Time Approval for Service Employees

This screen is for Time Approvers, Distribution Reviewers, and Time Administrators to review, approve, or edit an employee's time sheet.

To Approve a Time Sheet
To Edit a Time Sheet
To Review and Edit Salary Distribution
To Complete the Time Sheet Approval Process
Using the Navigation Buttons
Understanding Date and Leave Balance Quotas
Absence/Attendance Types

To Approve a Time Sheet

At your inbox screen, click the Hours or Both button to the left of the employees's name. The employee's time sheet displays in a new window for your review.

Using the Navigation Buttons

There are five navigation buttons at the top of the page and to the right of the Save button.

Print this Page: Click to print a copy of the time sheet.
Return to Overview: Click to return to your time sheet inbox.
Previous Time Sheet: Click to go to the previous time sheet in your inbox, without returning to your inbox.
Next Time Sheet: Click to proceed to the next time sheet in your inbox, without returning to your inbox.
Home: Button is in the upper right-hand corner of your screen. Click Home to exit the Time Sheet function and return to the SAPWeb home page.

To Edit a Time Sheet

A time sheet for Service staff can be changed up to four weeks in the past and four weeks in the future. For changes beyond this time frame, complete a Time Sheet Correction Requisition and submit to Payroll. The link to this on-line requisition is found on the Employee tab drop-down menu at the SAPweb or ESS home page.

The following fields can be edited. Click Save after edits are made.

Cost Object

To edit the Cost Object, place your cursor in the data field, click and highlight the Cost Object. Enter the new Cost Object by over-writing the original.

Note: This column displays only for Time Administrators and Distribution Reviewers. Time Approvers do not have the authorization to view or edit this field.

Attendance/Absence Type

To edit the Attendance/Absence Type (A/A Type) , click the drop down menu to display the applicable Attendance/Absence Types for this employee. Select the appropriate type by clicking on it. The Attendance/Absence Type changes to your selection. You can also change the A/A Type by typing the first letter of the Attendance or Absence type in the field.

Shift

To edit the Shift, click the drop down menu and select the applicable Shift. The Shift changes to your selection.

Note: This column displays only for those positions which are shift eligible.

Temp Code

To edit the Temp Code, click the drop down menu to display the applicable Temp Codes for this employee. Select the appropriate Temp Code by clicking on it. The Temp Code changes to your selection.

Hours

To edit the Hours, click the drop down menu and select the applicable Hours. The Hours change to your selection.

To Add a Line

If there are additional hours to report in a day, or more than one A/A Type for that day requiring a new line item, click Add Line to the left of the appropriate day. A blank line is added to that day. Enter all applicable information and click Save when complete..

To Delete a Line Item

To delete a line item, change the Hours of the applicable item to 0. Then click Save to delete the entry..

To Review and Edit Salary Distribution

This section details how to approve and edit Salary Distribution. This functionality is only available to Distribution Reviewers and Time Administrators.

To Review Salary Distribution Information

1. Review the Cost Object and Percent fields. If there is more than one Cost Object for this position, the sum of the percentages entered must equal 100. If both fields are correct, click the Distribution Review Status checkbox. A check mark appears indicating that the fields have been reviewed and approved. When this box is checked, it updates the Dist Rev status on your Time Approval inbox to "Yes" indicating that a salary distribution review has been completed for this time sheet.
2. Click Save to approve and save the time sheet.

To Edit Salary Distribution Information

Cost Object and Percent fields can be edited for both Regular (regular pay) and Premium (overtime pay) Distribution.

To edit Cost Object

1. Position your cursor in the Cost Object field.
2. Click and highlight the Cost Object.
3. Enter the new Cost Object.

To edit Percent

1. Position your cursor in the Percent field.
2. Click and highlight the Percent.
3. Enter the new Percent.

To Add Another Cost Object Using Add Line

1. Click Add Line to add another Cost Object and Percent to the employee's time sheet for this pay week. When the blank fields appear, enter the appropriate values in Cost Object and Percent.
2. After changes are made to Salary Distribution, click the Distribution Review Status checkbox above Cost Object and Percent.
3. Click Save to save the time sheet.

Note: Saving the time sheet after approving Distribution Review alone will not submit it to payroll production. Time sheets enter payroll production after the Hours and related information are approved and saved by a Time Approver or Time Administrator.

To Complete the Time Sheet Approval Process

Once changes are made and line items are approved, click Save to save the time sheet. After the time sheet is approved and saved, the employee can no longer make changes to that time sheet. Additional changes can only be made by Time Approvers and Time Administrators.

Note: Changes can be made to Service staff time sheets up to four weeks in the past and four weeks in the future even after the time sheet has been reviewed and approved. For changes beyond this time frame, complete a Time Sheet Correction form and submit to Payroll. The link to this on-line requisition is found on the Employee tab drop-down menu on SAPweb.

Date and Leave Balance Quotas

Each payroll run automatically updates the hours in Sick, Personal, Vacation, and 5th Week categories. These balances are display-only fields and calculated based on the Accrual Rate Date, Last Updated Date, and any hours reported for Leave categories in the last pay week.

An Approver can use the information contained in the Leave Balance fields if they are completing an employee's time sheet, to identify potential discrepancies between an employee's submission of Leave hours and the actual Leave Balances that are available for that employee.

Service A/A Types