Approve and sign off timecards

Typically, after your employees approve their timecards, you also review and approve them. Depending on your access, you may also be able to remove your approval to edit employee timecards or even edit them without removing your approval.

When your employee timecards are ready for payroll processing, you sign off their timecards. Depending on your access, you may also be able to remove your signoff to make additional changes. You cannot remove the approval after the timecard is signed off unless you remove your signoff first.

Note:
  • Before you approve or sign off a timecard, you should resolve any exceptions. For more information about exceptions, see Resolve timecard exceptions (hourly timecard).
  • If there are any pending changes to a timecard, you cannot approve it until the changes are resolved. If you need to resolve multiple pending changes at once, you can do this from a Dataview. See the Use the toolbar to perform actions > Approvals section in Work with Dataviews.
  • If a manager is not able to approve pending changes because they do not have permission to edit employee timecards.
  1. Open a timecard and select the appropriate timeframe.
  2. Make sure the timecard is accurate.
  3. Click Tap Approve .

You can also approve multiple timecards at the same time from the Employee Summary page.

  1. Select the appropriate timeframe and search criteria.
  2. Select the one or more check boxes next to Employee Full Name.
  3. Click Tap Approve .

  1. Select the appropriate timeframe and search criteria.
  2. Select the one or more check boxes next to Employee Full Name, tap More Actions and then tap Open Selected.
  3. To select all check boxes, tap More Actions and then tap Select All .
  4. To clear all the selected names, tap More Actions and then tap Unselect All .
  5. Click Tap Approve .

The way that approval is displayed in your timecard differs depending on whether you are using table view or list view.

You can approve the entire timeframe or part of the timeframe. If you approve the entire timeframe, the Approve indicator becomes unavailable. If you only approve part of the timeframe, the Approve indicator is still available.

The background color of the timecard changes, depending on who has approved it:

Yellow background   Timecard approved by employee but not by manager.
Light purple background  

Timecard approved by manager but not by employee.

Note: If a timecard has multiple job approvers and your timecard settings are configured to only show shading for approved jobs, then only the jobs that have been approved are shaded. Jobs that have not yet been approved are not shaded.

Green background   Timecard approved by both employee and manager.
Gray crosshatch   Timecard has been signed off.

You can approve the entire timeframe or part of the timeframe. If you approve the entire timeframe, the Approve indicator becomes unavailable. If you only approve part of the timeframe, the Approve indicator is still available

The approval bar on the left side of the timecard changes, depending on who has approved it:

All days approved by employee
All days approved by manager
All days signed off

If your timecard has been setup with accessible options, the approval and sign-off indicators appear like this:

All days approved by employee

Partly approved (multiple managers)

This indicates that there are multiple approvers for the timecard and only some of the managers have approved the time that belongs to them on a given day. This indicator only appears if the timecard has been configured to show it.

Note: The Partly approved (multiple managers) indicator only appears for daily approval values. The manager approval indicator for the date range will only appear blank (the date range is not fully approved) or solid (the date range is fully approved).
All days approved by manager
All days signed off

The approval bar on the left side of the timecard changes, depending on who has approved it:

All days approved by employee
All days approved by manager
All days signed off

If your timecard has been setup with accessible options, the approval and sign-off indicators appear like this:

All days approved by employee

Partly approved (multiple managers)

This indicates that there are multiple approvers for the timecard and only some of the managers have approved the time that belongs to them. This indicator only appears if the timecard has been configured to show it.
All days approved by manager
All days signed off
  • In table view, click tap Remove Approval .
  • In list view, click tap More Actions and then click Remove Approval .

Remove all manager timecard approval

This option removes all manager timecard approvals so that edits can be made to the timecard. After the timecard is signed off, however, you cannot remove approval.

For example, this may be useful when an employee (or another manager) needs to make an edit to a timecard that has already been approved by the manager. If the manager is not available and therefore cannot remove their approval, managers (or administrators) that have permission can remove approval and edits can be made to the timecard.

Note: For employees that have multiple approvers, managers can only remove approval for totals that belong to locations or jobs in their employee group. For more information, see Timecards with multiple approvers.

To remove all manager timecard approvals from the timecard:

  • In table view, click tap Remove All Approval .
  • In list view, click tap More Actions and then click Remove All Approval .

If you have sign-off rights, you can sign off employee information for the previous pay period to prevent further timecard and schedule edits. The background color changes to a gray crosshatch pattern. Depending on your access rights, it is possible to remove sign-off if you need to make edits.

  • To sign off timecards, click tap Sign Off .
  • To remove signoff, click tap Remove Sign-Off .

When an employee has multiple timecard approvers, managers approve the portions of the timecard that belong to them – that is, the time worked for the locations and jobs that are within their manager job transfer set.

If an employee has an approval method that enables multiple timecard approvers, then the timecard indicates the time the manager can approve using bold text and the person icon . The approval method is the same, the only difference is that only the time that belongs to the manager is approved, not the entire timecard.

Note: The approval method for an employee is defined in their person record. See the Employee Role section in People Information > Timekeeping for more information.

Approval shading

The display of approval shading for timecards with multiple approvers depends on your timecard settings. If your timecard has been configured to show only shading for multiple approvers, then approval shading only appears for jobs that have been approved. If not, then the entire timecard is shaded when a manager approves the timecard.

Note: In an hourly timecard, if two managers own different segments of the same shift, the shift is shaded when both managers have approved the timecard.

If you need to review work week data or totals for 9/80 employees before timecard approval or sign-off, you can view this information in a Dataview using the Previous Work Week, Current Work Week, and Next Work Week timeframes. For more information see .