Overview: When using time card approvals, Managers with Approval permissions can review employee time cards at the end of the pay period. If correct, they can Approve the time card and move on to payroll processing. If incorrect, they can Reject or Reset the time card back to the employee to make changes.
Instructions:
Approve or Reject a Single Time Card
1. Start by clicking the arrow to the right of Time Cards Pending Approval. (Left image below)
2. This will show you all currently pending time card approvals. Click the arrow to the right of the employee you want to review. (Middle image below)
3. After you've reviewed hours, you can then click the Approve/Reject button to take action. (Right image below)
Approve: Approving will lock the time card so no more edits can be made either by the employee or management.
Reject: Rejecting will send the time card back to the employee so they can make changes. Management can also make changes once the time card is Rejected.
4. You'll need to confirm your decision by choosing Approve or Reject again. On this page, you can also enter a note explaining why the card might have been rejected or for any other reason you might need. (Left image below)
5. If you choose to Approve the time card, you'll get a confirmation message stating the time card for the dates in question is now approved. You'll also now see a message starting the time card can't be edited because it's been approved, along with the option to Reject or Reset to Draft. (Middle image below)
6. If you choose to Reject the time card, you'll get a confirmation message stating the time card for the dates in question is now rejected. You'll also now have the option to add punches or time off as needed, along with the option to Submit for Approval or Reset to Draft. (Right image below)
Bulk Approve Time Cards
1. To bulk approve time cards, start by clicking Time Cards Pending Approval from the Dashboard. (Left image below)
2. From there, click the Bulk Approve button in the top right. (Middle image below)
3. You can then check the box next to any worker whose time card you want to approve and then click Approve Selected. (Left image below)
Once done, you'll receive a confirmation message informing you of how many time cards were approved.
Important: If a time card has pending punches or time off, you would need to take action on those items first before being able to include it in the bulk approval.
Reject or Reset an Approved Time Card
1. To reset a time card to draft, start by visiting the time card for the employee in question and then click Reset to Draft. (Left image below)
2. On the next page, you can enter a note explaining why you're resetting to draft (optional) and then click Reset to Draft to finalize the process. (Middle image below)
3. Once done, you'll receive a confirmation message stating the time card was reset to draft. In this state, the time card is now unlocked so an employee can either continue punching in/out out or adjustments can be made. (Right image below)
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.