Time Card approvals can be done from within ExakTime Connect or ExakTime Mobile, depending on the level of approval being performed.
An employee or supervisor level time card approval can be performed within ExakTime Connect and Mobile.
Sign-off level approvals can only be performed within ExakTime Connect.
We have detailed all the steps below so you can better understand you and your employees would do in the event that you need to assist them.
Approve a Complete Time Card Only
We advise approving a time card at or near the end of your pay period. If the time card has been approved, any future records from reaching your time card. While the records are not lost, approving your time card prematurely can result in an incomplete time card and can delay any of your company's policies/procedures.
Guides for Employees
For time card approval directions to provide specifically to employees to approve their own or other time cards, you can provide them with either of the following articles:
Employee-Level Approvals
In ExakTime Connect
When you or an employee is ready to approve their time in ExakTime Connect, they must first sign in to the ExakTime Connect account through a supported web browser. If your employees do not have ExakTime Connect access, you can refer to the following article.
- Click My Time Card or click Time Cards and click My Time Card or Time Card Detail from the top-menu bar, depending on permissions.
- Select a pay period to be approved. A time card cannot be approved if viewing a pay week or custom date range.
- Review your time card and make sure that the time records and hours are correct.
- Click Approve Time after the time card has been reviewed.
- The "Approve Time" button will not be available if you are not viewing a pay period, if the time card is blank, and/or if you are not allowed to approve a time card with exceptions (e.g. incomplete time records or overlapping time records).
- After the time card has been approved, there will be a small green checkmark in the summary area.
In ExakTime Mobile
If given permission, an employee can approve their own time card for a given pay period on ExakTime Mobile.
Internet Access and having hours are required to approve a time card from ExakTime Mobile. If the employee does not have mobile data/Wi-Fi or a blank time card, they cannot approve their time card from ExakTime Mobile.
- Press the ≡ button in the top left of ExakTime Mobile to show the menu and press Approvals.
- You will see a menu like the below example where you can review the hours of your time card, a button to approve your time, indicators if the time card has been approved, and any potential time card problems.
- If there are any exceptions on the time card, there will be a list of the time card problems. If there are any issues, the employee should contact the ExakTime Administrator through company-approved channels to make the necessary corrections/adjustments.
- Press Details to view a breakdown of your hours. Tap the ⌄ icon to show the time records for the day. The red exclamation icon
will indicate if there are any issues for the day or record.
- Press the Approve button if everything appears correct. Depending on other settings, the employee may be presented with an additional message and/or signature field.
- The "Approve" button will not be available if the time card is blank and/or if the employee is not allowed to approve a time card with exceptions (e.g. incomplete time records or overlapping time records).
- After the time card has been approved, employees will see the words "Employee Approved" in green toward the top left. They will tap Unapprove if they need to unapprove their time card.
Approving Other Time Cards
Approving another employee's time card is generally reserved for supervisors and administrators. When approving a time card Supervisors will generally have supervisor-level approval, while Administrators will have sign-off level approval.
In ExakTime Mobile
- Press the ≡ button in the top left of ExakTime Mobile to show the menu and press Approvals.
- There will be a menu like the below example where an employee can review the details of their own time card and the time card(s) of employees in their viewset. Reviewing and approving your own time card will be the same steps as an employee.
- Beneath the employee's time card will be the employees in their viewset. If another employee had approved their time card, there should be an "Employee Approved" indicator with green text. Pressing Approve will approve the employee's time card. The "Approve" button will change to "Unapprove" if the time card needs to be unapproved and there will be a "Supervisor Approved" indicator with green text.
In ExakTime Connect
With Time Card Detail
Approving a time card from the time card details allows you to better understand what an employee did throughout the day and focus on individuals.
- Go to Time Cards in the top menu bar, then click Time Card Detail.
- Check your date range and make sure that it is the appropriate pay period. You cannot approve time for a pay week or custom date range.
- Select the employee to review and approve.
- After the time card has been reviewed and everything appears to be correct, click Approve Time.
- The "Approve Time" button will not be available if you are not viewing a pay period, if the time card is blank, and/or if you are not allowed to approve a time card with exceptions (e.g. incomplete time records or overlapping time records).
- After the time card has been approved, you will see a small green checkmark in the summary area with an indicator of the level of approval (Supervisor or Sign Off).
With Time Card Summary
Approving time cards from the time card summary allows you to review and approve employees times in bulk making it quick and easy for large groups.
- Go to Time Cards in the top menu bar, then click Time Card Summary.
- Check your date range and make sure that it is the appropriate pay period. You cannot approve time for a pay week or custom date range.
- You will see a list of employees with columns indicating any employee approval, supervisor approval, and sign off. Depending on the level of permission, a checkbox will appear underneath the column for your level of approval. Click the checkbox to approve an employee's time card at your level.
- The ability to sign off multiple employees is only available to employees with "Sign Off" level approval. Click the Quick Sign Off # button and confirm that you are approving the listed employees.
Next Article
The next article in this series is How to Remove a Time Card Approval(s)