Electronic Timecard Approvals - Non-exempt Employees for Duke@Work Primary Timecards

This quick reference guide demonstrates how to approve non-exempt (biweekly) employees' primary timecards via Electronic Time Reporting, which can be accessed using Duke@Work. Please note: This guidance is not appropriate for employees whose units use the API Time and Attendance System.

Gwen Hall-DiFabio
17 steps
4 minutes

Duke

Failure to approve timecards accurately and by the deadlines for each pay period is the biggest reason non-exempt employees have payment errors. Supervisors should take the following actions to avoid payment errors: - Thoughtfully review all timecards. Rushing through timecard approvals will create errors. Block dedicated time on your calendar to ensure you give the approval process the full attention it deserves. - Adhere to deadlines - those of your business unit and Corporate Payroll Services. The Corporate Payroll Services publishes deadlines on the [Current Year's Biweekly Payroll Schedule for Department Representatives](https://finance.duke.edu/departments-services/controllers-division/corporate-payroll/employee-time-pay/pay-schedules/) . - If you are unavailable to approve timecards, coordinate with your departmental payroll representative and back-up approver well in advance to ensure there are no gaps in coverage.

Navigate to [Home - Duke@Work](https://work.oit.duke.edu/irj/portal)

Click "MyInfo"

Click "Approve Current Period Biweekly Timecards - 05/05/2025-05/18/2025"

Click "Submitted"

Approvers can only take action on timecards in a Submitted or Unsubmitted status (available if the supervisor needs to submit unproductive time on behalf of an employee). If the timecard is in any other status (saved, re-saved, returned), the supervisor has view-only access. The employee must take action before the supervisor approves the timecard.

Click here.

Once you approve the timecard, you cannot make changes. If you approve an inaccurate timecard, contact your department payroll representative or HR office **immediately** for instructions on correcting the error.

Select **Yes** to confirm the approval.

The timecard now displays a **Timecard approved** message.

Returning a Timecard for Correction

If there are errors in the timecard, return it to the employee for correction. Select **Comments** providing instructions on what information requires correction.

Select **Return** to return the timecard to the employee for resubmission.

Select **Yes** to confirm the return.

Editing a Timecard

Click "EDIT TIME"

Supervisors cannot add or delete work hours.

Click here.

Add a note describing the changes made to the submitted timecard.

Click "CHECK"

Approving as Backup Approver

Follow the steps above to access the **Approval Grid**. In the **Biweekly Staff Approvals,** select **Backup Approvals.**

The display changes and lists of the employees you approve as a backup. Follow the instructions above to review and approve the timecards.

Electronic Timecard Approvals - Non-exempt Employees for Duke@Work Primary Timecards

Gwen Hall-DiFabio
17 steps
4 minutes

Duke

Navigate to [Home - Duke@Work](https://work.oit.duke.edu/irj/portal)

Click "MyInfo"

Click "Approve Current Period Biweekly Timecards - 05/05/2025-05/18/2025"

Click "Submitted"

Click here.

Select **Yes** to confirm the approval.

The timecard now displays a **Timecard approved** message.

Returning a Timecard for Correction

If there are errors in the timecard, return it to the employee for correction. Select **Comments** providing instructions on what information requires correction.

Select **Return** to return the timecard to the employee for resubmission.

Select **Yes** to confirm the return.

Editing a Timecard

Click "EDIT TIME"

Supervisors cannot add or delete work hours.

Click here.

Add a note describing the changes made to the submitted timecard.

Click "CHECK"

Approving as Backup Approver

Follow the steps above to access the **Approval Grid**. In the **Biweekly Staff Approvals,** select **Backup Approvals.**

The display changes and lists of the employees you approve as a backup. Follow the instructions above to review and approve the timecards.