Timecard states of approval and sign-off
It is important to understand the different behaviors for various timecard approval and sign-off states, as described in the following table.
State | Prerequisites | Option to undo | Data edits allowed |
---|---|---|---|
No approval or signoff |
Function Access Profile (FACP) and DAP (Data Access Profile) permissions are required to edit timecard |
Not Applicable |
All data can be fully edited by manager or employee, based on their FACPs and DAPs permissions to edit timecards. |
Employee approval |
Employee should verify that timecard data and totals are correct. |
Can be removed by employee with FACP permission |
|
Manager approval |
Employee should approve timecard first. There may be configured Approval Restrictions that must be met. |
Can be removed by approving manager with FACP permission to remove their own approval. |
|
Sign -Off |
The timeframe must be the Previous Pay Period, if performing within a timecard. There may be sign-off restrictions that must be met. |
Can be removed by employee or manager with FACP permission to remove signoff, unless Historical Corrections are present. |
|
Payroll Lock |
Suggested timeframe for payroll lock is at least 1 or 2 years in the past. |
Cannot be removed |
|
How configuration changes in Application Setup can affect the timecard
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If the employees timecard is unapproved or signed off, then any edits made in Application Setup, such as Pay Rules or Accruals, update the data in the timecard upon the next BGP/CT call.
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If the employees timecard is approved by anyone, then any edits made in Application Setup, such as Pay Rules or Accruals, update the data in the timecard upon the next BGP/CT call.
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If the employees timecard is signed off but edits are not enabled, then any edits made in Application Setup, such as Pay Rules or Accruals, stay in a pending state until edits are enabled until the next BGP/CT call. The Timecard calculates and displays updated totals, but corrections for those totals are not created.
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If the employees timecard is signed off and edits are enabled, then any edits made in Application Setup, such as Pay Rules or Accruals, stay in a pending state until the next BGP/CT call.
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If the employees timecard has a payroll lock on it, then any edits made in Application Setup, such as Pay Rules or Accruals, are never applied.
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If the employee does not have any data from the date of hire, only one sign-off is issued at the end of previous pay period and only one record is written in the database. In this situation, if the sign-off is removed, the employee is no longer signed off.
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If the employee has transactional (timekeeping) data between the date of hire and now, multiple sign-offs are issued, one for each pay period and the record for each sign off date is written in the database. If the sign-off is removed in this situation, it is removed for one pay period at a time but the employee is still signed-off for all pay periods prior to the one where the sign-off was removed.