Time Approval for Students
This screen is for Approvers, Distribution Reviewers, and Time Sheet Administrators to review, approve, or edit a student'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
To Approve a Time Sheet
Step |
Action |
1 |
Review the first line item listed in the employee's time sheet. Confirm that the information in the applicable fields is correct. |
2 |
If the information is correct, review the next line item. If the information is not correct or there is a question with it, click the checkbox to the left of that item to remove the default check mark. The empty checkbox indicates the line item will not be approved. If the line item needs editing, see To Edit a Time Sheet for more information. |
3 |
Repeat steps 1 and 2 for each line item, excluding any positions for which you have no authority to approve. Such positions will appear on the time sheet as grayed-out and view-only. |
4 |
When the review of all line items is complete, click Save at the top or bottom of the page. When clicking Save, the check mark boxes to the left of each line item change to display a large green check mark indicating that those line items are approved. A confirmation message displays at the top of the page: "Time sheet data saved." |
5 |
The current time sheet is approved and is ready for the payroll production cycle. Click one of the navigation buttons, Return to Overview, Previous Time Sheet, or Next Time Sheet to continue with the time sheet approval process, or click Home in the upper right-hand corner of the page to end your session. |
Note: Additional positions appear as grayed-out line items in the time sheet and are for viewing only. Any edits or approvals for an additional position can only be done by the appropriate Approver for that position's Time Group.
Using the Navigation Buttons
There are four 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 can be changed up to ten weeks in the past. For changes beyond this time frame, complete a Time Sheet Correction Requisition and submit to Payroll. The link to this requisition is found on the Employee tab drop-down menu.
The following fields can be edited. Click Save after edits are made.
Position(s)
To edit the Position, click the drop down menu to display the applicable positions for this student. Select the appropriate Position by clicking on it. The Position 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, click Add Line to the left of the appropriate day. A blank line is added beneath that line. Enter all applicable information.
To Delete a Line
To delete a line item, change the Hours of the line item to 0. When the time sheet is saved, the line item is deleted.
To Review and Edit Salary Distribution
Distribution Reviewers and Time Administrators can review and edit Salary Distribution.
To Approve Salary Distribution Information
- Review the Cost Object and Percent fields. If both 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 "Y" indicating that a salary distribution review has been completed for this time sheet.
- Click Save to 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
- Position your cursor in the Cost Object field.
- Click and highlight the Cost Object.
- Enter the new Cost Object.
To edit Percent
- Position your cursor in the Percent field.
- Click and highlight the Percent.
- Enter the new Percent.
Add Line
- Click Add Line to add another Cost Object and Percent to the student's time sheet for this pay week. When the blank fields appear, enter the appropriate values in Cost Object and Percent.
- After changes are made to Salary Distribution, click the Distribution Review Status checkbox above Cost Object and Percent.
- 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.
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 student can no longer make changes to that time sheet. Additional changes can only be made by Approvers and Administrators.
Click Home to exit from this application.
Note: Changes can be made to Student time sheets up to ten weeks in the past. 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 drop-down menu on the Employee tab on SAPweb or from the Time tab on the ESS home page.
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