Timesheet Validation Rules

When timesheets are created and submitted within RSM InTime, rules can be set against the placement rates which limit the maximum number of units/hours and whether there must be at least one shift on the timesheet with a certain rate. The validation rules can be set up by Administrator users and will take immediate effect once saved.

How do I set up validation rules?

1.    Above the menu you will see  > Timesheets > Timesheet Validation Rules. The timesheet validation screen will appear:

2.    From the Day dropdown, select which day you would like the rule to apply to. This can be a single day of the week, weekends or weekdays only or every day of the week.

3.    The Rate Name field holds the name of the rate which the rule should apply to. Enter the placement rate name exactly as it is shown on the placement.

4.    The Rate Frontend Ref field holds the reference of the rate which the rule should apply to. This field is not mandatory if front end references are not used against rates in your system. Enter the placement rate frontend reference exactly as it is shown on the placement.

Note: The rules apply if the rate name and frontend ref match. If frontend ref is not set, the rules apply when just the rate names match.

5.    In the Max Units field enter the maximum total number of units or hours you wish to allow to be submitted against the rate per day. The system will take into account multiple timesheets submitted against the placement for the same week where units or hours have been claimed against the validated rate.

 6.    Rates that are marked as Required must be included on every timesheet, if the placement contains the specified rate. If a rate is required and you wish to enter 0 units, you will also have to enter a shift comment to allow the timesheet to be submitted.

 7.    Click Add for additional rows as required. Otherwise click Save.

 When a timesheet is saved and submitted for approval, if the total number of units claimed exceeds the validation rules for the given day/rate the below message will be shown to the user.

The timesheet will remain at draft status until the units have been amended to be within the maximum number of units set by the validation rules.