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 Link: View 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 Link: View 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.