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Approve a Timesheet

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Objective

To approve a timesheet in the project's Timesheets tool.

Background

Depending on your project's business process, your employees and workers might be responsible for submitting their own timecards and timecard entries or your foreman/super managers may choose to create timecard entries on behalf of their crew. The next step is to verify the timesheet's data for accuracy and completeness. Typically, this first-tier approval is completed by a foreman or site manager who changes the timesheet's status to 'Reviewed'.

The next tier in the approval process is for a project manager (or another project executive) to approve the entries to ensure readiness for payroll—Do the hours submitted look accurate? Was 'Overtime' applied properly? Are the hours logged to the appropriate cost code? The steps below show you how to approve a timesheet.

Things to Consider

  • Required User Permissions:
  • Additional Information:
    • 'Approved' timecard entries:
      • Can only be edited by a user with 'Admin' permissions on the Company level Timesheets tool. 
      • Cannot be deleted.
      • Can only be marked as 'Completed' in the Company level Timesheets tool.
    • 'Completed' timecard entries:
    • If you see an 'Individual Entries' section on a timesheet, time was entered in the Company Timecard, Site Diary or My Time tools and can be approved in the Company and Project level Timesheets tool. 

Prerequisites

Video

 

Steps

Approve a Timecard Entry

  1. Navigate to the project's Timesheets tool. 
  2. Find the timesheet(s) that you want to approve. See Search and Filter Timesheets.
  3. Review your employee and worker time entries line-by-line for accuracy and completeness. Fields to approve include:
    Note: To learn how to make changes, see Edit a Timesheet.
    • Status. Keep the status as 'Pending' until you have approved the entire time entry. 
    • Employees. Verify the employee or worker name shown is the correct one. 
    • Sub Job. If the Sub Job feature is enabled on the project (see Enable Sub Jobs on Projects for WBS), verify the correct sub job is selected. 
    • Cost Code. Verify the selected cost code accurately corresponds to the work completed. 
    • Location. If multi-tiered locations have been added to your project, make sure the correct one is selected here. To learn more, see What are multi-tiered locations?
    • Total Hour Time Entry Method: If the tool is configured for this entry method, verify that the Total Hours entered for the select sub job and cost code combinations is accurate. 
    • Start Time and Stop Time Entry Method: If the tool is using this entry method, verify the entries in the Start Time, Stop Time, and Lunch Time. 
    • Time Type.
    • Billable. If the time is billable to the project, a Yes should appear here. If it is NOT billable to the project, a No should appear here. 
    • Optional: Signature. If you want to collect signatures from your employees, you can collect them with your mobile device. For instructions, see Sign a Timesheet (Android) and Sign a Timesheet (iOS).
    • Optional. Description. If you want to add a note about the entry, click Add Description and enter one here. 
  4. Click a cell in the Status column and select Approved from the drop-down list.
     Note
    Timecard entry status can only be changed to 'Completed' in the Company level Timesheets tool. See Approve a Timecard Entry in the Company Level Timesheets Tool.

    timesheets-statuses.png
  5. Repeat the steps above for each timecard entry on the timesheet until you've approved all of the entries on the timesheet.
  6. Continue with Approve a Timesheet below. 

Approve a Timesheet

  1. Navigate to the project's Timesheets tool. 
  2. Find the timesheet(s) that you want to approve. See Search and Filter Timesheets.
  3. If all your timecard entries are accurate and complete, click the Change Status button on the timesheet and select 'Approved'.
  4. Repeat the steps above for each timesheet. 

TIP: If you need to edit the timesheet at a later time, you must change its status to 'Reviewed' or 'Pending'. If you are collecting employee signatures on your mobile device, you will need to collect those signatures again.