Employee Timesheet Lockdown Date

Previously, timesheet lockdown was primarily used to shut down edits for a pay period in preparation for payroll. With the Employee Timesheet Lockdown Date, you can stop employees from changing their own time records for specific dates (for example, after a period is finalized for payroll), while still allowing supervisors and payroll administrators to correct and approve employee timesheets as needed. This separation helps you prevent unauthorized changes after cut‑off while keeping administrative processes flexible.

You define the Employee Timesheet Lockdown Date on each pay group. When the current date is later than the configured Employee Lockdown Date, employees who belong to certain security groups can no longer edit their own timesheets for any day on or before that date.

This enhancement applies to the Daily Timesheet in the Administration portal and to the Self‑Service Portal (SSP) timesheet. It does not apply to the Weekly Timesheet. When dates are locked, affected employees cannot add, modify, delete, or submit timesheet entries for those dates, and they see a message indicating that the timesheet is locked and can no longer be edited by employees. Attestation is not blocked; employees can still attest to days on or before the Employee Lockdown Date.

Supervisors and payroll administrators can continue to review, edit, and approve employee timesheets for locked dates. However, they cannot edit their own timesheets on or before the Employee Lockdown Date. The Employee Lockdown Date is independent of the existing timesheet lockdown date. You can use either date by itself, or use both together, depending on your organization’s policies.

The Employee Timesheet Lockdown Date relies on configuration in three areas:

• Pay group: You can configure a new Employee Lockdown Date field in pay group maintenance, with an optional setting to advance this date automatically as part of payroll close. Setting the Employee Lockdown Date to 1/1/1900 to disable employee lockdown date for that pay group.
• Security group: You can use the Use Emp Lockdown flag in security group maintenance to identify which users are treated as employees for this feature. Only users in security groups with Use Emp Lockdown selected are restricted by the Employee Lockdown Date. To ensure supervisors and administrators are not locked out of editing employee timesheets, you must place them in appropriate security groups and assign the required lockdown privileges.
• Timesheet Lockdown Task: The existing Timesheet Lockdown Task includes parameters that let you choose whether to apply the existing lockdown date, the Employee Timesheet Lockdown Date, or both. When you configure the task to use the Employee Timesheet Lockdown Date, it can update this date automatically to the end of the current pay period when it runs, aligning employee edit cut‑off with your payroll cycle.

  If the organization is using both the Timesheeet Lockdown Date, and the Employee Lockdown Date, and the dates should be updated at two different times, for example, employees are locked out on Saturday, and Supervisors are locked out on Sunday, then the task should be created twice, once for employee lock down date on Saturday, and once for timesheet lock down on Monday.