Jenzabar Campus Portal Features Help Hub

Timecard Approval

Note

Various settings established in Human Resources determine several Timecard Approval feature capabilities. For more information, see the Human Resources module online Help.

The Timecard Approval feature is accessible from any web-enabled device and allows supervisors to submit employees' timecards to Payroll.

The Timecard Approval feature can be used to:

  • Determine the timecard format employees use when logging their hours

  • Review and submit approved timecards to Payroll

  • Update individual timecards

  • Update timecards for all employees in a select pay group

  • Add comments to an employee's timecard

  • Contact select employees

  • Establish timecard submission deadlines and entry rules (Administrators Only)

  • Select timecard approval supervisors and/or alternates (Administrators Only)

  • Define how hours are rounded (Administrators Only)

The following are used to indicate the status of an employee's timecard for a select pay period:

  • No Hours indicates the employee has not saved any hours for the pay period.

  • Saved indicates the employee has saved hours for the pay period.

  • Final indicates the employee has marked the saved time as final.

  • Entered indicates a manager has entered hours for the employee.

  • Override indicates a manager has entered hours that differ from those entered by the employee

  • Submitted indicates the timecard has been submitted to Payroll.

  • Open Shift indicates the employee has clocked in but has not clocked out for a given day.

  1. Access the Timecard Approval feature main page. The current year automatically appears.

  2. From the Active Periods for Your Pay Groups drop-down options, you can select the period year for the pay group for which you want establish the timecard format. The pay groups are displayed.

    Note

    The active periods for the current year automatically appear.

  3. From the Pay Group column, click on the pay group for which you want to establish or update the timecard format. The Pay Group page appears with the current timecard card format displayed in the upper right-hand corner.

  4. Click Change. The Primary Timecard Format Select page appears.

  5. Select the timecard format for the pay group.

    • Hourly allows employees to enter start and end times to log the exact hours they worked for every shift. Real Time allows employees to clock in and clock out using an online real time clock.

      Note

      When real time recording is being used, employees cannot make any changes to their hours. Only their timecard approvers can make updates. Once an employee's time entries are modified, the employee can no longer enter other time entries for that pay period. Additional time entry changes have to be made by the approver.

    • Daily Total allows employees to enter the number of hours they logged each day of the pay period.

    • Period Summary allows employees to enter their total hours worked for the entire pay period.

  6. Click the Save Format button.

  1. Access the Timecard Approval feature main page. Current and/or overdue periods are automatically displayed.

  2. Click on a specific pay group or period. The Pay Group page appears.

  3. Click on the Edit icon for the employee for whom you want to update. The Edit Hours window appears.

    Note

    Once an approver modifies an employee's timecard, the employee cannot enter any additional hours for that pay period. The approver must enter any additional hours.

  4. Make the appropriate updates to the employee's hours.

  5. When you are done updating the timecard, click the Save Hours button. The Edit Hours window closes, and the employee's timecard is updated.

  1. Access the Timecard Approval feature main page. Current and/or overdue periods are automatically displayed.

  2. Click on a specific pay group or period. The Pay Group page appears.

  3. Click Edit All Regular Hours. The Edit Regular Hours screen appears and displays all employee timecards for the selected pay group.

    Note

    Once an approver modifies an employee's timecard, the employee cannot enter any additional hours for that pay period. The approver must enter any additional hours.

  4. Make the appropriate updates to the employees' hours.

  5. When you are done updating the timecards, click the Save Hours button. The Edit Regular Hours window closes, and the employees' timecards are updated.

  1. Access the Timecard Approval feature main page. Current and/or overdue periods are automatically displayed.

  2. To view and submit timecards by pay group:

    1. From the Active Periods For Your Pay Groups drop-down options, select the current year or a previous year. Related pay groups appear.

    2. From the Pay Group column, click on the appropriate Pay Group link. For example, Primary or Hourly. The Pay Group page appears and displays all unsubmitted and submitted timecards.

    3. Review the timecard submissions carefully.

    4. Select the checkboxes for the employee timecards to be submitted to Payroll.

      Tip

      To select all employees simultaneously, select the checkbox in the very top row.

    5. Click the Submit Selected Timecards to Payroll button. The timecard(s) are submitted.

  3. To view and submit timecards by pay period:

    1. From the Active Periods For Your Pay Groups drop-down options, select the current year or a previous year. Related pay groups appear.

    2. From the Active Periods column, click on the appropriate Active Period link. The Pay Group page appears and displays all unsubmitted timecards.

    3. Review the timecard submissions carefully.

    4. Select the checkboxes for the employee timecards to be submitted to Payroll.To select all employees simultaneously, select the checkbox in the very top row.

    5. Click the Submit Selected Timecards to Payroll button. The timecard(s) are submitted.

  1. Access the Timecard Approval feature main page. Current and/or overdue periods are automatically displayed.

  2. Click on a specific pay group or period. The Pay Group page appears.

  3. Click on an employee's hyperlinked name. The Employee Information page appears.

  4. Click Edit Hours / Add Comments.

  1. Access the Timecard Approval feature main page. Current and/or overdue periods are automatically displayed.

  2. Click on a specific pay group or period. The Pay Group page appears.

  3. Click on an employee's hyperlinked name. The Employee Information page appears.

  4. Click Contact. The E-Mail Template page appears.

  5. From the Addresses option, select:    

    • Public to include email addresses in the 'To' field of the message. A copy is not automatically sent to you. To send a copy of the email message to yourself as well, select the Send a copy to yourself checkbox.

    • Private to include email addresses in the 'Bcc' field of the message. A copy of the email message is automatically sent to you as well.

  6. If needed, update the Subject column.

  7. In the Body text box, enter the email message to be sent to the employee.

  8. To include an attachment:

    1. Click the Browse button. The Choose File to Upload window appears.

    2. Locate and select the file to be included.

    3. Click the Open button. The Choose File to Upload window closes.

    4. Click the Add button. The file will be included with the email message as an attachment.

  9. Click the Send button.