Approve a timesheet

Approving a submitted Timesheet

When the Timesheet is submitted for approval, it will appear on the Approver's Notification List.  It will also appear on the Hotlist of both the Approver and the Author.  It may then be approved or declined. If it is declined, it is resubmitted and returned to the Author's Hotlist under DRAFTS.

Approve a single Timesheet

  1. View the submitted Timesheet on your screen.
  2. Click EditEdit
  3. Change the status to APPROVED.
  4. Click SubmitSubmit.

Note: Once the Timesheet is approved, it cannot be edited. However, if a mistake is detected you can withdraw a timesheet and re-submit a new one in its place.

In-line Approving

You can create a report listing all timesheets to be approved, and then approve the timesheets from the report using in-line editing. This saves time because you do not have to edit each timesheet individually. 

To use this function, you will need to create and Save a search

  1. Run your saved timesheet search.
  2. Go through the results, click on the status field to update the status to approved.

  3. The changes are immediate and reflected on the individual timesheets.

To edit a Timesheet

  1. View the Timesheet.
  2. Click EditEdit.  
  3. Make the necessary changes. 
  4. Click Submit Submit

To reject a Timesheet

  1. View the timesheet.
  2. Click EditEdit
  3. Choose the RESUBMIT  Status and click Submit Submit. This will notify the Author via their Hotlist that the Timesheet has been declined.  The Author can then edit the Timesheet and resubmit it for approval.  The Status and Date Declined is automatically added to the bottom of the Timesheet form.

To withdraw a Timesheet

If a timesheet has been approved, you are not longer able to edit it. If an error is detected on a timesheet after it has been approved, you may withdraw the timesheet. You may also then split from the withdrawn timesheet to correct the mistake. To withdraw a timesheet:

  1. View the Timesheet.
  2. Click EditEdit.  
  3. Change the Status to Withdrawn 
  4. Click SubmitSubmit.  Once the timesheet is withdrawn, a new timesheet for that week ending period may be submitted. The withdrawn timesheet will not display on timesheet reports.

Splitting Timesheet

If you find an error on an approved timesheet, you may withdraw the timesheet and then split from the withdrawn timesheet to fix the error and re-submit.

  1. View the withdrawn timesheet.
  2. Click Split.

  3. Enter the Action and Title.
  4. The Week Ending period will default to match the date of the withdrawn timesheet.
  5. Edit the changes.
  6. Click Submit.

You may also create a new timesheet from a approved timesheet.  This is useful if the timesheet for this period is similar to one of a recent time period. 

  1. View the approved timesheet
  2. Click Split.
  3. Enter the Action and Title.
  4. If your timesheets are up-to-date (have been submitted for all previous time periods), the Week Ending period will automatically display the next Week Ending date. If the timesheets are not all submitted for prior periods, you will need to select a Week Ending period from the dropdown box.
  5. Edit the timesheet to reflect this period.
  6. Click Submit.