Security and
Setup
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The Timesheet Approval application allows the supervisor to review individual employee's time records that have been submitted for approval along with time records that have not yet been submitted. Timesheets are approved one day at a time, but can be viewed for a specific date range.
The purpose of Timesheet Approval is to allow supervisors to view employee time, make comments and/or approve or deny the Timesheet. Once approved, the Timesheet cannot be edited by the employee.
Supervisor Approval does not control 'when' time is posted to jobs. All postings are still real-time, regardless of approval status.
Once employee's Timesheets have been submitted for approval, the Timesheets are available in the Timesheet Approval application.
Select the Employee button on the Main Menu and select the Timesheet Approval button.
When the Timesheet Approval screen is accessed, the Start Date and End Date will default to the last dates that were searched. The Approval Status of Pending and Denied will be pre-selected. If Timesheet Approval was accessed through an alert, the Start and End Date will default to the date of that Timesheet record.
Start Date - Enter or select from the Calendar lookup the starting date for the Date Range.
End Date - Enter or select from the Calendar lookup the ending date for the Date Range.
Employee - The Employee dropdown will default to 'All'. To view for an individual employee, select the employee from the dropdown. This listing only includes the employees that are assigned to the supervisor.
Include - Use the check box to select or un-select the type of records to include in the Search. Options available are Pending, Denied, Approved and Not Submitted.
The Not Submitted time records cannot be approved or denied or be modified.
When completed, click the Search/Find button in the toolbar.
After Search/Find has been processed, the Timesheets that meet the selection criteria will be displayed.
Employee Name - The Employee's name of whose Timesheet is being viewed.
Date - The date for the Timesheet record.
Day - The day of the week for the Timesheet record.
Status - The current approval status for the Timesheet. This field is available for editing.
Standard Hours - The standard hours available for the employee.
Hours - The number of hours entered on the Timesheet. Total Hours submitted will display at the bottom.
Approval Comments - Displays the Supervisor's Approval comments for the Timesheet. This field is available for editing.
Use the Grab Handle on the Approval Comment Textbox to re-size the textbox.
To view an individual Timesheet detail information, click on the Expand arrow on the desired row. To view all Timesheets' detail information at the same time, click the Expand button on the toolbar. Expanding the Timesheet will display the following detail information:
C/D/P - The Client/Division/Product of the job associated to the Timesheet. If the time record is for Indirect Time, this section will be blank.
Job/Component - The Job/Component associated to the Timesheet. If the time record is for Indirect Time, this section will be blank.
Function/Category - The Function or Category entered for the Timesheet.
Hours - Displays the hours associated with the Timesheet.
Time Comments - Displays any comments that were entered with the Timesheet.
To collapse the Timesheet detail information, click the Collapse arrow on the desired row or click on the Collapse button on the toolbar.
When the Timesheet Approval record is in a Pending, Denied or Approved status, the following options become unavailable:
Marking timesheets Approved, Denied or Pending
Send Alert Notifications
Enter Approval Comments
To view timesheet records that have not been submitted for approval, check the Not Submitted checkbox and click the Search/Find button on the toolbar. Only records that have not been submitted for approval will be displayed. This is a view only and cannot be approved or denied.
Once the Timesheet has been reviewed, an Approval Status can be selected.
Approved - The Timesheet entered is Approved. Once the Timesheet has been approved, the Timesheet can no longer be altered. An Approval Comment can be entered and then be viewed by the employee within the Timesheet application.
Denied - The Timesheet entered is Denied. If the Timesheet has been denied, the employee can edit the record directly from the Timesheet application and re-submit for approval. An Approval Comment can be entered and then be viewed by the employee from within the Timesheet application.
Pending - All Timesheets that have been Submitted are placed in a Pending Approval Status. The Timesheets will remain in a Pending status until it is either Approved or Denied. The Approval Comment can be entered and then be viewed by the employee from within the Timesheet application.
There are multiple ways that the Approval Status can be set to an Employee Timesheet.
Mark All - To change the Approval Status for all Timesheets displayed, select the Approval Status from the dropdown on the toolbar, click the Mark All button and click the Save button. This will change all Timesheets that are displaying to the desired Approval Status.
Mark Checked - To change the Approval Status for selected Timesheets, select the individual Timesheets by checking the checkbox for each Timesheet. Select the Approval Status from the dropdown on the toolbar, click the Mark Checked button and click the Save button. This will change the selected Timesheets to the desired Approval Status.
Individual Status - To change individual Timesheets to Approval Status, use the dropdown on the record. Click the Save button to save the change.
Approval Comments - Enter Approval Comments to an Employee Timesheet for Approved, Denied and/or Pending. When completed, click the Save button. The Approval Comment can be viewed by the employee from within the Timesheet application.
Alert - To send an alert notification back to the employee, select the Timesheet by checking the checkbox for each Timesheet and clicking the Alert button. A link is included in the Alert to the employee that will open the Timesheet application for that day.
Clicking on the Alert button will also save all Approval Status changes and Approval Comments entered prior to sending the Alert.
There are 3 options available to generate an export of the Timesheet Approval that is currently being viewed. Use the report toolbar located under the last timesheet record on the right:
Export to Excel
Export to PDF
Export to Word
Security and
Setup