Approve, Edit, and Report Time for Punch Employees

Overview

Important Information

• There are two tabs on the Enter Time page for employees in Punch Time departments – Punch and Elapsed. The differences are:
  • Punch displays the employee's punch times and hours. It is used to:
    • Approve punches (times and total hours) and time reporting codes (TRCs).
    • Add or edit punch times or TRCs, submit the changes, and approve the edited punch times and associated hours.
    • Approve Non-Punch Time (e.g., paid time off) that was submitted on the Elapsed timesheet.
    • Change approved time, submit the changes, and then reapprove the updated time.
    • Add and approve Non-Punch Time for one day at a time.
  • Elapsed displays only the elapsed time entered (blank if none entered).
    • This may be more efficient than the Punch tab when reporting the same TRC for a span of time (e.g., a week of vacation).
    • After submitting the reported time, it is necessary to switch back to the Punch tab to approve the reported time.

This document contains the following sections:

• Approve Reported Time - Time and Labor WorkCenter
• Approve Reported Time - Enter Time page
• Enter/Edit an Employee's Punches or TRCs
• Report Time on Elapsed Tab
• Enter Comments
• Approve Non-Punch Time

Step-by-Step Process

Approve Reported Time - Time and Labor WorkCenter

Two sections are available in the Time and Labor WorkCenter to approve time:

• Approvals by Employee - allows you to approve time by employee. Upon selecting this option, all time that needs to be approved displays to the right.
• Approvals - displays a line for each time the employee clicked 'Submit' on a timesheet (oldest first).

Note: The employees listed in each of these sections are the same, the submitted time for approval is just grouped differently.

Approvals by Employee Section

1. If you are a primary time approver, click Approve My Employees.
OR
If you are a delegate time approver, click Approve My Delegates.

Approve Employee Reported Time Screenshot



2. Click on the line/employee to be approved.
3. Review the employee's Enter Time page.
   • The Enter Time page opens the oldest time period that has time that needs to be approved.

Employee Reported Time Screenshot



4. Review the employee's Manage Approvals section.
5. Check the Select box for each approved row, or click Select All.
6. If applicable, add Approver Comments.
7. Click Approve.
8. Click Yes to confirm the status change.

Approvals Section

1. If you are a primary time approver, click Approve Reported Time.
OR
If you are a delegate time approver, click Delegate Time Approval.

• The Pending Approvals show based upon submit date/time not per employee (oldest first).

Approve Reported Time Screenshot



2. Click on the line/employee to be approved.
• If an employee submitted their time multiple times, multiple rows appear.
3. Review the employee's Summary.

Reported Time Screenshot



4. Review the employee's Reported Time Details section.
5. Check the Select box for each approved row, or click Select All.
6. If applicable, add Approver Comments.
7. Click Approve.
8. Click Yes to confirm the status change.

Approve Reported Time - Enter Time Page

Search for Employees

1. Find employee/groups of employees.
   • Filter allows you to enter specific filters (Time Reporter Group, Supervisor ID, Employee IDs, etc.) to retrieve employees.
   • Get Employees uses the values selected in Manager Search Optoins.
     • Click Manage Search Options and enter and save your specific filters so you can skip Filter and click Get Employees to go directly to entering, reviewing and approving time.
   • To sort the search results by Name, Title, Exceptions, or Hours to be Approved, click Sort. Otherwise, the system sorts the employees by submit date and time.
2. Click the applicable line under the Name/Title column.
   
   • If an employee has more than one Empl Record Number, several rows may display.

Approve an Employee's Punch Times

1. Review the Employee Information and Leave & Distribution Information section to ensure leave time is not over reported.

Time Entry pages screenshot



2. Navigate and view the full Pay Period using the scroll bar.
3. Click the checkbox(es) of the punch lines you wish to approve, or check the Select All checkbox (top of the column) to select all the checkboxes of all rows.
4. Click Approve.

Enter/Edit an Employee's Punches or TRCs

1. To change a punch time, overwrite the time with the correct time.

Time Entry pages screenshot



2. If the employee forgot or was unable to punch the time clock, enter the missing punch time in the appropriate field.
3. Select or change a TRC, if applicable.
4. Click Add Comment to enter why the punch needed an edit.
   
5. Click Submit
6. Check the checkbox(es) of the updated rows that need approval, or check the Select All checkbox (top of the column) to select the checkboxes of all rows that need approval.
7. Click Approve.
8. Click Elapsed tab.

Report Time on the Elapsed Tab

1. Type the hours you need to report for a Time Reporting Code (TRC) in the appropriate date fields.
   • The Elapsed tab is most useful when reporting multiple days for the same TRC (e.g., a week of paid vacation).

Time Entry pages screenshot



2. Type or select the TRC for the hours in the Time Reporting Code field.
3. Click Submit
4. Click Punch tab to return to the Punch tab in order to approve to approve time for the entire time period. .

Enter Comments

1. If you wish to enter a comment for a specific date of time, click Comment button under the specific date.
2. Type your comment.
3. Click Add Comment.

Approve Non-Punch Time

Note: If a comment was entered successfully, the comment icon in the appropriate date shows text in the Comment bubble.

1. Check the checkbox(es) of the reported time rows that need approval, or check Select All checkbox (top of the column) to select the checkboxes of all rows that need approval.
2. Click Approve.
3. Click Next to approve/report time for the next employee in the static group.