Weekly Timesheet Validation

Every Friday, review and validate the week's timesheets. FSEs need accurate timesheets for per diem. Accounting needs them to post labor costs. If mistakes get through here, they get harder to fix downstream.

Friday Checklist

1. Open the validation queue

Timesheets > To Validate

This shows all timesheets submitted by your team that haven't been validated yet.

2. Check each timesheet

For each entry, verify:

• Correct project and task — Is the time logged to the right client?
• Reasonable hours — Does the number make sense for the work performed?
• No missing days — Did the FSE log time for every day they were on a job?
• No duplicates — Same hours logged twice to different tasks?

3. Fix problems before validating

If something's wrong, edit it now. Once you validate, the timesheet is locked.

Common fixes:

• Wrong project/task — Edit the timesheet line to move it to the correct project
• Missing time — Add the missing entry yourself, or send it back to the FSE
• Hours look off — Check with the FSE before changing

4. Split travel on multi-client trips

If an FSE served multiple clients on one trip, they'll have logged all travel time to the first ticket. Before you validate:

1. Reduce the travel hours on the first ticket
2. Add matching travel hours to the other tickets
3. Total hours should stay the same

5. Validate

Select the reviewed timesheets and click Validate. They're now locked and ready for accounting to post at month-end.

What You Don't Need to Do

• Per diem — Calculated automatically from time entries. You don't touch it.
• Journal entries — Accounting handles this monthly.
• Hourly cost — Set by admin on the employee record. If accounting flags a missing rate, tell Noah.

If Accounting Sends Something Back

If accounting resets a timesheet to draft, it means they found an issue after you validated. It'll reappear in your validation queue. Fix the problem and re-validate.