I need to raise and/or approve timesheets in AIMS. Is there a training manual that I can follow?
The AIMS Office has prepared training video tutorials that explain in detail the basic concepts that apply with respect to creating, submitting and approving timesheets in AIMS. The training video tutorials can be accessed in our Training & User Guides section. You need to be signed in to your UM IT account (@um.edu.mt) to access the video tutorials. It is not possible to assign access through personal email accounts.
I am receiving the following error message – “Access to menu ID 'TS324' is denied, or the menu ID does not exist”. Who can I speak to?
This error suggests that you do not have access to the timesheet approval screen. Please get in touch with us using this form. Include a copy of the error message in the email.
I need to submit my timesheet, but do not have access to the Timesheets – Standard Screen. Why is this?
Access to the Timesheets – Standard screen is only given on request from the Project’s Responsible Officer. Kindly get in touch with the Responsible Officer of your Project for access.
I used to submit timesheets but am no longer employed with the University. How do I submit any timesheets that are still outstanding?
Once you cease to be an employee of the University, your access to AIMS is revoked. In such cases it is important to ensure that any timesheets that remain outstanding are submitted prior to last day of employment. In the event that you do not manage to submit your timesheets on time you should get in touch with your Project’s Responsible Officer.
I have received an email titled ‘Timesheet error notification -Absence Hours’. What is this and how can I solve it?
This email is sent when the total amount of Vacation Leave hours in the timesheet period does not match those in the absence module. You can solve this issue by reviewing the email you received, and making sure that the hours between the timesheet module and the absence module are equal. This can be done by either increasing/decreasing the vacation leave hours in the absence module OR by increasing/decreasing vacation leave hours from your timesheet.
Further information on how many vacation leave hours are to be included in the timesheet can be obtained from your Project’s Responsible Officer.
I am trying to submit my timesheet, but cannot locate the Work Package that I am working on. What should I do?
When trying to input work packages in the Timesheet – Standard screen, you can start typing in the first letters of the project in the ‘Work Pckgs’ field. The system will automatically show all valid work packages during the selected period.
If the work package still does not show up, you should get in touch with your Project’s Responsible Officer.
Not all days in my timesheet are accessible. Why is this?
In such cases, you need to speak to your Project’s Responsible Officer who can make sure that the necessary setup to connect you to the project is currently in place.
The project I am working on is not showing up when trying to submit my timesheets. What can I do?
In such cases, you need to speak to your Project’s Responsible Officer who can make sure that the necessary setup to connect you to the project is currently in place.
Is it possible to submit more than one timesheet for each pay period?
No – only one timesheet can be submitted, or indeed created, for each pay period.
I need to amend my already submitted timesheet. How can I do this?
Timesheets can only be amended when rejected. If you have not yet received that your timesheet is rejected, you need to ask the next approver of your timesheet to reject it. Once this is done you can access the task and amend as necessary.
Please Note: The task can be accessed either from the link in the email informing you of the rejected timesheet task, or else by using the task list on AIMS.
My timesheet is already fully approved, but I need to apply some changes to it. How can I do this?
Changes to timesheets that have already been approved need to first be discussed with the Responsible Officer/s (Project Support Office) of the project/s that will be impacted, who will then apply said changes from his/her end.
I have submitted a timesheet in error, or otherwise wish to delete a timesheet that was submitted for approval. How do I do this?
If you wish to delete a timesheet that was submitted for approval – i.e. is already in workflow but has not yet been fully approved) you should first communicate with a Responsible Officer (Project Support Officer), indicating whether you wish to only remove the timesheet from workflow, or if your intention is both remove the timesheet from workflow AND delete the timesheet data for that period. The Responsible Officer will then forward this request to the AIMS Office.
Can I delete a fully approved timesheet?
It is not possible to delete timesheets that have been fully approved. You should liaise with the applicable Responsible Officer/s in order to establish the optimal way forward in this circumstance.