Using the Manager Approval Feature

The manager approval feature allows for the following:

• Users can submit time card transactions for manager approval
• Managers can approve or reject time card transactions

Additionally, email notifications will be sent based on the setup options specified.

Submitting for Approval

If email notifications are enabled in TimeTrack for manager approval, and the Submit for Approval feature is set up, you can automatically send your manager an email to let him or her know when all your transactions for the week have been entered and are ready for approval.

1. Select Transactions > TimeTrack > Time Card Entry.
2. On the Time Card entry window, enter transactions as you normally would.
3. When you are done entering all your transactions for the week, and you are ready for your time card to be approved, select the Submit for Approval button.

You will receive an error message if there is any missing information, or if a row is still in edit mode. If the submission is successful, you will receive a notification telling you the time card has been submitted. An email will be sent to your manager, and you will receive a copy. Depending on the other TimeTrack setup options that are marked, you may receive a notification if your time card is rejected or an exception report is printed.

Examining an Email Notification in Your Email Program

Regardless of the email program your company uses, the content of TimeTrack email notifications will be uniform, depending on the reason the email was sent.

Email Subject Line

The Subject line contains one of the following subjects, depending on the type of notification.

• For rejected transactions, the following text appears: Rejected Time Card Entries
• For approved transactions, the following text appears: Approved Time Card Entries
• If any transactions in a batch were rejected and you committed the batch, the following text appears: HOLD

Email Body

The body of the email contains a general format, depending on the type of notification.

• For approvals, the following text appears: <Manager ID> has approved the following transactions: <transaction number>.
• For rejections, the following text appears: <Manager ID> has rejected the following transactions: <transaction number> Manager's Comment: <comment>.

Approving or Rejecting TimeTrack Transactions

As a manager, you can approve or reject time card transactions when the Manager Approval feature is enabled.

Checking Which Employees Have Not Entered All Their Time

Before you approve or reject time card transactions, you can print a report that lists the employees who have not entered all their time for the week.

1. Select Transactions > TimeTrack > Time Card Approval. The Time Card Approval window opens.
2. On the Time Card Approval window, select the printer button at the top right portion of the window.
3. Select the print destination. When you select OK, if your system is set up for automatic email notification, you will receive the following message: Do you want to send a notification to all employees in the list?
4. Select Yes or No. The Time Card Entries Exception List report displays.

5. The Manager ID populates automatically based on the active user. If you are a Power User manager approving another manager's timecard, this field is enabled and you must select that manager's ID for this field, not the Power User manager ID.

6. Enter a Batch ID, Week Ending Date, and Employee ID. Only employees assigned to you (the manager or supervisor) are available for approval.
7. Double-click a transaction to select for review.
8. Do one of the following:
   • To approve a transaction, select the Approve radio button. An Approved status indicator appears in the Approved column.
   • To reject a transaction, select the Reject radio button to send it back to the employee for corrections. A Rejected status indicator appears in the Approved column, and the Manager's Comments field is enabled. Enter a reason for rejecting the transaction.
   • To approve all transactions, make sure at least one transaction is selected, and select the Approve All button at the top of the window.

If you attempt to commit a TimeTrack batch that contains unapproved transactions for an employee, the following message will appear while in the Time Card Commit window: There are unapproved/rejections in batch <batch ID>. Not all transactions will be committed. Do you want to continue?

Time Sheet Edit List Report

For transactions that have not been approved, the following message will appear on the Time Sheet Edit List report: This transaction has not been approved and will not be committed.