Workforce Self-Service

The Me portal provides three self-service pages for staff and contractors involved in event projects: timesheets, leave requests, and expense claims. Each page is independent, and they only appear in your navigation for staff accounts with the matching permissions — you may see one, two, or all three.

Where to Find It

Me > Timesheets / Leave / Expense Claims

Open the relevant section from the Me portal navigation.

Timesheet periods and submitted hours appear here when the organization enables timesheets for the user.

Staff can review their leave balance and create an application when the organization has enabled leave self-service.

Submitted expense claims appear here; the user can start a claim from this page.

---

Timesheets

The timesheets page shows a week-by-week grid where you log time against deal budget lines (services).

Reading the grid

Each row is a budget line (service) you have logged time against. Columns are the days of the current week. The footer row shows the total for each day plus the weekly grand total.

A yellow highlight on a row means that entry has an unresolved rate — you cannot submit the timesheet until rates are resolved. Hover the warning icon for details.

Navigating weeks

Use the ← and → arrows to move between weeks. This week resets the view to the current week.

Logging time

Click a cell in the grid to add or edit time for a specific budget line and day:

1. Enter the hours (decimals are fine — they're rounded to whole minutes).
2. Tick Bill if the time is billable.
3. Add an optional note.
4. Save the entry.

To add a new budget line to the week, use the Add budget line row at the bottom of the table and select the service from the picker.

Submitting a timesheet

Once all entries for the week are correct:

1. Check for unresolved-rate warnings and resolve them.
2. Click Submit week.
3. The status badge changes from Draft to Submitted.

If your timesheet is rejected, a Reopen button appears so you can correct and resubmit.

When can you edit entries?

You can add and edit entries while the timesheet is in Draft status. Submitted, approved, and auto-approved timesheets are locked — contact your manager if a correction is needed after submission.

---

Leave

The leave page lists all your leave entries and lets you create new ones for manager approval.

Leave entry statuses

Status	Meaning
Draft	Created but not submitted. You can edit, submit, or delete it.
Pending approval	Sent for manager approval. You can cancel it.
Approved	Approved by your manager. You can still cancel it if plans change.
Rejected	Declined. Edit it (which returns it to Draft) and submit again.
Cancelled	Withdrawn by you.

Adding a leave entry

1. Click Add leave.
2. Select the leave type: annual, sick, unpaid, public holiday, or other.
3. Set the start and end dates.
4. Optionally enter hours and a note.
5. Click Create Entry to save as a draft.

Submitting for approval

A draft entry shows a submit action (Submit for approval). Click it to send the entry for manager approval. The status changes to Pending approval.

Cancelling or deleting

• Pending approval and Approved entries can be cancelled.
• Draft entries can be deleted permanently. A rejected entry can't be deleted, but editing it turns it back into a draft.

Deleting is permanent

Deleting a draft leave entry cannot be undone. Cancel a submitted entry instead if you want to keep the record.

---

Expense Claims

The expense claims page lets you create, itemise, and submit claims for reimbursement.

Claim lifecycle

Expense Claim Lifecycle

Creating a claim

1. Click New Claim.
2. Select the project, enter a title, claim date, and currency.
3. Select your claimant type (staff, speaker, contractor, attendee, or other).
4. Optionally add a description and notes for the approver.
5. Click Create Claim — this creates a draft and takes you to the detail page.

The currency defaults to the selected project's currency.

Adding line items

A claim with no line items cannot be submitted. From the claim detail page:

1. Click Add Line.
2. Enter the description, category, date, and amount.
3. Enter a tax category (required — it defaults to standard), and optionally a tax amount and merchant.
4. Leave Reimbursable on if the expense should be paid back to you.
5. Click Add Line to save.

Repeat for each expense. The subtotal, tax, and grand total update automatically.

Submitting and responding to reviews

Once the claim has at least one line item, click Submit for Approval. After submission:

• If the reviewer needs more information, the status changes to Info Requested and their notes appear in an Information requested by reviewer callout. Edit the lines if needed, then click Respond & Resubmit and add your response.
• To pull a claim back while it's still awaiting a decision, click Withdraw. The claim moves to Withdrawn and leaves the review queue. Withdrawing can't be undone — to claim the same expenses later, create a new claim.

Speaker submitting travel costs

A conference speaker books flights and accommodation for the event. After the event they open Expense Claims, create a new claim for the project, add two line items (flights and hotel), and submit. The event finance team reviews and marks the claim reimbursed within the week.

Check your work

• Timesheets — after clicking Submit week, the week's status badge changes from Draft to Submitted and the grid becomes read-only.
• Leave — a submitted entry shows Pending approval; once your manager decides, it moves to Approved or Rejected.
• Expense claims — a submitted claim shows Submitted on your claims list; the claim detail page tracks it through Approved to Reimbursed.