Manager Time/Leave Approval - Procedure Steps

1. Collect Information (Payroll Reports/Timesheets) from your Timekeeper
   
   
   • Department ID List
   • List of Employees within your Dept ID's
   • Part-time - Hours/Dates Worked
   • Full-time - Leave Used Information
2. Check Exceptions
   
   
   • Navigate to: Home > Administer Workforce > Capture Time and Labor > Manage > Manage Group Exceptions
   • Enter Group ID: enter your Dept ID #
   • Click on the Search button
   • Manage Group Exceptions page appears with the list of exceptions. Only the Severity of Exception, which are High are to be corrected. If the page is blank you have no errors. If there are still High Exceptions, notify the Timekeeper to correct these prior to Approving.
3. Approve Part-time Hours or Full-time Hours/Leave
   
   Approving Employee's time can be done by Group ID (Dept #) or by Employee ID #
   
   
   • Navigate to: Home > Administer Workforce > Capture Time and Labor > Manage >
   • Select > Approve Time by Group (Dept #)
   • Enter:
     Group ID #(Dept #) or Employee ID #
     Start Date = First day of month (ie; PT 07/01/2006 or 07/18/2006 or FT Leave)
     End Date = Last day of month (ie: PT 07/31/2006 or 08/14/2006 for FT Leave)
   • Click the Search button.
   • To see daily information for each employee, click on the More hyperlink at the end of the row. Check the daily hours/leave for this employee. If you discover an error, contact your Timekeeper prior to approval to have this corrected.
   • If all hours/leave entries are correct, click on the Select All button.
   • Click on the OK button.
   • If you have another Department ID # to approve, click on the Return to Search button at the bottom of the screen.

Helpful Hints:

• Verify the total number of hours for each employee. (refer to Time and Labor Monthly Planner).
• Verify that all work days are listed for each employee.
• Full-time employees who use a partial day leave must have the balance of the day as REG hours.
• Verify the leave used (ie; ALU, SLU, PLU) for each employee against the LOA form.
• Notify HR/Benefits for all employees on Medical Leave and send a copy of the LOA form to them.
• You can submit leave hours taken 30 days in the previous leave period if they were not previously submitted on the last pay period. The prior period hours must be "approved" to get posted to the employee's leave balances. If you need to have leave taken posted prior than the 30 days, submit the hours to the Payroll Office for processing.
• Retiring/Terminating employees: leave used after the leave period date to the end of the month will need to be submitted to Payroll Services for entry. Notify Human Resources prior to employee's termination date with leave used during the month of termination.
• All Overtime and Overload hours are to be submitted to Payroll for entry by the due date on the Time and Labor Monthly Planner.
• To verify time entered for an employee, go to:
  Home > Self Service > Manage > View > Payable Time Summary
  Input the Empl ID and date of time/leave. The status will be displayed.
• To verify if all hours/leave has been approved navigate to:
  Home > Self Service > Manage > View > Payable Time Detail
  Input the Empl ID and Date of time/leave. The status will be displayed.

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