Manager approval

There are three manager time entry approval views available:
  • summary
  • pay period
  • daily

On the Summary or Pay Period views, a manager can approve, reject, or hold a time card. If a manager approves or holds a time card, then the employee cannot make changes to it. When a manager rejects a time card, the employee receives an email message, the time card screen shows the message Returned for Review and is subject to change.

Managers can add, change, or delete employee time card data. When a change is made, an email is automatically generated to notify the employees that a change was made to their time cards for the pay period affected.

Summary approval

The summary view shows a manager’s direct reports and any hours that were submitted by the employee for the period. If a manager’s direct reports fall into more than one pay plan, then a pay plan select screen is presented to the user before specifying the summary view.

  • The system directs the manager to the current pay period. The manager can navigate to other pay periods through select arrows or a pull-down calendar.

  • All active employees are displayed on the screen, regardless if time card information was specified.

  • If the employees have finalized their time cards and have submitted it for approval, then the Submitted Hours column is populated with a total for the period.

  • A detail icon is available for the manager to select and obtain additional detail regarding the employee’s time card data. By selecting detail, users are taken to a pay period view, where they can review, add, or change data. From the period view, a manager may detail down to a daily view.

  • Color coded icons specify whether an employee has or has not specified time card information or has submitted a time card for approval:

    • Red indicates no data was specified.

    • Yellow indicates that data was specified, but not submitted by the employee.

    • Green denotes that the employee has completed the data entry process and is ready for the manager to approve the employee's time card.

  • Mouse over features assist the user in understanding the detail color scheme and associated meanings.

  • When employees submit their time cards, a status box is displayed for the manager to approve, reject, or hold the time card. An Approve All button is available to expedite the approval process.

  • Comments and email functions are available throughout the manager approval screens to facilitate communication and documentation.

Period approval

  • A pay period screen is available for managers to view an employee’s time card information for the pay period.

  • The period view shows daily totals, a period total and the fields that were defined on Time Entry Form (HS01.1) for the manager.

  • Managers can add, change, or delete employee time card data. When a change is made, an email is automatically generated to notify the employee a change was made and the pay period affected.

  • Values for fields are available through drop-down options.

  • Managers can navigate from one pay period to another, or back and forth from one direct report to another from the period view.

  • Employee time off balances are available to the manager for verification of time off.

Daily approval

A daily view is available for managers to view even further time entry detail.

  • The daily view shows all employee detail for a given day.

  • A total for the day is displayed at the bottom of the screen.

  • Managers can add, change, or delete employee time card data. When a change is made, an email is automatically generated to notify employees that a change was made to their time cards for the pay period affected.

  • Values for fields are available through drop-down options.

  • Managers can navigate from one day to another, or back and forth from one direct report to another from the daily view.

Employee time off balances are available to the manager for verification of time off.