Approving Timesheets by Email Approving a Timesheet today
Approving Timesheets by Email
Approving a Timesheet today • Currently – using Self-Service – After the closing of a pay period - Supervisors receive an email alerting them that there are outstanding TS to be approved. – Log into Self-Service between 6 PM-10 AM – Approve one timesheet at the time 2
New: Approving timesheets by Email • The new timesheet approval email takes one more thing off your plate, so you can focus on the most important tasks. • Instead of manually reviewing every hour your team tracked for accuracy, you can simply click through and view comprehensive summary of the hours entered by your staff in the time sheet in an email.
Approver Email: Part I • If you supervise non-exempt employees – you must have a timesheet to approve each pay period. • If you supervise hourly / part-time employees – you should have a timesheet if the employee worked any hours during the pay period. • If you supervise exempt employees – you should only have a timesheet if the employee took any leave type hours.
Approvers Email: Exempt Employees – EXEMPT Email View 1. Total Hours of Leave Requested 2. Leave Type Next to Hours requested.
Approvers Email: Non-Exempt Employees – NON-EXEMPT Email View 1. Total Hours Worked for the pay period 2. Type of hours being requested (combination of Regular hours and Leave hours). Each day must have a total of 8 hours for those that work full time.
Approvers Email: Hourly Employees – Hourly 1. Total Hours Worked for the pay period 2. Type of hours being requested should be the actual hours worked each day. Timesheet is submitted only when they work.
Approvers Email: Part III • If there are no errors and ALL timesheets can be approved with no changes to the hours as reported above, use the link included in the email (https: //timesheets. it. wm. edu). This approval cannot be reversed, and the link can only be used one time. • Or you may select the timesheets to approve by clicking in checkbox by the employee’s name.
Automation Saves Time • But sometimes you need oversight and help completing the tasks
Error Message 1 • Informs supervisor that non-exempt employees (must always have a TS) did not submit a timesheet. • Supervisor must submit the Employee Manual Timesheet to payofc@wm. edu.
Error Message 2 When an employee requests leave in excess of available leave • Supervisor may approve a TS with this Error Message • Excess leave hours on the timesheet will be charged to the employee’s remaining available leave balances. – In the event there are not enough leave hours available, the employee will be docked wages for the remaining excess leave hours reported. – Employees who are docked wages due to insufficient leave balances do not accrue annual leave in that pay period.
Error Message 3 Timesheet has started but employee has not submitted for approval. • Supervisor must submit manual timesheet to payofc@wm. edu
Error Message 4 Error occurred in the approving process • Supervisor must login into self-service and approve timesheet
Error Message 5 Confirmation that TS was returned to employee • If you return the TS to the employee; the employee must go into Self-Service and make corrections. • All re-submissions must be received by 10: 00 AM
Error Message 6 Error will show up if the timesheet was approved in self-service before the supervisor looked at the web page. • TS cannot be re-approved.
Must Remember • You may approve all timesheets or choose to approve only certain timesheets by clicking on the checkbox next to the employees’ names. • The link is for one time use. • If you need to alter or return any of the timesheets listed above, or if you need to access a timesheet a second time, visit Banner self-service, where you will be able to address each timesheet individually. • Remember all approvals must be submitted by 10: 00 AM • To check on the current status of the above timesheets, use the link provided in the email. • If an employee required to submit a timesheet did not, please contact the employee so they can complete a manual timesheet. Submit all manual timesheets to payofc@wm. edu.
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