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Approving/Rejecting Time Entry Requests as an Approver

Follow these procedures to approve or reject a time entry request. As an approver, you can modify the time entry and reimbursement record as necessary.

The standard time entry request approval process includes these steps:

  1. Access your Approval Queue to list the requests ready for approval.

  2. Review the time entry request in the Time Entry — Summary page.

  3. Click the Time Entry Detail link to verify the time entry request records are accurate.

  4. Click the Approve Request button to approve the time entry request.

Your district may customize the approval process for time entry requests, changing the 4-step process to a 3-step process. This customized process changes step 2 from required to optional. When you select a time entry request from the Approval Queue, the Time Entry — Details page displays in place of the Time Entry — Summary page. Use the Approval Review link to access the Time Entry — Summary page.

When the employee resubmits a time entry request previously sent back to that employee for revisions, the time entry request approval process starts at the beginning of the approval hierarchy. It does not go directly back to the approver who returned the request (unless they are the first approver in the hierarchy).

 

If the employee's time reporting group is modified between the time the employee entered the time request and the time it is selected for modification, the following message will display: "Employee's primary time reporting group has changed from [TRG Name] to [TRG Name]. Would you like to link this request to the correct primary time reporting group?"

  • Click the button. The time entry request displays in view mode with the Reject, Revise, Cancel and Close buttons available.

  • Click the button. The time entry request displays in edit mode. The approver may edit, save, submit, or cancel the request.

Time and expense records as well as time totals may display in red indicating an error that needs to be corrected.  You must remove the time entry records with errors and re-add them in order to resolve conflicts caused by the time reporting group change.

If your organization implemented the Earn Code Override Required option after the employee entered the initial time entry record, a message will display prompting you to select the Earn Code Override that applies to this time entry record. You must select the Earn Code Override before modifying the time entry record.

Related Topics

Approving a Time Entry Request as an Approver — Standard Process

Follow these steps to approve the time entry request.

  1. Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.

  2. Optionally, use the Filter button to search for the requests to be processed.

  3. Click the Request Date link that corresponds to the request to be reviewed. The Time Entry — Summary page appears.

  4. Review the time entry request record.

  5. Click the Time Entry Details link to go to the Time Entry - Details page.

  6. Make the necessary changes to the time entry records, reimbursements, and/or attachments. You can also add additional attachments.

When overriding an account number associated with a Time Entry record or Reimbursement record, you may be required to add a comment about why the original account was changed, if this is part of your time entry approval process.

Tip: Go to the following topics for more information about modifying a time entry requests.

  1. In the Approver Comments box, type any comments about the approved request. The employee can view these comments in the Time Entry Request page. You can enter a maximum of 2000 alphanumeric characters.

  2. Click the button to approve the time entry request. The request status is updated to Approved. If requested, the employee will receive an e-mail notification that the request received approval.

You can view the approved request in the Past Requests grid of the Approval Queue.

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Approving a Time Entry Request as an Approver — Custom Process

Follow these steps to approve the time entry request if your district has implemented a 3-step time entry request approval process.

  1. Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.

  2. Optionally, use the Filter button to search for the requests to be processed.

  3. Click the Request Date link that corresponds to the request to be reviewed. The Time Entry — Edit page appears.

Tip: Optionally, click the Approval Review link to go to the Time Entry — Summary page.

  1. Review the time entry request record.

  2. Make the necessary changes to the time entry records, reimbursements, and/or attachments. You can also add additional attachments.

Tips: You can view override details when an override is attached to the time entry request.

When overriding an account number associated with a Time Entry record or Reimbursement record, you may be required to add a comment about why the original account was changed, if this is part of your time entry approval process.

Go to the following topics for more information about modifying a time entry requests.

  1. In the Approver Comments box, type any comments about the approved request. The employee can view these comments in the Time Entry Request page. You can enter a maximum of 2000 alphanumeric characters.

  2. Click the button to approve the time entry request. The request status is updated to Approved. If requested, the employee will receive an e-mail notification that the request received approval.

You can view the approved request in the Past Requests grid of the Approval Queue.

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Rejecting a Request - Standard Process

Follow these steps to reject a request.

  1. Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.

  2.  Optionally, use the Filter button to search for the requests to be processed.

  3. Click the Request Date link that corresponds to the request to be reviewed. The Time Entry — Summary page appears.

  4. Review the employee's request.

Optionally, click the Time Entry Details link to view individual time entry request records.

  1. Optionally, in the Approver Comments box, type a comment explaining why this request was rejected. You can enter a maximum of 2,000 alphanumeric characters.

  2. Click the button to reject the request. If requested, the employee will receive an e-mail notification that the request was rejected.

You can view the rejected request in the Past Requests grid of the Approval Queue.

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Rejecting a Request - Custom Process

Follow these steps to reject a request.

  1. Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.

  2.  Optionally, use the Filter button to search for the requests to be processed.

  3. Click the Request Date link that corresponds to the request to be reviewed. The Time Entry — Detail page appears.

  4. Review the employee's request.

Tip: Optionally, click the Approval Review link to go to the Time Entry — Summary page.

  1. Optionally, in the Approver Comments box, type a comment explaining why this request was rejected. You can enter a maximum of 2,000 alphanumeric characters.

  2. Click the button to reject the request. If requested, the employee will receive an e-mail notification that the request was rejected.

You can view the rejected request in the Past Requests grid of the Approval Queue.

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