Overview: When using time card approvals, Administrators can review employee time cards at the end of the pay period and take action.
Instructions:
Approve or Reject a Single Time Card
1. Start by clicking the Time Cards tab on your dashboard under the Pending Approval section. Then click View next to the pay period you have time card approvals for:
2. From here you can either choose to Approve the time card immediately or View it in more detail:
3. Choosing Approve will prompt another confirmation requiring you to select Approve one final time:
4. While choosing View will take you to the employee's time card where you can then review their hours and Approve/Reject:
Tip: The Reset to Draft option can be used if the employee submitted the time card too early or if you want to make changes without fully rejecting it back to the employee.
Resetting to draft will not delete any time on the time card. It simply unlocks it so edits can be made or the employee can continue to punch in/out.
5. If you need to send the time card back to the employee to make changes or make changes yourself as the Adminstrator, click the Reject button.
If you're ready to approve the time card, click Approve:
6. Whether you Reject or Approve the time card, the action taken will be visible in the Revision History, which can be found at the bottom of an employee's time card:
Bulk Approve Time Cards
1. To quickly bulk approve time cards, start by clicking the Time Cards tab on your dashboard under the Pending Approval section. Then click View next to the pay period you have time card approvals for:
2. Check the box next to the time card(s) you want to approve and click Approve Selected:
3. You'll then receive a notification that employee time cards were approved:
Reject an Approved Time Card
1. To reject an approved time card, start by clicking Timecards in the top navigation followed by View All:
2. Once on the time card page, choose the pay period and then select View next to the employee whose time card you want to reject.
You can see the status of each time card on this page. In this example, we'll be rejecting the Approved time card:
3. Once on the employee's time card, select the red Reject button:
4. You'll be able to briefly review the employee's hours and enter a note. Select the Reject button once more to complete the process:
5. If your employee has the Time Card Approval Status Change email notification enabled, they will receive an email informing them their time card was rejected and will be able to view the note that was entered.
6. The rejection note entered will also be visible at the bottom of the time card under the Revision History:
Reset a Time Card To Draft
If an employee has submitted a time card too early and it hasn't been approved yet, it can be reset to draft mode. Resetting to draft will not delete any pre-existing time.
1. Start by clicking Timecards in the top navigation followed by Pending:
2. Once on the time card page, choose the pay period and then select View next to the employee whose time card you want to reject.
You can see the status of each time card on this page. In this example, we'll be resetting an Approved time card:
3. Once on their time card, select the Reset to Draft button:
4. On the following page, you enter a note and complete the process by clicking Reset to Draft once more:
Once done, an employee's time card will be put back into the draft status and they can continue tracking time as needed.
Video
FAQ
Q: What happens if an employee submits a time card early?
A: If an employee submits a time card too early, they won't be able to punch in or out. If the time card is approved, it will have to be rejected back to the employee. If the time card is still pending, it can be reset to draft mode. Please reference the "Reset a Time Card To Draft" section above.