Time Approval for Employees (Supervisor)

To increase efficiency, streamline processes and align with industry standards, the online time sheet system used by professional bi-weekly staff will be changing to a new look and format, allowing for a better user experience. To ensure a smooth roll-out, Payroll and IT are launching the change in two phases:

  • Phase one launches with a pilot group of 200+ employees and 70+ supervisors with the May 25 – June 7 pay period.
  • Phase two launches with the remaining employees and supervisors in the professional bi-weekly staff payroll with the July 20 – August 2 pay period.

Employees and supervisors participating in the pilot group have been notified by Payroll and will receive an email when their access is available.

Employees and supervisors in the pilot group should go to Moodle and complete the Time Entry and Approval Training course. All the NEW Time Entry and Approval documentation is housed in the Moodle course.

  • Once logged into Moodle, scroll down until you find the search box
    • search bar
  • Enter "time entry" in the search box and press Enter
    • moodle search box
  • Scroll down until you see the course and click on the name
    • time entry course link
  • Click the "Enroll me" button to enter the course
    • enroll me button

If you are not in the pilot group and need help with Time Approval then please read the documentation below.

Access staff timesheets

Video Link: View the "Access staff timesheets" video attachment located on the right side of this page under the Details section.

Staff member time for positions you supervise as a primary or alternate supervisor can be accessed for review and approval through OnTrack. Once logged in, click on the Employment icon on the left side of the page and select Time Approval for Employees (Supervisor) to access the timesheets.

Staff have both a primary and alternate supervisor listed in the system. Both supervisors may review, edit, approve, or reject a timesheet. Alternate supervisors will need to make a selection under “Approve time entries on behalf of” before the list of staff will display.

Choosing a timesheet to review

Video Link: View the "Choosing a timesheet to review" video attachment located on the right side of this page under the Details section.

The Time approval (for supervisors) screen will display the staff and positions for which you are listed as the supervisor.

Select the particular staff member for which you want to review time by clicking on the box in the column labeled “Review Entry” and then click on SUBMIT. After you have reviewed and approved time for a staff member, the “Approved” column box on this screen should be checked for that staff member. This will allow you to see at a glance any staff members you have not reviewed.

Note the pay period dates. You may view the time only for the pay periods that are open, which will usually consist of the last pay period, if it recently ended, and the current pay period.

Reviewing time

Video LinkView the "Reviewing time" video attachment located on the right side of this page under the Details section.

After selecting the staff member for which you want to review time, the Time Entry screen will be displayed. Note the staff member and position information is displayed at the top of the screen. The review screen is a summary for each day worked during the pay period.

Notice the message “Employee has electronically signed the time entry as complete”. The message will change from No to Yes when the staff member has electronically signed the timesheet.

You can change the hours entered by the staff member, although we strongly suggest that be done in consultation with the staff member, or at the least, that notice is provided to the staff member of any changes with text in the “Supervisor Comments” box.

Approve time

Video LinkView the "Approve time" video attachment located on the right side of this page under the Details section.

From the review screen, choose from the drop down menu on the “Supervisor Decision” line to approve or reject the timesheet and then click on SUBMIT. You need to approve the hours to automatically send the timesheet to payroll for payment.

If you choose to reject the timesheet, you must enter text in the “Email Subject” box and/or the “Supervisor Comments” box and an email will be automatically sent to the staff member with this information. Once the staff member has corrected the timesheet, electronically signed and re-submitted the timesheet, the supervisor will need to approve the timesheet.


Frequently Asked Questions

What if the staff member does not electronically sign and submit their timesheet on time?

The staff member will not be paid on a timely basis. In order for the staff member to be paid, you must submit a Payroll Check Request.

What if a supervisor is gone at the end of the payroll?

Each staff member is assigned an alternate supervisor who can review and approve time. The primary and alternative supervisor should coordinate who will approve timesheets each period.

What if a staff member worked in an earlier pay period but didn’t record all of their hours and now the timesheet is not accessible?

The supervisor will need to contact Renie Thompson in Payroll at 336-278-5284 and submit a Payroll Check Request for the missed pay. Staff members should record and submit hours worked during the correct time period. It is imperative that staff do not “stockpile” hours in order to receive one lump sum payment.

What if a staff member entered her/his time on the wrong position?

During the pay period and before the staff member has checked the box to submit her/his hours for supervisor approval, the staff member can delete the incorrect hours and enter them on the correct timesheet.

If the staff member has submitted the timesheet and the supervisor has not yet approved it, the supervisor can reject the timesheet so the staff member can enter it on the correct position or the supervisor may correct the timesheet directly.

If the staff member and the supervisor both approved the hours for payment, the supervisor needs to submit an Expense Correction Form to Renie Thompson in Payroll so that the proper budget is charged for the pay. The Expense Correction Form can be found at http://www.elon.edu/e-web/bft/accounting/budget.xhtml.

What if I don’t see all the staff members listed for those who report to me?

If a staff member is not listed, that person or position may not have been assigned to Web Time Entry in the system yet. Note that staff will not be set up with access to Web Time Entry and should not be working until they have completed all required paperwork such as the I-9 and federal and state W-4 forms. First, contact Human Resources at 336-278-5560 to ensure all paperwork has been entered. Finally, contact Renie Thompson in Payroll at 336-278-5284 to ensure there are no other problems.

What is the difference between a primary supervisor and an alternate supervisor?

All staff should have both a primary and alternate supervisor. The primary supervisor should be their day-to-day supervisor, the one who will generally know when a staff member works and the one who will generally approve the timesheet each pay period. The alternate supervisor may be one of many things: 1) a back-up to the primary supervisor in case of the primary supervisor's absence; 2) an individual responsible for monitoring departmental employment compared to budget; 3) a second supervisor in the case of an employee that reports equally to two supervisors.

What if the staff member does not sign their timesheet but I approve it?

A staff member will only be paid for timesheets submitted with an electronic signature AND supervisor approval. If a timesheet is submitted with no signature but has supervisor approval, the time will not be paid. In order for the staff member to be paid for those hours worked, the supervisor must submit a Payroll Check Request to Payroll. Contact Renie Thompson in Payroll at 336-278-5284 with any questions.

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Details

Article ID: 77502
Created
Mon 5/6/19 11:57 AM
Modified
Tue 7/2/24 4:20 PM
Internal or External
External

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If you are experiencing issues with OnTrack, first browse the OnTrack articles found in the Knowledge Base. Also, remember that your OnTrack password may be different than your Elon account password (the account used for accessing email, Moodle, etc.).