Allocating your hours after time entry
After you’ve recorded your time, you may be required to distribute the hours amongst tasks or activities, to indicate how much time you’ve spent in each area. This is called allocation.
Your punches or in/out times are used to determine how many hours you have to allocate on a given day. You’ll need to make sure all of these hours are allocated before submitting your timesheet. Depending on your timesheet’s configuration, you may need to allocate against pay types as well.
How do I know if I need to allocate my hours?
If your timesheet includes a Time Punches section (or a section for entering in/out times) AND a Time Distribution section, your timesheet has been configured for allocation.
Allocating hours
To allocate your hours:
- Go to My Work > Timesheet.
The Time Distribution section shows how many hours are available to allocate, or distribute, for each day.
- Click Add Row and choose a project and task and a billing rate, if available.
Depending on how your timesheet is configured, you may select an activity instead.
- Enter the number of hours you worked on that task during that day.
The Not Time Distributed row automatically updates.
- Add a row for each additional task you worked on during the day, and enter the hours for each task.
Ensuring all hours are accounted for
As you allocate, review the Not Time Distributed row to see how many hours still need to be entered against a task or activity.
For each day, your total allocated hours should match the hours available for allocation. You may not be able to submit your timesheet until the hours match. When all hours are allocated, the Not Time Distributed row shows 0.
If a negative value is shown, you have entered too many hours in the Time Distribution grid; in fact, you entered more hours than you worked.
Allocating against pay types
In addition to allocating hours to projects and tasks, you may also need to specify the pay type that applies to each project’s hours. For example, if you worked 8 regular time hours and 2 overtime hours, you need to specify which projects the regular time hours belong to and which projects the overtime hours belong to.
If you need to allocate against pay types, there will be multiple Not Time Distributed rows, one for each pay type.
For each row you add, choose the pay type for those hours in the Distributed Time Type column.
Once you have finished allocating, ensure the total allocated amount for each pay type matches the amount available for allocation. Each row of the Not Time Distributed section should show 0.
FAQs
Why aren’t all my hours showing up in the Time Distribution grid?
If the Not Time Distributed data appears out of date, click Recalculate Now above the Time Distribution grid. Keep in mind that typically only working hours are available for allocation. Break times and time off may not be included in the allocable hours.