Unanet Timekeeping and Approval Instructions

Description
These procedures provides an overview of creating, editing and submitting a timesheet. A description of the approval process and timesheet
statuses is also provided. Procedures for submitting and approving leave requests are also included.

Log into Unanet

Go to https://triafed.unanet.biz/triafed/ to log into Unanet. The username the employee's email account. Tria employee
Unanet accounts are linked to Microsoft 365's single sign-on functionality.

Create A Timesheet
Create a new timesheet with each new time period.
To create a timesheet, navigate to Time> Dashboard or Time> List and click+Timesheet (upper right corner above grid).
Note: The grid for Active Timesheets will appear the same on both the Time> List and Unanet Home Dashboard pages.

A new timesheet can also be created from the Home Dashboard (click on the Tria logo at upper left corner of screen). Scroll down to Active
Timesheets and click+Timesheet (upper right corner above grid).

(Time > Dashboard)

(Time > List and Unanet Home Dashboard)

On the resulting screen, enter a date that falls within the time period you wish to create. The DATE field is populated by default with the
current date. If necessary, use the calendar icon to change the date.
 Click Save.

Time - Create Timesheet

CREATE A NEW TIME SHEET

DATE: 6/20/2019

Create a new timesheet for the time period containing this date.

EHii

Timesheet Data Entry

Timesheet features related to data entry include the following:
• Each field will adjust in size according to the length of the values selected to optimize the overall display based on your screen size and
resolution.
• If a field is required and has a default value defined in the system, it will default automatically. (EX: LABOR CATEGORY, LOCATION,
PROJECT TYPE, etc.)
• If a field is not required and has no default value defined in the system, the default display will be blank.

Totals:

The PROJECT column contains projects that are active and available for users to charge time against.
The TASK column contains tasks associated with the selected project that are active and available for users to charge time against.
For each project row, enter time in the proper day/date to the right. Additional rows associated to various projects or other elements within
the dropdown menus can be added to the timesheet by specifying the number of rows to insert and clicking the add row icon at the bottom left
of the timesheet.

Searching And Filtering

• Wildcards
o Simply click in the field to get the full list of available values.
o If you have a long list of items, you can narrow the list by using the"%" sign in combination with a character string. (EX: c%1, c%2, etc.)
 PROJECT TASK LABOR CATEGORY PROJECT TASK LABOR CATEGORY

fflll 0.. I • fflll a.. c%1 •

CUSTOMER-110 .10.7011.102 T- --------- 1 CUSTOMER-110.10.7011.102
1
CUSTOMER-1 20.STUDY-X LCUSTOMER-1 20.STUDY-X
CUSTOMER-2 BIG-DATA
CUSTOMER-2 SPACE-STATION
Comme� MYCOADMIN Comments:
I
MYCO HOLIDAY
MYCO TRAINING
_J

Remember the Company Picnic is This Friday! Remember the Company Picnic is This Friday!

ifii Fi+IH MiPI Bi!ESHi\MME

• Type in Character String
o Typing a character string within a field will display any values matching that character string. The character string does not have to be at
the beginning of the returned value.

PROJECT TASK LABOR CATEGORY

nmo.. m�
l
...
MYCOADMIN
• MYCO HOLIDAY
J MYCOTRAINING

Comments:

Remember the Company Picnic is This Friday/

Fili FHIIIM ME
• Clearing Required Fields
o If a field is required and has a default value defined in the system, it cannot be cleared. The system will automatically restore the
previous value.

Hours And Comments

Time must be entered daily at the end of each day.

Comments may be required upon entering hours in the timesheet. An alert message will be displayed and comments must be
entered before Save is allowed.

Daily timesheet floorcheck audits will be performed at 11am EST each day. Users will receive an email notification if
timesheets have not be completed for the previous work day.
The Comments box on the timesheet will always stay visible when you have to scroll right on the grid.

Comments:

Remember the Company Picnic is This Friday!

'''' 1;;11;;::1 &iii&

My Projects
Additional projects and/or tasks may be added to the timesheet dropdown menus as assignments are created.
When editing a timesheet, users can select the projects and/or tasks available in the dropdown menus by clicking My Projects at the bottom of
the timesheet. You can return to editing the timesheet by clicking <Timesheet.
The My Projects screen is also accessible by navigating to Time > My Projects. However, this screen does not allow the return to editing the
timesheet by clicking <Timesheet.

Saving The Timesheet

After entering time data, click Save at the bottom of the screen. The timesheet will remain in a status of INUSE and will be available to the user
for time entry during the remainder of the time period.

Edit A Timesheet
Navigate to Time> Dashboard; Time> List; or Home> Dashboard and find Active Timesheets. Click the edit pencil icon to open a timesheet
and continue data entry.

Active Timesheets O nmesheet

TIME PERIOD HOURS STATUS CONTROLLER

51112019 - 5115/2019 25 INUSE 51212019 2:29 PM Frank T Controller (!controller)

Audit Trail
After saving an entry on the timesheet, any change to that entry will require a change reason and will store the data in a viewable audit
trail. After making changes to cells and clicking Save, a Change Reason screen will appear for this data entry.
Approval History
After the timesheet is submitted, it will move through an approval process. All users entering data, submitting the timesheet and approving the
timesheet will record an entry in the Approval History with the username, date, time, and any comments.

To review this information, click the magnifying glass icon for the desired timesheet, then click Approval Historyto expand that link and view the
history details.

Email Notifications will be sent to the participants in the approval process that contain the status and information on further actions.

Time - Timesheet for Frank T. Controller (5/1/2019 - 5/15/2019)- Salaried

PROJECT PAY
PROJECT/TASK LABOR CATEGORY LOCATION TYPE CODE

CUSTOMER-2 BIG-DATA
1. Research/Analysis GSA-Administrative Assistant KS - Fort Leavenworth BILLABLE RT
CUSTOMER-2 SPACE-STATION
1 Requirements GSA-Program Manager KS - Fort Leavenworth BILLABLE RT
TOTALS:

Apmoval History ..,

BY (FOR) ROLE PROJECT STATUS COMMENTS

Frank T. Controller Administrator INUSE 5/2/2019 2 29 PM Time Import

Audit Trail ►

Timesheet Statuses
Review the status of timesheets by navigating to Time> List. Timesheets can be viewed according to category:
• Active Timesheets
• Current Leave Requests
• Completed Timesheets
• Past Leave Requests

Time- List

Active Timesheets • 0 Timesheet

TIME PERIOD HOURS STATUS CONTROLLER

a, / 51112019 - 511512019 24 INUSE 51212019 2:29 PM Frank T Controller (!controller)

Current Leave Requests • 0 Leave Request

DATE RANGE HOURS STATUS COMMENTS

There are no current leave requests.

Completed Timesheets •

TIME PERIOD HOURS STATUS

a, , 411612019 - 413012019 8 LOCKED 5/2/2019 2:29 PM

0,. .� 4/112019 - 4/1512019 8 LOCKED 4/1612019 9:54 AM

Active and Completed timesheets will be displayed with one of the following statuses:

• INUSE- The timesheet is in use by the employee. It has been saved but not submitted for
approval.
• SUBMITTED- The timesheet has been submitted and has not been reviewed by an Approver.
 • COMPLETED - When all approvals have been made, the status is changed to COMPLETED. When the timesheet enters this state, it is no
longer visible under Active Timesheets. At this point, the timesheet can be viewed under Completed Timesheets.
• EXTRACTED - The timesheet has been LOCKED and may no longer be available to edit.

Approval Queues
Items that have been submitted for approval are reviewed and managed through approval queues. Email notifications are sent to managers
when new items have been added to their approval queue.
Managers can get to their approval queues by going to their Home Dashboard. The Approvals section summarizes the Primary and Alternate
approvals that are pending.

Pending Approvals can also be accessed at People > Approvals. Click the links to see the full queue.
Timesheet Approvals
Click on the magnifying glass icon next to each item to see the details and access the action buttons.

Timesheets can be approved or disapproved by clicking Approve or Disapprove.

Each of the buttons can be used to complete various functions as follows:

• <Queue-Do nothing with the timesheet and be routed back to the approval queue.
• Edit-Edit the timesheet. *Editing will require the item to be resubmitted and go through the approval process again.
• Approve-Approve the timesheet and be routed back to the approval queue.
• Approve>-Approve the timesheet and display the next timesheet pending approval.
• Disapprove-Disapprove the timesheet and be routed back to the approval queue.
• Skip>-Do nothing with the timesheet and display the next timesheet pending approval.

Before completing the Approve/Disapprove action, the Manager is provided with a screen where approval comments may be entered.
Note: The Manager must enter comments if they Disapprove an item.

As items are approved or disapproved, they are removed from the Manager's queue. If a Manager is acting as an alternate for another
Manager, they can perform both their primary and alternate approvals using the same queue.
Timesheet Status Reports

The Timesheet Status Pie Chart report is very useful for keeping track of their employee's timesheet status. (Reports>Dashboard>People
Reports> Status Reports)

Select the report link and set the report criteria as desired, then click Run Report.

The Manager can view the details of whose timesheets are missing, submitted, or completed by clciking the specific pie chart section.
Create and Edit Leave Requests

Add Leave Request

Users can create new leave requests by clicking on +Leave Request under the Leave Requests section of the Time - Dashboard (also
located next to the add timesheet icon on many screens). A screen resembling the following will be presented.

Field Description:
• Begin Date - The date the leave begins. This date must be less than the End Date.
• End Date - The last day of leave. Note that more than one leave request can have the same or overlapping dates.
• Hours - This value represents the desired number of hours to take off.
• Include non-working days - When this option is selected, the calculation that populates the Hours field above will consider all days
within the date range.
• Comments - The Comments field is an optional field where the user can provide additional detail as to the purpose of the leave. The
detail provided in this field will appear in various screens, approval queues, and reports.

• Clicking Save or Preview will save the Leave Request but will not present the request to the Manager for approval. The status of a
newly created leave request will be INUSE.

Edit Leave Request

To edit an existing leave request, the user can navigate to either their Home or Time dashboards where they will see a list of Current Leave
Requests (which should be directly below their list of Active Timesheets). Click on the pencil icon to edit the leave request.
Leave Request Submittal and Approvals

Submit Leave Request

Once a user has entered their leave request, they can submit it for approval (by clicking Submit). An email is sent to the manager about the
pending leave request.

Leave Request Approvals

Other than the email notification, managers will be aware of the pending leave requests as they will appear on their Home and People
dashboard approval widgets (as in the example below).

Managers can also navigate to their People> Approvals screen where they will have a Leave section containing any leave requests pending their
approval.

This section will resemble the following example:

From this screen, Managers (and their Manager Alternates), can approve, disapprove, or preview the leave requests.

When previewing the leave requests the screen will resemble the following example:
Approved Leave Requests On The Timesheet
Leave requests that have been approved will appear on the editable and preview versions of a user's timesheet (along the top left of the screen in
a separate section). Recall that the approved leave does not automatically populate a user's timesheet cells nor does it require or restrict the user
to reporting leave time on any given date. This is simply displayed on the screen for reference purposes.