Approving Another Employees Time Sheet - DEQ

To access other employee's time sheets, the user can select one of the following options from the navigation screen. ‘Review Time Sheet’ or ‘Employee Time Sheets’.
 Note:  If there are no pay period dates available in the 'Enter Time' drop-down list the following message will be displayed: 'Time sheets for the new fiscal year are not available.  For additional information, please contact your Central Payroll Officer.'
 
 

Or

 

Select a Time Entry Location:
 
A screen similar to the one shown below will be displayed:
 
Choose a ‘Time Entry Location’ from the drop down arrow.  A Central Payroll Officer (CPO) also has the option of selecting a specific employee to directly open the time sheet.   
 
Click 'Continue'.

 

 

 

Approving Time Sheets  
 
No employee will be able to approve their own time sheet.  An agency Central Payroll Officer (CPO) or Approver will not see their time sheet displayed in the time sheet review.

 

To approve or disapprove a time sheet, click    or   above the employee's name.  There is also the option to Approve and Disapprove from within the time sheet.

 

Approve - will route the time sheet to the Central Payroll Officer (CPO) to await payroll processing.
 
Disapprove - will open a comment box that requires comments from the Approver or Central Payroll Officer (CPO) before sending the time sheet back to the employee for corrections.  If time permits, Disapprove should be used, however, if it is close to the time deadline or the employee is not available, the Approver or Central Payroll Officer (CPO) can make corrections on the time sheet.  When a time sheet is disapproved the following message is displayed 'The time sheet was disapproved and an e-mail has been sent.'   Use this link for more details on the e-mail notify.
 
From inside the time sheet you can also override the OVT and Shift indicators. If there is a current override it will display on the review.  As
shown here.
 

 
For additional information on the override indicators use this link - Override Indicators
 
 Create/View Time Sheet -To view the time sheet in detail or to make changes, click on the Create/View Time Sheet.  This will open the employee's time sheet where it can be viewed in detail or edited.  If no time has been entered for an employee and the Create/View is selected, a blank time sheet will open and time can be entered for the employee.
 
Inside the Time Sheet
Corrections or changes can be made to a time sheet until it is approved.
 
If the time sheet is not completed by the employee, the approver will see the navigation bar below:
 
 
 
If the time sheet is completed by an Approver, the navigation bar shown below will be displayed:

 

 
If the time sheet is submitted by the employee, the approver will see the navigation bar below:

 

 

When 'Edit' is clicked, 'Comments' are required and the navigation bar below will be displayed:



Save - Saves what has been entered.  The time sheet can be re-opened for additional entries.

Submit - Submit the time sheet as it is and send to the Approver, Reviewer or the Central Payroll Officer (CPO).  After a time sheet has been submitted the employee will still be able to make changes until the review is completed or the time sheet has been approved. If someone other than the employee submits the time sheet on behalf of the employee the time sheet will have to be signed by the employee before they can move to the new pay period.

Reset - Will not save any current changes it will reset the time sheet to the last time it was saved.  If a time sheet has never been saved the time sheet will return to its original blank form. If the edit has been pressed the Reset will not put the signature back on the time sheet, it must be processed as if it had not been signed.

Approve - Approvers, Central Payroll Officers (CPOs) have the option to approve time sheets.  When a time sheet is approved it will be processed.  If the Approver approves a time sheet without the employee signature, the employee must sign that time sheet before they can enter time for the next pay period.

Disapprove - Opens a dialogue box where comments are entered by the Approver or Central Payroll Officer (CPO) and sent to the employee for time sheet corrections.  If time permits Disapprove should be used, however, if it is close to the time deadline or the employee is not available, the Approver or Central Payroll Officer (CPO) can make corrections on the time sheet.  When you disapprove a time sheet you will get a pop up box that tells you 'The time sheet was disapproved and an e-mail has been sent'.  Use this link for more details on the e-mail notify.

Comments - Employees do not have the option to create comments on their own time sheets. However Approvers and CPOs are able to create comments on time sheets for other employees. All users are able to view comments that have been saved to a time sheet.

Edit - Allows a user to make changes to a signed time sheet.  A comment must be added before the time sheet can be edited.  The signature will be removed and the time sheet will have to be signed by the employee before they can move to the new pay period.

Cancel - Redirects the user to the screen/view they were previously on.

 
When the Approver or CPO creates and approves a time sheet on behalf of an employee, there must be a paper copy of the time sheet maintained at the agency for audit purposes and has the employees signature on it.  In the employee signature portion of the form it will say 'Signed by ##### - XXX on behalf of ##### - XXX with the date and time stamp'.
Approved time sheets.
After time sheets have been signed they will show Signed by “your name” and the date and time.
 
These documents will show awaiting completion by the Central Payroll Officer (CPO). These time sheets are then ready to be processed for payroll.
 
Possible Error Messages During Approval:
 
Approval Failed! Time Sheet distribution for 'USER' is in error. Please edit the time sheet and select a valid distribution. For additional information, please click on the Help Button.  This message is displayed as an error when approval is attempted for a time sheet with a charge code that is no longer valid. “INVALID” will be displayed where the bad charge code was on the time sheet.

  

Approval Failed! Leave entered on the time sheet for 'USER' cannot be allocated. Please notify your Central Payroll Officer. This message is displayed as an error when approval is attempted when only leave is coded on the time sheet and there is no prior history of time worked coded so charge codes can be allocated to the leave. This can happen on the first payroll of the new fiscal year. The CPO will need to enter a dummy record to identify the charge codes the leave can be allocated to.
 
Note: If part of a Quick Select charge code becomes invalid, it will only highlight the valid parts of the charge code. The approver will need to finish selecting a complete charge code to continue.
Use the links below for additional Information on:
 
                      
Other Information:
 
Reporting