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# Validation of employee documents

When an employee makes a request from the portal or from the Application Desktop, the manager must then process the employee's request in order to validate or reject it. Also, when an employee adds time spent or creates an expense report, the manager must validate or reject them so they are taken into account.

A manager can validate three types of documents:

- leave requests;
- timesheets;
- expense reports.

The details of the document can be displayed before the manager validates or rejects it. The manager can also display the request in its context: the employee's schedule can be opened to validate a leave request or the project task tracking can be opened to validate timesheets. Depending on their responsibilities, managers can validate the documents of multiple teams or even validate their own documents.

Validations are managed from the Validations menu in the Manager module.

Showing documents to be validated

The different validation menus have the same interface, whether it is used to validate leave requests, timesheets or expense reports.

For each screen, the header displays multiple tabs to filter the list of items:

- Select the My team tab to display all the employees in your team, meaning all the employees you are directly managing.
- Select the My teams tab to display all the employees in all the teams.
- For leave requests, select the My requests tab to display your own requests.
- For timesheets, select the My projects tab to display the time spent on your projects.

At any time, click on on the screen's right to update the list displayed.

Managing validations
Leave requests

To access leave requests to be validated, click Leave requests under the Validations menu.

The Leave requests menu displays the list of employees that the manager is in charge of and that have leave requests to be validated. Unfold an employee to display all the leave requests from this employee, or click on and to show or hide all the requests from all employees.

Leave requests are displayed as tables, where a line represents a leave request. Requests have separate tables for each leave type: for example one table for paid leaves, another one for additional rest days, and so on.

For each leave request:

- Click on to open the employee's schedule in a separate window to show the leave request in context. The manager can validate or reject the leave request from this window.
- Click on to open the details of the leave request in a separate window. These details are the information filled in by the employee when creating the leave request. The manager can validate or reject the leave request from this window.
- Click on to reject the leave request. Fill in the rejection reasons in the window then click Validate to confirm the rejection.
- Click on to validate the leave request.

To cancel the validation or the rejection of a leave request, click on . The cancellation is only available for validated or rejected leave requests.

Timesheets

To access timesheets to be validated, click Time under the Validations menu.

The Time menu displays the list of timesheets to be validated for the given project or employee. Unfold a project or an employee to display all the timesheets linked. It is possible to validate timesheets:

- by project if the connected user is a project manager;
- by employee if the connected user manages employees.

Timesheets are displayed as tables, where a line represents a block of time.

For each time:

- Click on to open the project's task tracking in a separate window to show the project's workload. The manager can validate or reject the time from this window.
- Click on to open the details of the time in a separate window. These details are the information filled in by the employee when creating the time.
- Click on to reject the time. Fill in the rejection reasons in the window then click Validate to confirm the rejection.
- Click on to validate the time.

To cancel the validation or the rejection of a time, click on . The cancellation is only available for validated or rejected time.

Reference

The Time menu can also be used to reassign timesheets and to validate multiple lines at once. For more information, refer to Validating and reassigning multiple time entries at once.

Expense reports

Important

If adding a receipt has been set up as required for the corresponding expense types, the expense report will be checked when it is validated. If required receipts are missing, the expense report cannot be validated. It is still possible to reject it.

Note

If approvals are set up for expense reports, it is also possible to approve expense reports or deny individual expenses from the Approvals menu in the Manager module.

To access expense reports to be validated, click Expense reports under the Validations menu.

The Expense reports menu displays the list of employees that the manager is in charge of and that have expense reports to be validated. Unfold an employee to display all the expense reports of this employee. Depending on the processes used in the company, an expense report could have to be completed by the employee before it is transferred for validation.

Expense reports are displayed as tables, where a line represents an expense report.

For each expense report:

- Click on to show the details of the expense report and its expense lines in a separate window. Click on an expense line in the table to display its details. The manager can validate or reject the expense report from this window and can also publish the report.
- Click on to publish the expense report. You must previously set up report templates for expense reports.
- Click on to reject the expense report. Fill in the rejection reasons in the window then click Validate to confirm the rejection.
- Click on to validate the expense report.

To cancel the validation or the rejection of an expense report, click on . The cancellation is only available for validated or rejected expense reports.

Validating and reassigning multiple time entries at once

From the time validation screen, it is possible to validate and reassign multiple lines at once. These features are available from the header of a list of time entries.

Validating multiple time entries at once

| 1 | From the Time menu, select the desired tab to display the list of projects or the timesheets of a team, then unfold the project or the employee to display the time spent.

| 2 | Check the boxes on the left to select each line. To select all the lines at once, check the box in the list's header, on the left of the Actions button.

| 3 | Select the validation status code from the drop-down list in the list's header. Time validation status codes can be set up from the Application Desktop and are used to define different levels of validation, for example Validated by project manager and Validated by manager.

| 4 | Click on in the list's header.

The time entries checked are validated with the selected validation status code.

Reassigning multiple time entries at once

| 1 | From the Time menu, select the desired tab to display the list of projects or the timesheets of a team, then unfold the project or the employee to display the time spent.

| 2 | Check the boxes on the left to select each line. To select all the lines at once, check the box in the list's header, on the left of the Actions button.

| 3 | Click Actions > Reassign multiple time in the list's header.

| 4 | In the window, fill in the following fields:

- the Customer;
- the Project, Phase, Sub-phase and Task;
- the Action code;
- the Comment if needed.

| 5 | Click Reassign.

The time entries checked are reassigned to the selected customer and project.

Changing the manager

If a manager has the necessary rights or if the rights have been delegated, it is possible to select another manager in the validation screens in order to validate documents for this manager. Delegations are managed from the Application Desktop.

Example

The manager of the A department is on holidays from February 1 to 15. During this period, the rights are delegated to the manager of the B department.

When the manager of the B department connects to the portal, he can access the feature for changing managers. He can select the manager of the A department to validate the leave requests, the timesheets or the expense reports of the A department.

| 1 | From one of the validation menus, click on on the top right of the screen.

| 2 | In the window, select the manager then click Validate.

The validation menu displays the leave requests, the timeheets or the expense reports to be validated by the selected manager so the connected user can validate these documents for the manager. The name of the selected manager is added next to the icon.

To remove this manager, click on the icon associated with the manager's name, on the top right of the screen.

Viewing the history

The validation history can be accessed for each validation menu from the History tab:

- The leave request history displays all the requests validated by the manager.
- The time history displays the timesheets validated by the user over the last two months.
- The expense report history displays all the expense reports validated by the manager.