Author: Al Mansouri, Sukawt M.

Time Keepers - Approving Timecard Entries

After the pay period has ended, and your building employees as the building timekeeper you will receive a workflow e-mail. DO NOT respond to the e-mail, the e-mail is sent to alert you that you have a timecard to approve, you will receive an e-mail for each employee that submits time.

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Select the second report

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Optionally—add 2 digit site # or other criteria

Sample for JHS

Add 3-digit month (003); delete *

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The Timekeeper Electronic Timecard Entry Report can help you for a variety of reasons.
It has a detailed list of timecard entries, for each employee
It gives you a list of hours for each employee
You can see the notes, example: class coverage, ETD, OTG, OFFICE, what ever duty the employee entered for each entry

Utilize the above report to determine the following:
If/where account codes need to be entered on each entry
If overtime rules are applied correctly
If additional information regarding the timecard work needs to be added
If there is any employee with an OPEN timecard that needs to be submitted
At this point, your role will be to code the payment entry and approve for routing to applicable administrators. If there is a discrepancy made by the employee or missing details, you can reject the entry and send it back to the employee for correction.

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Navigate to the Timecard Online Entry Screen

Enter Site # or select by Employee ID or Name - A list of building employees will appear on the left side of your screen. Based on the Timecard Entry Report, search and select each employee’s timecard and it will appear in the panel. For EACH entry for EACH employee you will need to enter a budget code.

Click into the hours entered to display an ellipsis box.
A Detailed Time Entry panel will pop up. Here you will add the account code (see example below; at a minimum, the gl key). You can code the whole amount, or split the hours between time as applicable. When completed click on the SAVE button.

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Back on the BusinessPlus home page, find your
Workflow Tasks and click on the Timecard Online
Approval link.
This takes you to the Approval Task List where you can mark your records for approval.
Take a moment to make a final review of the details on each timecard to be sure entries are complete. When ready, select records for approval individually, or by group, and click the Green Checkmark to complete approval (there are two on the page, it doesn’t matter which one your choose).
NOTE: This is also the screen where you can Reject the employee’s entry and add an explanation/instruction for the employee to correct and resubmit.

Done!

Additionally, you can run the Approval Tracking Report to track the approval progress of your timecards. In the example shown, the first record is complete with the last step showing an email confirmation to the employee.

Frequently Asked Questions

What if another department is paying for the additional staff time? How do I send it to them?
Instead of entering your org key, you will enter an “Outsource Code.” Find the department code to route to, add it to the timecard record, and save the record. When you approve the record, that department will be included in the routing for further coding and approval. If you don’t find a code to a department you have identified for the work, please contact the payroll office.
What is the difference between the different categories?
The categories are mainly separated so that the district can run reports to see where time is being spent. However, there are a few object code differentiations, as follows:
What if the employee enters something in the wrong category or wrong date? Can I change it?
Yes. Just as you would edit a paper timesheet, please make the appropriate correction. The employee will receive an email when all approvals are complete that will document exactly what entries have been approved. Alternately, you could reject the submission, sending it back to the employee to ask them to re-submit with revised/corrected information.

			object code
CERTIFICATED
	CLASS COVERAGE	when a teacher is covering another classroom	4225
	EXTENDED DAY T/S		4222
	KINDER ORIENTATION		4222
	ON-TIME GRADUATION		4222
	PLANNING TIME		4222
	SCHOOL IMPROVEMENT	typically used for SOSR support	4222
	SITE MEETINGS		4222
	TESTING/ASSESSMENTS		4222
	TUTORS/HOME/HOSPITAL	limited to specific assignments	4223
	SEC 9.14 IEP PREP	per the EEA section, hours monitored by Spec Svc dept	4229
CLASSIFIED
	ADDITIONAL HOURS		4322
	OVERTIME HOURS		4322
	DOUBLE TIME HOURS		4322