Tracking time for research projects in Vidatum as of 1 December
As of 1 December, we’ll be using Vidatum to approve hours recorded for externally funded research projects instead of SAP Self Service.
What does this mean for you?
Your workflow will remain largely the same. You’ll continue to prefill, record or approve hours, but in a different environment. Read about how to prepare, what may change for your role and where to find help and instructions to ensure a smooth transition.
Key dates, actions and focal points per role
For project controllers
By 30 November at the latest: in Vidatum, add time trackers to the project budget and approvers to the project team. Time trackers can then start recording hours in Vidatum from 1 December.
For prefillers
Before you can prefill hours, you need to authorise the time tracker in Vidatum. You can then log in under the time tracker’s name to fill in a timesheet. You’ll find step-by-step instructions in the time tracking manual.
For time trackers
Key dates
- By 7 December 2025 at the latest: record your November hours in SAP Self Service.
- From 1 December 2025: record your hours in Vidatum.
Annual leave from SAP (from 1 January 2026 via BAS InSite) will be automatically displayed in Vidatum and cannot be adjusted. If you have a function-based contract (formerly annual agreement), record your leave in Vidatum under ‘Other Leave’. See the time tracking manual for more information.
For approvers
Key dates
- By 23 December 2025, 17:00 hrs. at the latest: approve hours for November in SAP Self Service.
- From 1 January 2026: approve hours in Vidatum.
In Vidatum you, as approver, are linked to the project rather than to an individual time tracker. The project controller can assign two approvers to a project: a timesheet approver and a second-level approver. This is for when the first approver, such as a Principal Investigator (PI), also tracks time.
Help and support
Take a moment now to see the time tracking manual and the FAQ for step-by-step instructions. As of 1 December, you'll be using Vidatum to register and approve your hours.
Want to read through all the steps? Download the document Getting started with time registration in Vidatum for reference or to share with colleagues.
Questions?
Can’t find the answer to your question in the manual? Ask the contact person at your faculty.
Vidatum: one system for managing externally funded research projects
Vidatum helps researchers and research support professionals manage externally funded research projects. This web-based system makes it easier to track budgets, deadlines, hours and financials – all in one place. Read more about Vidatum.