Overview
This section will help you validate the hours worked by your employees across the portal. You will also learn how to un-approve shifts so that you can make changes if necessary and re-approve later.
Approve hours from the Schedule & Attendance screen
To access the complete list of Time Sheets, go to:
- Schedule & Attendance
- Click Time Approval
- You can filter by Site, Zone, or Department by searching for them in the search bar. For Multi-Sites, you can include any associated Sub-Sites by clicking the checkbox.
- Shift Tile Button: Click this button to view/modify the shift tile.
- Name The name of the employee.
- Day: The day of the shift.
- Start Date: The start date of the shift.
- Time: The start and end times of the shift.
- Clocked Shifts: The clock-in and clock-out times of the shift.
- Position: The name of the position and the site.
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Pay Rate/Level: The pay rate and level.
As an admin, you must enable permissions to see this:
- Go to Settings > Roles & Security.
- Select a portal role and then a specific role.
- Choose Payroll & Pay Rates.
- Select View employee pay rates.
-
Bill Rate/Level: The bill rate and level.
As an admin, you must enable permissions to see this:
- Go to Settings > Roles & Security.
- Select a portal role and then a specific role.
- Choose Payroll & Pay Rates.
- Select View employee pay rates.
- HOL Pay: The holiday pay indicator.
- HOL Bill: The holiday billing indicator.
- Schedule: The scheduled number of hours for the shift.
- Scheduled Breaks: When you use break management, the duration of the scheduled meal and coffee breaks. Without break management, the total number of minutes of scheduled breaks.
- Clocked: The clocked number of hours for the shift.
- Actual Breaks: When you use break management, the times of the meal and coffee breaks. Without break management, the total number of clocked minutes for breaks.
- Approved: The number of approved hours. You can enter the hours manually or click on either the Clocked or Scheduled fields to approve the hours.
- Pay Override: To pay a different pay rate for a portion of the shift, enter the rate here. Otherwise, this field will auto-populate.
- Billing Override: If the number of hours you are billing differs from the number of approved hours, enter them here. Otherwise, this field will auto-populate when you click on the Approved or Clocked columns.
Approve hours from the Site screen
You can also approve hours at the individual Site level. Go to:
- Sites (Client)
- Select the Site
- Click Time Sheets
You can also view the timesheets of a specific employee by clicking on the Employees tile. You can also approve shifts from this view.
Unapprove Shifts
You may need to unapprove shifts after you have approved them. This may occur if you change the payable or billable hours, breaks, or clock-in or clock-out times.
To un-approve a shift in timesheets under the employee:
- Click on the Employees tile.
- Select the employee whose shifts you would like to un-approve.
- Click on the gear button.
- Click the "Unapproved Shift" button.
- Confirm that you would like to un-approve the shift.
- Click the "Unapproved" button.
Note: After you unapprove the shift, you will need to make any changes to the shift manually before re-approving the shift.
You can also access the shift tile from the Live Schedule by clicking on any shifts.
You can also access shift tiles from within the site on the site's schedule.