Time Card Management

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Time Card Management

    Time Card Management in ServiceNow (Release Yokohama) enables users such as task assignees to report and track time spent on assigned tasks across various task types including projects, incidents, problems, and change requests. This feature integrates with the Task table and supports time cards and time sheets for accurate time tracking and approval workflows.

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    Key Features

    • Time Recording: Users can log time using time cards and aggregate them into weekly time sheets.
    • Approval Process: Time cards and sheets are routed for approval based on user time sheet policies, which specify non-project and project time approvers.
    • Approver Capabilities: Approvers can review, approve, reject, or recall time sheets and cards; view dashboards for exception reporting and time categorization; and delegate approval responsibilities with defined restrictions.
    • Role Management: The timecardapprover role is included in projectmanager and resourcemanager roles but can be assigned independently. Time card admins manage policies, approve by exception, and can modify pending or rejected time cards.
    • Domain Separation: Data isolation is supported at the Data only level, ensuring domain-specific users access only their relevant time card information.
    • Activation and Dependencies: The Time Card Management plugin (com.snc.timecard) must be activated by administrators. It also installs Performance Analytics dashboards requiring a separate license. Some advanced features require Project Management activation.
    • Time Sheet Policies and Rate Types: Policies define compliance requirements for time sheets and cards; rate types can be created to support cost calculations.
    • Time Sheet Portal: Provides a consolidated weekly view of assigned tasks, allowing daily time entry and single-action submission of time sheets.
    • Cost Management Integration: When enabled, time cards contribute to labor cost tracking within the Cost Management application.

    Practical Benefits for ServiceNow Customers

    Implementing Time Card Management helps organizations accurately capture and approve time spent on work tasks, improving resource tracking and project accounting. The approval workflows and delegation options streamline managerial oversight. Integration with cost management and domain separation supports financial control and data security in multi-domain environments. The Time Sheet Portal enhances user productivity by simplifying time entry and submission processes.

    The Time Card Management feature enables time card users such as task assignees to report and track their time for the assigned tasks.

    Watch this three-minute video to learn about setup of the time tracking feature, entering time and approvals.

    Time Card Management works with the Task table to record time worked on various task types, such as projects, incidents, problems, and change requests.

    With the Time Card Management feature:

    • The time card users can record the time worked on a task using time cards and time sheets. They can submit their time cards and time sheets for approval.
    • Time cards and time sheets are routed for approval based on the Non-project time approver and Project time approver fields in the user time sheet policy. User managers with time card approver role can also log time and submit the time sheet of their resources
    • The time card approvers can perform the following tasks:
      • Review and approve or reject the time cards in a submitted time sheet.
      • Recall the approved time sheets or time cards to return them to the users for corrections.
      • Use dashboards to view reports of time card and time sheet exceptions, and categorize time reported by the users.
      • Delegate another time card approver to process time sheets from your resources when you might not have time or will be unavailable. Note the following points for delegation:
        • You cannot delegate approval only for an individual resource.
        • The delegated time card approver cannot further delegate your time sheet approvals.

      The project_manager and the resource_manager roles contain the timecard_approver role in the base system. However, the timecard_approver role can also be used independently without these roles.

    • The time card admin can create and manage time sheet policies, and can also approve or reject by exception and process the time sheets. Time card admin can also create or edit time cards of any users if the time cards are in Pending or Rejected state.
    Note:
    The Time Card Management plugin is required to use time cards. Some of the procedures require the project management feature, which activates time cards automatically. For more information, see Project Management (com.snc.financial_planning_pmo).

    Domain separation in Time Card Management

    Domain separation provides complete data isolation for domain-specific users. Time card Management is domain separation compliant at the Data only level.