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- Time Tracking
- Features
- Period Close and Reopening
Period Close and Reopening
Lock approved time, send it to billing and payroll by pay period, and control retro-edits.
OverviewLock Exemptions×
Time Tracking · Period Close and Reopening
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Lock Exemptions
Lock exemptions
| Exemption code | Name | Resource | Project code | Reason | Effective from | |
|---|---|---|---|---|---|---|
| EC-308 | Exemption 672 | RSR-8799 | PC-7093 | Yes le-615 | 13 Oct | |
| EC-928 | Exemption 436 | RSR-1805 | PC-7080 | Yes le-422 | 24 Oct | |
| EC-187 | Exemption 361 | RSR-1137 | PC-8105 | Yes le-428 | 26 Oct | |
| EC-927 | Exemption 751 | RSR-2089 | PC-8535 | Yes le-325 | 14 Oct | |
| EC-727 | Exemption 350 | RSR-7956 | PC-8673 | Yes le-649 | 09 Oct |
6 of 6 records
EC-308Lock exemptions · LE-92949
NameExemption 672
ResourceRSR-8799
Project codePC-7093
ReasonYes le-615
Effective from13 Oct
What you can do
Close the period on approved, locked time
When a sheet is approved, every entry on it is locked. Billable entries on the approved sheet go to billing with their resolved rates, and the sheet records the billing export date; a sheet already exported is skipped. Pay calendars define each pay period with a code, name, start, end, frequency (Weekly, Biweekly, Semi-Monthly or Monthly) and a status of Open or Closed. At the end of each period, locked entries inside it are bundled per person for payroll.
Locked time can still need correcting. A person raises a reopen request with a reason, which goes to the Controller. Approval reopens the sheet’s entries, returns the sheet to Submitted for re-approval and writes a controller-reopen violation as an audit record. Lock exemptions, approved in advance for a person or project code over a date range, allow known retro-edits without a request.
How the work is organized
- Approval locks entries. Nobody edits approved time without a reopen or an exemption.
- Exports run once. Billing and payroll export dates are stamped on the sheet, and an exported sheet is not sent again.
- Reopens leave a trail. Each approved reopen writes an audit row.
What to agree during setup
Load your pay calendar for the year. Agree how billing and payroll receive the exported data. Decide which reasons justify a reopen and when an exemption is better, for example during a known billing correction on one project.
Check the handoff on an actual case
A consultant’s sheet for the week ending 14 June is approved and locked, and its billable hours go to billing. On 18 June the client points out four hours were logged to the wrong project. The consultant raises a reopen request with that reason. The Controller approves it; the entries reopen, the sheet returns to Submitted and a controller-reopen row is written.
The consultant moves the hours to the right code and resubmits, and the sheet is approved and locked again. On 30 June the semi-monthly period ends, the locked entries are bundled for payroll and the Controller closes the period.
What your team sees
- Pay Calendar Alerts — Open pay periods with frequency, period start and period end.
- Lock Exemptions — Active exemptions by person or project code with reason, dates and approver.
Follow the work through
- Reopen and retro-edit: From reopen request to re-approved time.
- Time entry to payroll export: Lock, billing and payroll export.
Plan the billing and payroll connections before the first period close.
What it keeps track of
Data model- Pay calendars
- Configured pay periods (semi-monthly / biweekly) that drive period close, payroll export and the Period Close Status scope.
- Lock exemptions
- Pre-authorized exemptions allowing retro-edits of Locked Time Entries without an Unlock Request.
- Timesheets
- Weekly aggregate per Resource per Week Ending. The approval-and-lock unit.
- Time entries
- The atomic time grain: one row per Resource per Date per Project, Task and Project Code.
Who uses it
Permissions- Controller
- , Resource, Project Manager.
- The Controller decides reopenings, approves exemptions and closes periods.
- Resource
- S ask to reopen locked weeks.
- Project Manager
- S check locked time on their projects.
Set up Time Tracking your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.