Timesheets review and approval process
When a time entry is added to the timesheet, it will be in the pending state. All those who have the permissions to perform relevant actions can perform edit or approve timesheets based on their setting.
Bulk timesheet actions
Admins or managers can quickly do the bulk actions to approve, unapprove, and delete timesheet entries for their employees. Based on their requirement, they can perform the relevant actions from list view or summary view of the timesheets.
Before you start:
- Managers or employees with access level permission to approve timesheet for other employees can approve timesheet based on their setting.
- When managers or employees with Approve other employees' timesheet access level make changes to an already approved time entry, the status remain approved and doesn't require another approval.
List view actions
Approve, Unapprove, and Delete for multiple time entries can be done using following steps. Under the list view of timesheet across multiple employees, you can perform the following bulk actions.
- Select the multiple time entries using the check box at the start of the time entry.
- Click on bulk action buttons at the top, Approve, Unapprove, and Delete, to perform respective actions.
- For bulk delete action click the Yes, delete button on the confirmation dialog.
Summary view actions
Get an employee based comprehensive overview of timesheet data and do bulk actions like approve, unapprove and delete from summary view of timesheet. You can get the summary of scheduled hours, worked hours, difference and no shows for the employee for the selected date range. This helps you to review easily and approve the timesheets.
- Select a particular employee from the summary view.
- Use +Add time for no shows date to add time entry quickly in case the employee had showed up for the shift but haven't clocked.
- Select multiple time entries using the check box at the start of the time entry.
- Click the bulk action button at the top (Approve, Unapprove, or Delete) to perform the respective action for that employee.
- For the bulk delete action, click Yes, delete button in the confirmation dialog.
In addition to the above bulk actions, admins and managers can also perform these actions based on individual time entry.
Approve a time entry
Timesheet approval is mandatory to proceed with the payroll process. This ensures that the time entries are verified and accurate for payroll process. Once the time entries are approved, admin will be finalizing the pay period in order to freeze all the entries and proceed further with the payroll process for the pay period.
Before you start:
- Managers and employees with access level permission to approve timesheet for other employees can approve timesheet based on their setting.
- When managers or employees with Approve other employees' timesheet access level make changes to an already approved time entry, the status remain approved and doesn't require another approval.
To approve timesheet:
- Log in to the web app on your web browser.
- Navigate to Timesheets -> All Timesheets.
- Select the List or Summary view.
- Choose the required filters, such as Schedules, Positions, Job Site, Status, or Employees, for more specific timesheets.
- Choose the Date range.
- Click on the time entry that you want to approve.
- Verify that the time entry is correct.
- Click the Actions button at the bottom.
- Click Approve.
For quick access, you can also approve/unapprove from the more actions (...) at the right side of each time entry. You can also approve timesheets from the mobile app.
Unapprove a time entry
In some cases, after reviewing an already approved time entry would need a revoke action due to discrepancies or other reasons.
- Managers or employees who have access to approve other employees can unapprove timesheets of other employees.
- This action is allowed to those timesheets which are in unfinalized pay period.
- The steps for unapproval process is same as Approval process in both mobile and web applications except for the action button of Unapprove at the end.
Delete a time entry
Some cases like duplicate time entry, overlaps or wrong time entries, you would need to delete those time entries to capture the correct worked hours of the employees.
- Those who have permissions to Add, edit their own timesheets can delete their own time entries from My Timesheets tab > Edit Time Entry.
- Apart from admin and manager, other employees require Add, edit other employees' timesheets permission enabled for their role to delete other employee's time entry.
- Once a time entry is deleted, it cannot be retrieved.
To delete timesheet:
- Log in to the web app on your web browser.
- Navigate to Timesheets -> All Timesheets.
- Select the List or Summary view.
- Choose the required filters, such as Schedules, Positions, Job Site, Status, or Employees, for more specific timesheets.
- Choose the Date range.
- Click on the time entry that you want to delete.
- Click the Delete button at the bottom.
- Confirm the delete action by clicking the Yes, delete button.
You can also delete the timesheet from the mobile app.
Quick timesheet actions like Approve/Unapprove and Delete a time entry can be done using the more actions (...) option at the end of each time entry shown in the timesheet. Action occurs on click without opening Edit Time Entry view. This can be done both in List and Summary view of timesheets.
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