayHours
In this case, if a holiday occurs leaving only 4 work days in a week, the user would only have to enter 32 hours (4 days * 8 hours per day) in their timesheet.
To create a custom rule:
Total number of weekdays in period
Total number of work days in period
Total number of weekly days off in period
Total number of holidays in period
Sum of hours per day for all weekdays in period
Sum of hours per day for all work days in period
Sum of hours per day for all weekly days off in period
Sum of hours per day for all holidays in period
Validation conditions do include time off hours. That is, time off hours are counted as part of the total hours required for successful timesheet validation.
For example, Jill's validation rule requires her to enter at least 40 hours per week. If she enters 32 working hours, and 8 time off hours in a week, that timesheet would meet her validation rule.
Cost, billing and payroll managers with Force Approve/Reject permission for timesheets can submit and approve timesheets that do not meet the validation rules assigned to the user.
Since work week validation is relative to the user's work week, and not their timesheet period, the timesheet period may begin or end part-way through the validation work week. The restriction against validating for minimum hours helps prevent failed validations during partial weeks, when users are unlikely to enter enough hours to pass minimum hours validation.