APPROVER: Approving Student Timesheets
This article covers how managers approve timesheet entries submitted by student employees who report to them.
Approvers have seven days after the end of the pay period to approve time. If you need to make any approvals or corrections after the approval period, consult with your department timekeeper.
Prefer to watch a quick video?
Video: Manager: Approving Timesheets (4 minutes)
Before you start!
Make sure that your department timekeeper has reviewed entries and verified which time entries are ready for approval.
1. Log in to the campus portal and select Manager Homepage in the Titan Online widget.
View How Do I Access the Manager Homepage/Manager Self Service? for more details about accessing the Employee Homepage.
2. Use the NavBar to access the Menu and select Manager Self Service.
Do not use the Approvals tile on Manager Self Service homepage.
- Click on the NavBar.
- Select Menu.
- Then navigate to Manager Self Service.
3. Select Time Management. Then, navigate to Approve Time and Exceptions, and then Payable Time.
- Select Time Management.
- Select Approve Time and Exceptions.
- Click Payable Time.
4. You will see the Approve Time for Time Reporters page. For easy access in the future, add this page to your Favorites.
- To add this page to your Favorites, start by clicking the kebab (three dots) menu.
- Select Add to Favorites.
Ideally, student employees should make corrections to their time entries to remove exceptions. If a correction cannot be made, managers can allow low/medium severity exceptions so that the student can be cleared for payment.
View the Managing Exceptions guide to view more information on what exceptions mean and who is responsible for clearing them.
1. Log in to the campus portal and select Manager Homepage in the Titan Online widget.
View How Do I Access the Manager Homepage/Manager Self Service? for more details about accessing the Employee Homepage.
2. On the Manager Self Service homepage, select Team Time.
You'll see a note on the tile informing you how many exceptions need to be cleared.
3. Select Manage Exceptions.
4. Click Allow to view exceptions. Place a check next to the exception(s) that you want to clear. Then, click Allow.
Managers should clear Low/Medium severity exceptions. Payroll must clear any High severity exceptions.
The Allow tab will only show you exceptions which you have the authority to allow. Any exceptions in the Fix tab must be cleared by Payroll before the associated time entry or entries can be approved.
5. A banner will appear at the top of the page confirming that the submission was successful.
If you need to make corrections after submitting your approval, consult with your department timekeeper.
1. Navigate to the Payable Time approval page.
2. Click the Time Reporter Group magnifying glass and select a student group to approve time for. You may use the additional Employee Selection Criteria to filter the search results if you wish. Enter the Start and End Dates of the period that you want to view time for. Click Get Employees to pull up a list of student employees that have submitted time for that period.
Employees that did not submit any hours worked for your selected time period will not appear in the search results.
- Select a Time Reporter Group by clicking the magnifying glass icon. The list will show you only the groups that you have access to approve time for.
- Enter the start date of the period that you want to view time for.
- Enter the end date of the period that you want to view time for.
- Click Get Employees.
3. To approve entries, place a check next to each employee whose time you want to approve. To check off all employees, click Select All. Then, click Approve.
Before approving, make sure that the timekeeper has reviewed the entries and verified that no corrections need to be made.
Problem with a time worked entry? You can push it back to the originator for corrections. You will need to contact the employee directly and let them know what needs to be modified. View instructions on how to push back time worked.
- Place a check next to the employee(s) whose time you want to approve.
- Click Select All to place a check next to all listed employees.
OR - Click Approve to approve the employee(s)'s time worked.
3.1. To view and approve time entries per day, click on the employee's last name. Place a check next to entries that you want to approve. If there are entries that you do not want to approve, leave them unchecked. Then, click Approve.
- Click on the last name of the student whose daily entries you want to view or approve.
- Place checkmarks next to the days/entries that you want to approve. If you do not want to approve an entry on a particular day, leave it unchecked.
- Click the Approve button.
4. You will be prompted to confirm that you want to approve the time selected. Click Yes to proceed.
Always push back entries instead of denying them if you wish for the employee to edit and resubmit their timesheet. If you deny time, the employee will not be able to revise or resubmit their entries in the system. If corrections need to be made after the submission deadline, consult with your department timekeeper.
Before pushing back time entries, make sure that the employee has enough time to make corrections and resubmit their entries before the pay period closes. If corrections need to be made after the deadline, consult with your department timekeeper.
1. Navigate to the Payable Time approval page.
2. Click the Time Reporter Group magnifying glass and select a student group to approve time for. You may use the additional Employee Selection Criteria to filter the search results if you wish. Enter the Start and End Dates of the period that you want to view time for. Click Get Employees to pull up a list of student employees that have submitted time for that period.
Employees that did not submit any hours worked for your selected time period will not appear in the search results.
- Select a Time Reporter Group by clicking the magnifying glass icon. The list will show you only the groups that you have access to approve time for.
- Enter the start date of the period that you want to view time for.
- Enter the end date of the period that you want to view time for.
- Click Get Employees.
3. Place a check next to the entries that you want to send back for correction. Then, click Push Back.
Make note of why the entry is being pushed back to so that the employee can be notified of what to change.
- Place a check next to the employee(s) whose time you want to push back for correction.
- Click Push Back.
3.1. You will be prompted to confirm that you want to push back the time selected. Click Yes to proceed.
3.2. Inform the employee that their payable time has been pushed back for correction.
Let the employee know why the time was pushed back, specify which entry or entries need to be changed, and remind them of the deadline for time entry.
3.3. When the correction has been made, approve the time entry.
Need More Help?
For questions about your specific entries or reporting requirements for your position, contact your department timekeeper or Payroll at 657-278-2521 or [email protected].
For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].
Ashley
If their hours are wrong, can you decline partial hours?
Camille Johnson
Hi Ashley! If the hours are wrong, the student should be informed so that they can make the corrections necessary for their timesheet to be approved.
Approvers do have the ability to view and act upon individual time entries. They can click on the employee's last name to view that individual's daily entries. From there, approvers can place a check next to the individual's daily entries that they want to approve, leave the wrong entries unchecked, then click the Approve button. We are asking approvers to not use the Push Back or Deny buttons at this time. If wrong hours remain uncorrected, approvers should just leave them unapproved.