Changing time card period status

When e-timecard generates time card periods, they automatically receive a Closed status. Closed periods cannot accept labor charges. Periods must have one of the following statuses to be accessible by employees.

Open

Normally signifies the current period, although multiple periods can be open.

Prior Period

Normally not the current period, but open to labor charges.

Employees can enter hours to prior periods and future periods, but you can use the Use when Period Status is field in the earning code record to tell e-timecard to issue an error if employees charge to specific codes.

Future

This period status typically accepts labor charges for planned absences such as vacation.

Find out how to set the validation type for entries to earning codes that are set up to not allow use in future periods.

Your company determines how many time card periods are open, prior period, or future at any given time. There is no limit on the number of periods that can be open.

In addition to the statuses listed above, you can manually set a time card period to Archive before you export it to ensure that the period is not open to labor entries. A time card period with an Archive status does not appear in the Select a time card period dropdown list that employees select from on the Time Card screen.

Hint: After you export a time card, whether an employee can review or change it is determined by your setting for the Access Archived Time Cards field on the e-timecard Initialization screen, not by the time card period status.

To change the status of a time card period

  1. From the JAMIS Administration home page > Daily Processes tab, under Management, click Time card schedules. Or, from the top of any JAMIS Administration screen, click Time Card Setup > Time Card Schedules. The Time Card Schedules screen appears, displaying any time card schedules that you have already set up.

  2. Find the time card schedule for which you want to change a period’s status. You may need to scroll. JAMIS displays the records in ascending order by time card schedule code. You can sort the list differently by clicking the appropriate column heading once or twice.

  3. Click Edit to the left of the time card schedule for which you want to change a period’s status. The Time Card Schedule Details screen appears, displaying all time card periods for the schedule in the bottom section of the screen.

  4. Find the time card period for which you want to change the status. You may need to scroll. JAMIS displays the records in ascending order by time card period start date. You can sort the list differently by clicking the appropriate column heading once or twice.

  5. Click Edit to the left of the time card period for which you want to change the status. JAMIS makes the fields that you can change editable.

  6. Click on the Status dropdown list and select one of the following options.

    Hint: Employees can enter time cards to every status except Closed and Archive. Both Future and Prior Period accept charges, but you can set up specific earning codes to not allow entries in these periods.

  7. Click Update to commit your change to the time card period data.

  8. Repeat the appropriate steps as needed to change the status for additional time card periods.