Approving Timecards on Employee Self-Service | Scribe

Approving Timecards on Employee Self-Service

  • Julia Nicholson |
  • 14 steps |
  • 3 minutes
  • ClackamasClackamas

Navigating to Timecard Approval

1
Log into Self-Service
2
Click on the "Employee" tab. Note: This screen may have fewer or more tabs depending on your classification and student status.
3
In the employee main menu, click "Time Approval" Note: This screen may have fewer or more tabs depending on your classification.
4
On the main timecard approval page, we recommend that you set your filters to only show the current payroll period by checking/unchecking boxes in the "Pay Cycles" section. We also recommend you always show all statuses by checking the boxes under "Status"
5
Be sure to click "Apply Filters" after checking or unchecking boxes.

Viewing and Approving Timecards

6
To expand the pay period, click on the "Monthly Payroll" section under an employee's tab.
7
You can now see all the weekly timecards for the current pay cycle. To view a timecard, click on the "...View" button.
8
If the hours listed are correct, click "Approve"

Timecard Corrections by Employee

9
If the hours listed on the timecard are incorrect, follow these steps: Click "Other Actions"\ Click "Reject"\ Click the "Reason" field and include a description of the correction that needs to be made by the employee.\ Click "Reject" \ The status of the timecard will now be listed as "Rejected" and the employee will be notified so they can correct and resubmit the timecard.
If the hours listed on the timecard are incorrect, follow these steps: Click "Other Actions"\ Click "Reject"\ Click the "Reason" field and include a description of the correction that needs to be made by the employee.\ Click "Reject" \ The status of the timecard will now be listed as "Rejected" and the employee will be notified so they can correct and resubmit the timecard.

Timecard Corrections by Supervisor

alert ordinal icon
The following method for timecard corrections should only be used if an employee cannot correct their own timecard by the payroll deadline.
10
If an employee is out or cannot correct their timecard, the supervisor can manually input their time for them by following these steps: Click "..View"\ Utilize the provided fields to input the hours worked. \ You may also add different leave types by clicking "Additional Time"\ Select the appropriate option from the dropdown menu. Note: The leave type options will be different, depending on your classification.\ On the newly generated line for that leave type, input the leave type hours. \ Click "Save"
If an employee is out or cannot correct their timecard, the supervisor can manually input their time for them by following these steps: Click "..View"\ Utilize the provided fields to input the hours worked. \ You may also add different leave types by clicking "Additional Time"\ Select the appropriate option from the dropdown menu. Note: The leave type options will be different, depending on your classification.\ On the newly generated line for that leave type, input the leave type hours. \ Click "Save"
11
For record-keeping, we recommend noting why you input time for the employee. To do this, follow these steps: Click on the "Other Actions" drop-down menu. Click "Comments" Enter your notes and click "Send"
For record-keeping, we recommend noting why you input time for the employee. To do this, follow these steps: Click on the "Other Actions" drop-down menu. Click "Comments" Enter your notes and click "Send"
12
Finally, click "Approve"

Finishing Your Approvals

13
Once you have approved all weekly timecards within a pay cycle, the status for the "Monthly Payroll" will show as "Approved." Congrats! You finished approving monthly timecards.
14
external-screenshot