The Adjustment Timesheet Tab defines who participates in the initiation, approval, and escalation of adjustment timesheets when online timesheets are used.
Adjustment timesheets are required when incorrect data has been entered and a Candidate has already been paid.
Adjustment timesheets are always triggered by an agency (internal user). The Client may be included in the approval process, but this is optional.
⚠ Important: Only internal users can initiate adjustment timesheets.
Step 1: Initiator
In this step, define who will initiate the adjustment timesheet and configure the approval, rejection, and reminder notifications.
Initiator Settings
Go to the Adjustment Timesheet tab.
Under Choose Initiator Group, select Agency.
The initiator must be an internal user who submits adjustment timesheets on behalf of the Payee.
When Agency is selected, another field displays — Choose Initiator.
Select one of the following: Filled by User, Job Creator, Job Owner, Client Owner, or Agency User.
If Agency User is selected, enter the Staff ID of the internal user who will initiate the adjustment timesheet.
Instant Notifications
Under Choose Rejection, select the notification to be sent when a timesheet is rejected.
Under Choose Approved, select the notification to be sent when a timesheet is approved.
Schedule Notifications
Under Choose Reminder, select one or more reminder notifications to remind the initiator to submit timesheets for approval.
Step 2: Approval Levels
Use this step to define up to four approval levels and their associated notifications.
Click Add Level to create additional approver levels.
When the adjustment timesheet is submitted:
The Level 1 approver is notified first.
Once approved, the Level 2 approver (and subsequent levels) receive notifications sequentially.
Approval Settings
Under Choose Contact Type, select either Client or Agency.
If Client is selected, choose from Site Contact, Order by Contact, Report To Contact, or a specific Client Contact.
If Client Contact is selected, choose the relevant contact from the list.
If Agency is selected, choose from Filled by User, Job Creator, Job Owner, Client Owner, or Agency User.
If Agency User is selected, enter the Staff ID of the user who will act as approver.
Instant Notifications
Under Choose Submitted, select the notification to send when an adjustment timesheet is submitted.
Under Choose Recalled, select the notification to send when a submitted (but not approved) timesheet is recalled.
Schedule Notifications
Under Choose Reminder, select one or more notifications to remind approvers to review submitted adjustment timesheets.
Step 3: Escalation
In this step, define escalation settings for adjustment timesheets that are not approved within a set time frame (configured in the Back Office module).
Escalation Settings
Under Choose Escalation Contact, select who will receive escalation notifications.
Choose from Filled by User, Job Creator, Job Owner, Filled by User Manager, Created by User Manager, Job Owner Manager, or Agency User.
If Agency User is selected, enter the Staff ID of the internal user who will receive the escalation notification.
Under Choose Escalation Notification, select the notification to be dispatched to the chosen escalation contact.
💡 Best Practices
Review approval chains regularly to ensure escalation routes remain valid.
Keep notification templates clear and concise for quick understanding.
Test all notification rules in a sandbox before activating them in production.
Limit approver levels to only those required for compliance and audit purposes.
🤔 FAQs
Q1: Can a Client initiate an adjustment timesheet?
Answer: No. Only internal users (agency users) can initiate adjustment timesheets.
Q2: How many approval levels can I configure?
Answer: You can set up to four approval levels in the Adjustment Timesheet tab.
Q3: What happens if no one approves the timesheet within the defined timeframe?
Answer: The system escalates the timesheet to the configured escalation contact, who receives the escalation notification.