Supervisor Functions

  1. Approving Timesheets

    Once the Timekeeper has reviewed and corrected all issues with the timesheet and has Verified it, it is up to the supervisor to Approve it.

    1. From the Timesheet view, confirm that the Verified timesheet looks good, confirming any Overtime, etc.

    2. Click on the Supervisor Approved stage transition button on top of the timesheet.

    3. Confirm when asked to “Move timesheet to Supervisor Approved stage?” and the timesheet will be marked as Approved.

    4. If, after approving, you notice you need to make a change, click on the Make Changes button, make your corrections and press the Save & Approve button.

    5. Once approved, an email will be sent to the employee notifying of the timesheet progressing down the timesheet lifecycle.

    6. Another email will be sent to all supervisors of this department to review and Submit the timesheet.

  2. Submitting Timesheets

    Once the Timekeeper has Verified a timesheet, and a supervisor has Approved it, it is now time to submit the timesheet to HR.
    Submitting timesheets can be done in one of two ways:

    1. Single submission

      1. Submitting a single timesheet is similar to Approving. Once the timesheet has been Approved, simply click on the Timesheet Submitted stage transition button on top of the timesheet.

      2. Confirm when asked to “Move timesheet to Timesheet Submitted stage?” and the timesheet will be marked as Submitted.

      3. If, after submitting, you notice you need to make a change:

        1. Click on the Make Changes button on top of the page, make your corrections and press the Save & Approve button.

        2. Once you save the approved changes, you can re-submit the timesheet by clicking on the Timesheet Submitted stage transition button on top of the timesheet.

      4. An email will be sent to HR with the timesheet attached.

    2. Batch submission

      1. From the Main Menu, click on Timesheets >> Batch Submissions menu item, you will be taken to the Batch Submissions page.

      2. On the Batch Submissions page, select the department you wish to manage and a date within the pay period you would like to manage. Press Search to find those timesheets.

      3. When the search is complete, you will be presented with two lists of employees in the selected department, Full-Time Employees on top and Part-Time Employees below.

      4. Each entry within the employee group represents an employee's timesheet for the specified pay period. You can see the stage the timesheet is in and its total hours (hours worked + leave hours).

      5. Timesheets can be selected manually by checking a checkbox left of the employee's name.

        Note: Selections are done within employee groups only. You cannot select both part-time and full-time employees and perform a single batch operation on both. Each has to be performed separately.

        Note: Batch operations may not be performed on timesheets in the Initial stage, as timekeepers need to make sure they do not contain any time and other errors.

        Note: Timesheets in Ready for Verification stage will first need to be Verified or Approved before they can be Batch Submitted, as they were not yet verified at by timekeepers.

      6. There are Quick Links provided for each timesheet, 1) to go to the Employee Record page and 2) to open the Timesheet for viewing/editing.

      7. To select all timesheets, press “select all” above the checkboxes.

      8. To select timesheets that are in specific stages, click on “select only” and choose the stage you would like to select.

      9. To select timesheets in multiple stages, hold the CTRL key on your keyboard while selecting each stage.

      10. Once your selections are made, you may perform batch stage transitions on the selected timesheets.

        1. You can Print or Download the selected timesheets, by clicking on the Print or Download buttons, respectively, located in the top right corner within each employee group.

          Note: At this point, once if you have downloaded the timesheets, you can manually email them to appropriate HR email address (old method).

        2. You can click on the Select batch action menu button and choose an available stage from a popup menu. Once the available stage is chosen, press the Go button to perform this transition. Repeat this step to progress a timesheet from Ready for Verification to Verified to Approved and, finally, to Submitted. You can take these timesheets back to any previous available stage, as well.

      11. Once a batch of timesheets is Submitted, an email will be generated for the batch and a single PDF file will be attached in the email, containing all submitted timesheets in the batch.

      12. An email will also be sent to each employee notifying that their timesheet was Submitted.