More information

Understanding Permissions

Approving Employee Timesheets and Expenses

Entering Time into Exempt Time Entry Forms

Entering Time into Hourly Time Entry Forms

Entering Time into Clock In/Out Time Entry Forms

Approve Timesheets Form

Access this page using Manager>Approve Timesheets.

Use this page to approve active employee time and expense entries if you are a manager and have Manager timesheet permissions in the HR Management module. An active employee time entry is an employee time entry that has not yet been processed by the HR Management module. An active expense entry is an expense entry that has not yet been processed by the HR Management module. Once the HR Management module processes time and expense entries, the time and expense entries are no longer active and no longer display in the Approve Timesheets page.

Note: If you do not see the Manager>Approve Timesheets option in EWS, you do not have Manager timesheet permissions specified for your employee ID in the HR Management module. Only employee IDs that have Manager timesheet permissions specified in the HR Management module can approve employee time and expense entries using EWS. For more information about Manager timesheet permissions, see Understanding Permissions.

This page displays a list of employees and allows managers to quickly see approved and unapproved hours and expenses by employee for the pay period. Managers see only the time and expense entries for the employees they manage on this list. Employee/manager relationships are specified in the HR Management module. For more information about specifying managers for employee IDs, see the HR Management module online help.

Note: If using HR Notifications, you may receive an email every time your employee submits their timesheets. For more information about HR Notifications, see the HR ManagementOnline Help.

This page displays information in three tables.

The first table on the page displays summary time information for employees. For example, you can see a list of the employee you manage and a summary of approved and unapproved work hours and approved and unapproved leave hours for each employee.

The second table on the page displays detailed time and expense information for a selected employee. When you click on a field in an employee row on the first table, EWS refreshes the page, displays the selected row in the first table in yellow, and displays a second table below the first table that shows the current time and expense entries for the employee for the pay period. In this second table, you can perform the following actions:

If an employee entered time using a Hourly Time Entry or Clock In/Out Time Entry page, you can also view and edit clock time entries using this table. Hourly Time Entry and Clock In/Out Time Entry forms display clock time entries in this table with a plus sign icon   to the left of the time entry. To view and edit clock time entries, click the plus sign icon on the left of the time entry. EWS displays the clock time entry information immediately below the row, and you can make edits to the Clock In, Lunch Out, Lunch In, and Clock Out fields as needed, as well as break times as needed if employees entered break times using a Clock In/Out Time Entry page.

After making any required edits to the employee time or expense entry or approving the time or expense entry, click the Save button to save your changes. When you click the Save button, the page refreshes again and shows updated time and expense information in the second table and updated summary information in the first table.

The third table on the page displays leave information for the selected employee. You can use the leave information displayed in this table to view leave balances, such as sick time and vacation time balances, before approving leave time for an employee. You can see the leave codes currently specified for the employee ID, the employee's current leave balance, any leave that has already been approved for the employee for the pay period, as well as what the employees ending leave balance will be for the pay period.

You can filter the data displayed on the Approve Timesheets page by clicking on the filter icon displayed in each column heading and then clicking on the filter you want to use. When you click on a filter, the filter criteria associated with the filter displays the data that meets the filter you selected and hides data that does not meet the filter criteria.

You can sort the data displayed on the Approve Timesheets page by last name in alphabetical ascending or descending order by clicking on the up arrow icon or down arrow icon displayed in the Name column. For example, if an up arrow icon displays, employee timesheets display sorted by last name in descending order from A to Z. If you click on the up arrow icon and a down arrow icon then displays, employee time entries display sorted by last name in ascending order from Z to A.

If the EWS system configuration specifies Approver Edit permissions for managers, managers can change employee time and expense entries before approving an employee time or expense entry. For example, managers with Approver Edit timesheet permissions can change the work date, cost center, earnings code, leave code, work hours, leave hours, and clock times for employee time entries before approving time entries.

If the EWS system configuration does not specify Approve Edit permissions for managers, managers can only approve time and expense entries. They cannot edit employee time and expense information. If a manager wants to change any employee time or expense information before approving the entry, the manager must send a message to the employee requesting that the employee make the required changes to the time or expense entry before the manager approves it.

For more information about specifying Approver Edit timesheet permissions for managers, see System Configuration.

Note: If a Manager changes the main record (cost center, earning code) but not the time punch for a submitted timesheet, the employee will get a message letting them know that it has changed and needs to be re-submitted. At this time, if the Manager changes the time punch, the employee will still need to re-submit their timesheet, but they will not receive a message.

Fields 

Show Unpaid Breaks: Select this check box if you want to show unpaid break time clock in and clock out times when viewing time entries.

Table 1

Table 2

Table 3

Buttons 

Add: Click this button if you want to add an additional time entry for an employee.

Edit: Click this button to edit a pending timesheet entry.

Cancel: Click this button to cancel any changes to timesheets.

Delete: Click this button to delete a timesheet entry.

Save: Click this button to save any edits you make to employee timesheets, including timesheet approvals.

Tip: Before an employee clocks out, you can also edit employee time punches using the Edit Time Punches page. For more information, see Edit Time Punches and Editing Employee Time Punches. After an employee clocks out, you must use the Approve Timesheets form to change the time punches.