Group Approval Wizard

This provides the user the ability to select time records for approval and provides a high level overview of the approval status for employee on an Individual or Group basis. The supervisor who is responsible for checking the attendance for a group of employees can view at a glance the total hours worked, exceptions, and approval status for their employees. Employees with an Approval value of 0 have at least one day which has not been approved.

Prerequisites

  • Setup Cost Level Security Profile if access to approve employee transactions is to be based on the cost levels for which supervisors/department managers have responsibility. In other words, the employee worked transaction cost centre will be the key to determining access as opposed to the employee home cost centre.

Rules and Guidelines

  • The user approval level and Security Profile are taken into consideration when the time records are displayed.
  • The report is produced using a Wizard, and is processed in 2 parts.
  • When a report is run, the first page will list the criteria entered on this window.
  • By double clicking on an employee in Group Approval, it will open the Time Editor window for the selected employee where the Cost Level Security Profile will be referenced.
  • If Cost Level Security Profile has Cost Level Security Set to 'C'. It will automatically assign the Group Approval Selection screen and display only those transactions based on the Cost Level Security Profile. No changes can be made to the Group Approval Selection Screen.
  • The Group Approval Listing window contains only those employees whose hours worked have been allocated to the same cost level codes for which the supervisor/ department manager have access to.

  • Terminated employees are not part of the list as long as they do not have Current or Future Period entries.

  • The Retro Pay Period Recalculation process will be run for each employee selected and on whose record the Approve button is clicked.

  • Select Start Wizard.

Field Information

The first step of the Wizard allows for the selection of records based on the Cost Level Codes, Employee IDs, and Badge Number.

 

Select Next>> to continue.

 

This window displays all the time records selected based on the selection criteria.

  • A filter is provided to allow for further selection of time records.
  • The box alongside each record is used to mark the record for approval.
  • By double clicking on an employee this will open the Time Editor window where their reported and payable times can be viewed and edited.
  • To navigate to a new employee, leave the drill down window open and simply drag it to the side and click on the new employee in the Group Approval window. The drill down will refresh with the selected employee's details.
  • If the Cost Level Security is set to C, the employees displayed are only those who have been costed to a cost level based on the security profile selection criteria.

Individual/ Group Approval

  • By selecting the Sel box for each individual employee to be approved and then clicking the Approve icon will result in the selected employee's time being approved. This can be verified by checking the Approved value which will no longer be equal to 0 for the selected employees.
  • All employees can be approved by selecting the Approve All button.

Group Approval

  • The Group Approval window provides a quick way to verify that all-time records for employees have been approved in the current pay period.
  • Any employees who have unapproved records will show a value of 0 in their Approved column.
  • By double clicking on an employee this will open the Time Editor for that employee, it is a useful way of navigating from one employee to another when approving and editing your employee's times.
  • Greyed out transactions in the drill down belong to employees who do not meet the security profile selection criteria, i.e., they have time allocated to other cost levels.

This field displays the employee's ID number and name.

This field displays the total number of hours logged against the Current Pay Period per employee, including approved and unapproved.

This field displays the sum of all unposted hours logged against Prior Pay Periods per employee, including approved and unapproved.

If all transactions for the employee are fully approved, this displays the highest level of approval achieved.

If any transaction is not approved to the required level, no value is displayed.

Specify if these hours were rostered or not.

Code Description
Y One or more days were not rostered.
N There were no not rostered days.

 

Select from the drop-down if there were times when the employee started to work earlier than rostered.

Code Description
Y There were times when the employee started work earlier than rostered.
N There were no times when the employee started work earlier than rostered.

 

Select from the drop-down if there were times when the employee started work later than rostered.

Code Description
Y There were times when the employee started work later than rostered.
N There were no times when the employee started work later than rostered.

 

Select from the drop-down if there were times that the employee ended work earlier than rostered.

Code Description
Y There were times when the employee ended work earlier than rostered.
N There were no times when the employee ended work earlier than rostered

 

Select from the drop-down if there were times that the employee ended work later than rostered.

Code Description
Y There were times when the employee ended work later than rostered.
N There were no times when the employee ended work later than rostered.

 

Select from the drop-down if there is a meal exception rule in place for the employee.

Code Description
Y There is a meal exception rule.
N There is no meal exception rule.

 

Select from the drop-down if there are other exception rules in place for the employee.

Code Description
Y There are other exceptions.
N There is no other exceptions.

 

This identifies transactions that have an alert code of 'S', employees who were scheduled to work but have not punched in, therefore considered absent. These transactions are displayed with a 'Y'.

 

Approve

This button will approve only those transactions that have been selected. The approve status code will be updated from zero to a code 1 through 9 as setup for the supervisor's security profile approval level.

Approve ALL

This button will update all transactions displayed.

 

>> Select Finish to complete the process.