Time Approval for Support Employees

This screen is for Approvers, Distribution Reviewers, and Time Sheet 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 Fields
Absence/Attendance Types - Support and Campus Police

To Approve a Time Sheet

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 Support and 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 requisition is found on the Employee tab drop-down menu.

When a time sheet is edited, an email is automatically sent to notify the employee that a change was made to that time sheet.

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.

Attendance/Absence Type

To edit the Attendance/Absence 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.

Shift

To edit the Shift, click the drop down menu and select the applicable Shift. The Shift 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 a different distribution of hours 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 in Cost Object, Attendance/Absence Type, Shift, and Hours.

To Delete a Line Item

To delete a line item, change the Hours of the applicable item to 0. When the time sheet is saved, the line item is deleted.

To Review and Edit Salary Distribution

This section details how to review and edit Salary Distribution.

>When a time sheet is edited, an email is automatically sent to notify the employee that a change was made to that time sheet.

To Approve 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 Cost Object and Percent fields are correct, click the Distribution Review Status checkbox. A check mark appears indicating that the fields have been reviewed and approved.
2. 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. If there is more than one Cost Object, the sum of the percentages from all percent fields must equal 100.

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.

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.

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 Approvers and Administrators.

Note: Changes can be made to Support and Service staff time sheets 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 on SAPweb.

Date and Leave Balance Fields

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

Absence/Attendance Types