Enabling and Setting Up Time Card Approvals

Time Card Approvals can be used to ensure that the time that an employee has worked is correct from the perspective of the employee, their supervisor, and/or office administrator for a given pay period.

There are three levels of approval.

  • Employee Approval: The employee can approve/unapprove the time they will receive for a pay period.
  • Supervisor Approval: The supervisor can approve/unapprove the time an employee will receive for the pay period.
  • Sign Off: The ExakTime Administrator can sign off on a time card to deem it complete and suitable for payroll. When an employee's time card has been "Signed Off" the lower-level approvals can not be removed.

Employee approvals can be done from ExakTime Connect or from ExakTime Mobile. Supervisor approvals and Sign Offs can only be done within ExakTime Connect at this time. 

Enabling Time Card Approval

  • Go to Manage and click Company Settings.

    ETC_-_Menu_-_Manage_-_Company_Settings_-_00.png

  • Click the Time & Attendance tab.

    ETC_-_Company_Settings_-_Tabs_-_01.png

  • Use the checkbox for Enable time card approval.

    ETC_-_Company_Settings_-_Time_Card_Approval_-_01.png

  • Save your changes.

Set Up Time Card Approval Options

Time Card Approval Reminders/Notifications

Employees and supervisors can be reminded to approve their time cards up-to two times for a pay period. Supervisors can also receive email notifications as employees approve their time cards and when all employees have approved their time cards.

  • Go to Manage and click Company Settings.

    ETC_-_Menu_-_Manage_-_Company_Settings_-_00.png

  • Click the Time Card Approval tab.

    ETC_-_Company_Settings_-_Tabs_-_02.png

  • From the Notifications section, employees and supervisors can be emailed if necessary to remind them to approve their/other time cards and supervisors can be emailed when each or all employees have approved their time. 

    Please Note: An employee is considered a supervisor if they have employees in their viewset and they are not set to view All Employees. If an employee is set to view all employees, they will not receive any notifications.

    ETC_-_Company_Settings_-_Time_Card_Approval_-_Notifications_-_00.png
  • Employee Approval, Supervisor Approval and Sign Off sections are used to indicate who has access to which approval level.

    ETC_-_Company_Settings_-_Time_Card_Approval_-_Notifications_-_01.png

  • Save any changes when finished.

Message and Signature for Time Card Approvals on ExakTime Mobile

By default, the Mobile Time Card Approval will only require the employee to push an "Approve" button. You can also require an employee to sign their signature and/or see an approval message.

  • Go to Manage and click Company Settings.

    ETC_-_Menu_-_Manage_-_Company_Settings_-_00.png

  • Click the Time Card Approval tab.

    ETC_-_Company_Settings_-_Tabs_-_02.png

  • Expand the "Mobile Approval Message and Signature Options" section and enable the employee signature requirement and/or the approval message. After entering the approval message, Spanish and French translations can be entered as needed.

    Overview__Time_Card_Approval__Post_Mobile_Approval_Options___360034002833__Company_Settings_-_Time_Card_Approval_-_Mobile_Options.png

  • Save any changes.

Enabling Approval Permissions

After Time Card Approvals have been enabled for your ExakTime system, you will need to specify which security roles can approve time and at what level.

For ExakTime Connect

To allow an employee or supervisor/office administrator to approve their own or other time cards in ExakTime Connect, their security role must have the necessary permissions. Administrators will be able to approve their own time and can sign off on employees' time cards by default and this cannot be changed.

  • Go to Manage and click Security Roles.

    ETC_-_Menu_-_Manage_-_Security_Roles_-_00.png

  • Click ExakTime Connect to view your security roles.

    ETC_-_Security_Role_-_Connect_-_Roles_-_00.png

  • The left-hand side will be a list of available roles. By default, we offer Administrator and Employee. More roles can be created for other groups of employees if necessary. The Administrator role cannot be adjusted. The right-hand side will list available permissions.

    Overview__Time_Card_Approval__Post_Mobile_Approval_Options___360034002833__ExakTime_Connect_Role_-_Employee.png

  • You will need to enable the following permissions for any Non-Administrator role; "My Time Card" and "Time Card Approval".

    ETC_-_Security_Role_-_My_Time_Card_-_03.png

    • "My Time Card" has two available options.

      • No Access - No access to My Time Card.
      • Access All - Access all options listed.
      • View – View their own time.
      • Edit – Edit their own time.
      • Delete – Delete a time record.
    • "Time Card Approval" has three available options.
      • No Access - No access to Time Card Approvals.
      • Employee – Approve their own time for the pay period.
      • Supervisor - Approve other employees as a Supervisor for the pay period.
      • Sign Off – Approve their own time and sign off other employees time at the Administrative level.

      Note: You cannot have both Supervisor and Sign Off approval.

  • "Approve Time Cards That Contain Exceptions" lets you allow time cards to be approved if they contain exceptions (incomplete and/or overlapping time records).

    Overview__Time_Card_Approval__228592828__Security_Roles_-_Approve_Time_Cards_With_Exceptions_Focus.png

  • Save any changes.

For Employee Approval in ExakTime Mobile

For an employee to approve their own time in ExakTime Mobile, you will first need to enable the permission(s) for their ExakTime Mobile security role.

  • Go to Manage and click on Security Roles.

    ETC_-_Menu_-_Manage_-_Security_Roles_-_00.png

  • The left-hand side will be a list of available roles. By default, we offer Administrator, Supervisor, Employee, and No Access. Select the role that should be able to approve their own time card or add a new security role. The Administrator role cannot be adjusted. The right-hand side will list available permissions.

    ETC_-_Security_Role_-_Mobile_-_Roles_-_02.png

  • Enable "Can Approve Own Time Card."
    • "Can Approve Time Cards That Have Exceptions" allows employees to approve their time card even if their time card is incomplete or needs to be corrected e.g. the employee forgot to clock in or out on a day, overlapping time, etc.

    Overview__Time_Card_Approval__228592828__Security_Roles_-_-_EM_Approve_Time.png

  • Press Save.

 Next Article

The next article in this series is How to Approve a Time Card

Was this article helpful?
0 out of 0 found this helpful