How to Approve a Timesheet

Timesheet Approval Overview

In order to approve a timesheet, the user logged into the system must satisfy at least one of the following two conditions:

• Be the assigned employee supervisor at the “Reports To” field for the corresponding employee record.
• Have access to Timesheet Super-user mode from Options.

Timesheet Approval

Timesheets are ready to be approved once they have been signed by the staff. Staff should not sign their timesheet until they have verified that all of their time on the timesheet is correct.

1. Click on Timesheets
2. Use the Timesheets filters if necessary to filter for Caregiver Name, Reports to, or by Date range.

• Helpful Hint: If you do not see a timesheet for the staff you are looking for, enable Timesheet Super-user mode from options (if available) and apply the filters again.

3. Select the timesheet for the pay period to be approved.
4. Click the Expand button for timesheet daily summary details

• Note: be sure to check the status of the timesheet and ensure that it has been signed.

5. Review the daily summary details, check the total hours per day, and the grand total for hours (bottom of screen). Also, check for any overlapping time and also check the total for any mileage (if applicable).

• Helpful Hint: Time showing on timesheets is represented by one of three icons under the type column. The three options are notes, schedules, or manually entered time. Hovering the mouse pointer over the type icon will reveal a tool tip that indicates how the time was entered.

6. Add or remove time from the timesheet as necessary. Note: Staff will receive an automatic task notification on their dashboard if their timesheet has been edited.

• Helpful Hint: You can send a task directly from a time record on a timesheet by double- clicking on the time record to open and clicking on Add/View Tasks.

7. Click on the Import into Timesheet button

• Helpful Hint: Although the caregiver should be responsible for managing the import of time into his or her timesheet, circumstances may arise that prevent this from happening. Doing this ensures that any notes that display and have not been imported, get imported into the timesheet (if deemed appropriate to import any time shown).

8. Once all time has been verified, click on the Approve button

• Helpful Hint: Approved timesheets are ready to be pulled for payroll purposes. If any edits need to occur at this point prior to payroll run, click the Un-Approve button to unlock the timesheet.

Other Timesheet Functions

The following are some other helpful buttons/functions found at the top of the timesheet:

The Validate Timesheet button will present any warning messages that were displayed at the time the entries were made.

Bulk-Approve is available, and allows users w/ proper role access to bulk approve all timesheets for a selected pay period. Note: specific employees can be optionally excluded from the bulk approval process by selecting the 'Turn off Auto Timesheet Approval' checkbox at individual employee records.

The Late Notes Report button will show notes that occurred before the date range of the timesheet selected, but are not found on any other timesheet. It will also show notes that occurred before or during the date range of the selected timesheet, but were signed after the date range of the selected timesheet.

The Export Timesheet button allows for printing of the timesheet or exporting to another file type.

The Timesheet Audit button launches a report that includes employee name, payroll start/end dates, signed date, approved date, supervisor name. This report is an important tool for managing the signing and approval workflow for timesheets.