This error occurs because timesheet claims were originally entered in the Current Period, but now that the payroll period has advanced, those claims cannot be edited or submitted as they belong to a closed period. Follow the steps below to resolve this.
Remove and resubmit as historical timesheet claim (Retrospective claims)
Employees can be allowed to enter retrospective claims for closed periods.
For example, if the current open period is 6th Aug – 12th Aug, but the employee missed entering claims for a prior week, they can:
Scroll back to the historical week,
Enter the timesheet data for that past week,
The system will display this as part of the current open period, but with the actual historical week’s dates,
The employee submits the claim as normal,
The manager then sees it in their approval list.
This lets employees submit missed claims for closed periods by treating them as current submissions.
Enable User Defined Calendar (UDC) group and configure rollback periods
Enable User Defined Calendar Group for the employee's work group:
Go to CoreTime > System Params > Work Groups,
Query the employee’s work group,
Click General Parameters 2,
Check the box for User Defined Calendar Group,
Save changes.
Update Data Entry Offset for the User Defined Calendar:
Go to CoreTime > System Params > Calendar > System Calendar,
Query the relevant User Defined Calendar,
Set Data Entry Offset to 0 (zero),
Save changes.
Set Rollback Periods for Employee Data Entry:
Go to CoreTime > System Params > Ref A to C > Control Parameters,
Query the relevant Company,
Select General Parameters 4,
Set EMP Rollback Periods For Data Entry to the number of weeks you want employees to be able to enter historical hours (e.g., 1 allows one week back),
Save changes.
Employees will then be able to submit or edit timesheet claims for closed periods going back the number of weeks defined.