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.
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.
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
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.
Billing Rate Validation
Displays a message if the user hasn't selected a billing rate, for applicable entries.
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
Displays an error for time entered above the allowed workweek 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
Average Workday Hours in Rolling Period
Displays a message if the average number of hours (or workday 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. Including a time off type means days booked with that type are considered normal working days, and are not subtracted from the reference period. All time off is used in average work hours calculations.
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.
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.
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
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.
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.
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 meal breaks
Meal Break Validation for Continuous Work
Ensures users take a meal break before they exceed six hours (the default) of continuous work. Useful in countries such as the Czech Republic and Austria.
Rest Break Enforcement
Ensures users take specified rest breaks
Rest Break Enforcement with Major Fraction
Ensures users take specified rest breaks. You define a repeating period in which a break must fall, called a work period (for example, 4 hours).
You can also specify that each break must be taken in the second half of the work period, using the Break must be taken after major fraction of every work period parameter.
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.
Allocation matches Allocation Categories
Time Off In Lieu
Prevents users from exchanging more hours than are available for time off in lieu
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.
Display Punch Validations on Timesheet
Displays punch validation messages on the user's timesheet
To use the timesheet validation rules:
You can now assign the rule to a timesheet template.
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.
Yes, you can assign multiple validation rules to a timesheet template.