Approve Timecards

This job aid and video explains how to approve a single timecard and multiple timecards at a time using Dimensions, as well as verifying your approval.

Approve a Single Timecard

At the end of the pay period, by the designed deadline, you need to submit a timecard approval on your employees' timecards.

Before you approve your employees' timecards, you should:

  • Review a Pay Period Close/Summary Dataview
  • Resolve any missed punch and unexcused absence exceptions

To approve a timecard:

  1. Open a timecard and select the appropriate Timeframe .
  2. Review the timecard for accuracy.
  3. Click Approve. An Information bar displays above the timecard grid when the approval is successful.
Employee Timecard with Approval message displayed

Verify your Approval in the Table View

The background color of the timecard changes, depending on the level of approval that has been applied to the timecard. 

Review the color indicators below:

Yellow background Timecard approved by employee but not by manager.
Light purple background Timecard approved by manager but not by employee.
Green background Timecard approved by both employee and manager.
Gray crosshatch Timecard has been signed off.

Approve Multiple Timecards

You can also approve multiple timecards at the same time from the Main Menu > Time > Employee Summary or from any of your available Dataviews.

  1. Select the appropriate Timeframe and Hyperfind that you wish to approve.
  2. Select the check box next to the name of the employees you want to approve. To select all the employees, click Select All.
  1. Click Approve.
Employee Summary with all employees highlighted and Approve selected
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This job aid explains how you can approve employee timecards at the end of the pay period for payroll processing.

About Approvals

  • Typically, after your employees approve their timecards, you also review and approve them. Depending on your access, you may also be able remove your approval to edit employee timecards or even edit them without removing your approval.
  • Before payroll processing begins, a sign-off is applied to the timecard (typically by a Payroll Manager). You cannot remove the approval after the timecard is signed off unless the signoff is removed first.

To approve a single timecard:

  1. Open a timecard and select the appropriate timeframe.
  2. Make sure the timecard is accurate.
  3. Select Approve.

Employee timecard with approval button selected.

Verify your Approval in the Table view

The background color of the timecard changes, depending on who has approved it:

  • Yellow Background – Timecard approved by employee but not by manager.
  • Light Purple Background – Timecard approved by manager but not employee.
  • Green Background – Timecard approved by both employee and manager.
  • Gray Crosshatch – Timecard has been signed off.

To approve multiple employee timecards:

  1. Select the Main Menu > Time > Employee Timecards or open any of your available Employee Dataviews.
  2. Select the appropriate timeframe and search criteria that you wish to approve.
  3. Select the one or more check boxes next to the employee’s names. To select all the employees, click Select All.
  4. If you have more than 40 employees, scroll down to the bottom of your employee list to be sure that you selected all the employees before submitting approval.
  5. Click Approve.

Employee timecards, select all selected, with warning to scroll down the list shown.

Approve Timecards – List View

When you believe that your employee’s timecard is complete, accurate, and ready for signoff, you approve it.

Accessing Timecards on Your Mobile Device

  1. Open the employee timecard and select the appropriate timeframe.
  2. Make sure the timecard is accurate.
  3. Click Approve.
Employee timecard in mobile view, approve button selected.

To verify the approval:

You can approve the entire timeframe or part of the timeframe. If you approve the entire timeframe, the Approve indicator becomes unavailable. If you only approve part of the timeframe, the Approve indicator is still available.

The approval bar on the left side of the timecard changes, depending on who has approved it:

  • Approval bar, all days approved by employee. All days approved by employee
  • Approval bar with all days approved by manager. All days approved by manager
  • Approval bar with all days signed off. All days signed off

To remove approval, click More Actions and then click Remove Approval.

To approve multiple timecards

  1. Select the employees to approve.
  2. Tap Approve icon.
  3. In the confirmation box, tap Yes.

To view the results of this group edit, go to the Main Menu and select Dataviews & Reports > Group Edit Results.

Employee timecards in mobile view, all timecards selected, approve icon highlighed.
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