Setting up timesheet validation rules

Timesheet validation rules define whether data entered in a timesheet is valid. If, based on a validation rule, data is found to be invalid, a warning or error will occur. Depending on the workflow conditions, the system may prevent users from submitting a timesheet if it contains errors or warnings.

If you are using the Standard or In/Out timesheet formats, refer to Setting min/max hours that must be entered in a timesheet.

About the default timesheet validation rules

Replicon provides default validation rules that meet common timesheet validation scenarios.

If the default validation rules don’t meet your organization’s needs and you are a Replicon Enterprise customer, Replicon can create custom validation rules for you. Contact your Customer Success Manager for more information.

Rules that require a field to be completed

Rule Name

This Rule...

Activity/Project Required

Displays a message if an activity or project isn't selected for a time entry

Mandatory custom fields

Displays a message if required custom fields are left blank

Client selection for "User's Choice" projects

Checks that user's entering time against User's Choice Of multi-client projects have selected a client

Mandatory Comments

Checks that users have included a comment for every timesheet entry. You can also specify the minimum number of characters that are required for each comment to be considered valid.

Rules that restrict the number of hours that can be entered

Rule Name

This Rule...

Above Scheduled Hours

Displays a message when a hours that exceed the user's scheduled hours are entered. You can choose to include or exclude time off from the hours total.

Timesheet Period Hours

Displays a message for hours that are outside a defined minimum and maximum within a timesheet period

Workweek Hours

Displays an error for time entered above the allowed workweek hours

Weekly Hours

Displays a message for hours that are outside a defined minimum and maximum within a week

Maximum 24 Hour Per Day

Checks to make sure no more than 24 hours have been entered for a day

Work Day Hours

Displays a message for hours that are outside a defined minimum and maximum

Daily Minimum Hours

Checks the total amount of time off and work time on each day to see if enough time has been entered. For example, if the rule requires 8 hours to per weekday, the rule will produce an error if only 7 hours are entered for Thursday.

Average Hours in Rolling Period

Displays a message if the average number of hours a user works in a rolling period you define exceeds an amount you specify.

For example, imagine you set the rolling period to 17 weeks, and the maximum average for weekly hours worked to 48 hours. If a worker averaged 48 hours for 16 weeks (some weeks working more than 48, and some weeks less), but then in the 17th week they worked 50 hours, this validation rule would be triggered, since the average would exceed 48 hours.

You can choose whether particular types of time off, or hours worked against selected activities, are included or excluded from the average hours calculation.

Rules that restrict hours recorded against projects, tasks, or activities

Rule Name

This Rule...

Min/Max Activity Durations

Checks that activities fall within the duration ranges you define. For example, you can specify that a user must enter between 2 and 4 hours against Coding activity, or exactly 1 hour every time they enter time against Admin. By default, you can specify duration ranges for up to two different activities.

Project/Task Estimates

Displays a message when hours entered for a project or task exceed a percentage of the estimated hours. You can define the threshold levels for the different types of estimates.

Rules that restrict data entry to certain date ranges

Rule Name

This Rule...

Project/Task Start & End Dates

Ensures time entered falls within the project or task's start and end dates

Restrict Time to User Start/End Dates

Ensures that all time collected on the timesheet falls within the user's start and end dates

Rules that check that in and out entries are valid

Rule Name

This Rule...

Complete In/Out Times

Checks each time entry and punch segment to see if there is an in or out time set. If there is, and its pair is missing, an error is created.

Overlapping Entries

Displays a message when overlapping entries are recorded on in/out timesheets. You can choose to include or exclude breaks and time off that overlaps with other entries. 

Rules to regulate when meals and breaks are recorded

Rule Name

This Rule...

Daily Rest Period

Displays a message if the user doesn't take off the number of hours you specify between shifts

Min/Max Break Durations

Displays a message if the user records a break that is shorter than the minimum length specified, or longer than the maximum length specified

Meal Break Enforcement

Ensures users take specified breaks

Prevent Breaks at Start/End of Day

Displays a message on timesheets that include a break at the very beginning or very end of the user’s work day. You can set the rule to validate for breaks at the start of the day, at the end of the day, or both.

Rules that ensure hours entered match amounts available

Rule Name

This Rule...

Allocation matches Allocation Categories

Ensures that all allocated time matches the amount of time in the allocation categories

Time Off In Lieu

Prevents users from exchanging more hours than are available for time off in lieu

Rules that help ensure overtime budgets aren’t exceeded

Rule Name

This Rule...

Monthly Overtime Hours

Displays a message if overtime hours exceed a defined amount in a calendar month. You'll need to define which pay codes count as overtime.

Yearly Overtime Hours

Displays a message if overtime hours exceed a defined amount in a calendar year. You'll need to define which pay codes count as overtime.

Average Overtime Hours in Rolling Period

Displays a message if the actual average weekly overtime over a “rolling period” whose length you define exceeds the set ‘expected’ amount of overtime, based on a value you also define. You can choose to omit or include overtime hours deposited as time off in lieu.

For example, assume this rule is set with a 17 week rolling period, and a set average of 8 overtime hours. If an employee assigned this rule works 8 hours of overtime each week for 16 weeks, but then this week they work 9 overtime hours, the validation message will display on their current timesheet, since the average will exceed 8 hours per week.

Rules that define where the validation message displays

Rule Name

This Rule...

Display Punch Validations on Timesheet

Displays punch validation messages on the user's timesheet


Using the timesheet validation rules

To use the timesheet validation rules:

  1. Go to Administration > Timesheets > Timesheet Validation Rules.
  2. Select a rule from the list and confirm that it meets your organization’s needs.
  3. Set the parameters for the rule, if applicable. For example, for the Daily Minimum Hours rule, you set a minimum work time for each day.
  4. Ensure the rule’s Status is set to Enabled.

You can now assign the rule to a timesheet template.

Controlling when validation rules run

Each validation rule configuration page contains a check box labelled Execute validation rule last when running timesheet calculations. If the check box is not checked, when calculations are run on a timesheet, the validation rule will execute earlier than other scripts. This allows other scripts (for example, pay rules) to use the results of the validation rule in their calculations.

If a validation rule needs to use data from other scripts, enabling this option will allow it to be executed after the other scripts. If the validation rule is set to run last, other scripts will not be able to use its results. 

For the default validation rules provided with your product, we recommend leaving the check box as it is.


FAQs

Can we use two different timesheet validation rules in combination?

Yes, you can assign multiple validation rules to a timesheet template.