10X: Approve, Recall, and Reject Time

Time approvers approve and manage time for their employees. As a time approver, you approve time worked on a project as well as personal time off for team members reporting to you. You can view a table showing all employees you approve time for so you can easily review their submissions and approve or reject them. Employees are listed in alphabetical order.

Important: You need to have the Time Administrator or Time Approver role assigned to view this page.

The time approver approves time in weekly intervals. The time tracking sheet is not official until it is approved. Time cannot be approved or rejected until it is submitted by the time tracker. If users enter time on the timesheet outside of the minimum and maximum hours, they are prompted to enter the correct hours. The number of hours the users can enter per day and week is defined by the administrator under Administration (left menu bar) > Settings > Workday > Maximum Hours.

Permissions

The time approvers’ and their delegates’ permissions are also defined by the following settings under Administration (left menu bar) > Settings > Time Tracking > General Time Tracking Settings:

  • Allow time to be recorded against projects in the future
  • Time approvers can approve time for any time tracker
  • Time approvers can only approve time for time trackers in their enterprise hierarchy
  • Time approvers must be company employees

Filter timesheets

As a time approver, you can filter the timesheets by their status, by weeks, and by team member to quickly find the information you need.

Weeks are seven days long and start on the first Sunday of the year. This is week one. Each next week is incremented and is week two, three, and so on. You can view timesheets for the previous 26 weeks to see what is approved for the employees.

To filter the timesheets:

  1. Select Time Tracking from the left menu bar.
  2. On the toolbar (top-left of the page), click the Time Approval button. The Time Approval page displays.
  3. Select the week that you want to view the timesheets for or select View All Outstanding Timesheets to view all timesheets that are not approved across all open time periods.
  4. To select the team member that you want to view the time for, click the plus sign, and then select the user. You can select multiple team members. If you want to view all team members’ data, click Select All. To remove a user from the filter, click the plus sign, and then deselect the user.
  5. From the Quick Filter drop-down menu, select the statuses that you want to filter the timesheets by:
    • Show Approved
    • Show Rejected
    • Show Recalled
    • Show Submitted
    • Show Open

Notes:

  • The current week and only submitted timesheets are displayed by default.
  • The list is filtered by all team members assigned to the logged in time approver, including the delegated approvals.
  • The page is filtered by the selected week, users, and quick filter statuses.
  • The Show Approved and Show Open quick filters are not available when the View All Outstanding Timesheets option is selected.

Approve, reject, and recall time

The time approval functionality is available under Time Tracking Time Approval. You can view the following information here:

  • Team Member. The name of the team member whose time is being approved.
  • Status. The status of the timesheet. The following statuses are available:
    • Open. The timesheet is not submitted by the employee. It happens when the time period is ongoing and a timesheet is not submitted for the time period (between last submission and next submission).
    • Submitted. The timesheet is submitted by the employee, but is not processed (approved or rejected) by the time approver.
    • Approved. The timesheet is approved by the time approver.
    • Rejected. The timesheet is rejected by the time approver.
    • Recalled. The timesheet is recalled by the time approver or employee who submitted the time.
  • View Details. Click the link to view the employee’s entire timesheet on the slide-out panel. You can review the timesheet as well as approve or reject it from here.
  • Sun–Sat Calendar Days. A column for each day of the week where hours recorded on those dates appear.
  • Hours. The total number of hours recorded on the timesheet.
  • Approve/Reject. The option for the time approver to approve, recall, or reject time.
  • Notes. The chat icon appears if you left any comments when approving, recalling, or rejecting time. You can also see here comments from the person submitting or recalling time.

If time approvers are on vacation or unable to approve time, they can delegate another time approver to approve time for them.

To fast approve time:

  1. Select Time Tracking from the left menu bar.
  2. On the toolbar (top-left of the page), click the Time Approval button. The Time Approval page displays.
  3. Select View All Outstanding Timesheets from the filter drop-down menu on the left side to view all timesheets that are not approved across all open time periods. This option shows only submitted timesheets by default. You can select Show Rejected and Show Recalled options from the Quick Filter drop-down menu if needed.
  4. In the table, click View Details next to the first employee in the list to view the employee’s entire timesheet on the slide-out panel. The slide-out panel shows only the projects and tasks that have recorded hours. You can expand the sections to view all tasks regardless of whether or not the time was recorded.
  5. Click the notes icon next to tasks to check notes left by a time tracker about the work done on tasks. The notes are read-only, you cannot edit them. The notes icon only appears on tasks where notes are added.
  6. Click Approve, Reject, or Recall for the timesheet as needed. After the action is taken, you are automatically moved to the next timesheet. The list of timesheets shown is based on the filters set on the main page.
    Note: You can move back and forth between the timesheets by using the arrows. For example, you can move back and access employees you have already taken action on if you make a mistake and need to fix it.
  7. Continue this procedure until all timesheets are reviewed.
    Note: You will see a message notifying you when you get to the last person in the list.
  8. Close the slide-out panel.

To approve time:

  1. Select Time Tracking from the left menu bar.
  2. On the toolbar (top-left of the page), click the Time Approval button. The Time Approval page displays.
  3. Check the reported hours.
  4. In the table, click the Approve button next to the person you want to approve time for.
    Note: If you want to review the timesheet in details before approving it, click View Details, and then approve it.
  5. If you want both to approve time and add comments, click the arrow next to the Approve button, and then click Approve and Send Message. In the Time Approved dialog box, type your comments, and then click Send Email. If you do not leave any comments, a system generated message will be sent.
  6. To approve all timesheets, click Approve All. You cannot leave any comments here, and a system generated message will be sent.

Note: The option to approve time is available only if the time is submitted by the time tracker.

To reject time:

  1. Select Time Tracking from the left menu bar.
  2. On the toolbar (top-left of the page), click the Time Approval button. The Time Approval page displays.
  3. Check the reported hours.
  4. In the table, click the Reject button next to the person you want to reject time for.
    Note: If you want to review the timesheet in details before rejecting it, click View Details, and then reject it.
  5. If you want both to reject time and add comments, click the arrow next to the Reject button, and then click Reject and Send Message. In the Time Rejected dialog box, type your comments, including the rejection reason, and then click Send Email. If you do not leave any comments, a system generated message will be sent.

Note: The option to reject time is available only if the time is submitted by the time tracker.

If an error is discovered in an approved timesheet, it can be recalled and rejected. This allows the time tracker to fix the error and resubmit the timesheet.

To recall time:

  1. Select Time Tracking from the left menu bar.
  2. On the toolbar (top-left of the page), click the Time Approval button. The Time Approval page displays.
  3. Check the reported hours.
  4. In the table, click the Recall button next to the person you want to recall time for.
    Note: If you want to review the timesheet in details before recalling it, click View Details, and then recall it.
  5. If you want both to recall time and add comments, click the arrow next to the Recall button, and then click Recall and Send Message. In the Time Recalled dialog box, type your comments, and then click Send Email. If you do not leave any comments, a system generated message will be sent.

Note: The option to recall time is available only if you approved the time first.

See also

10X: Assign Delegates to Approve Time

10X: Record Time as Delegate

10X: Enter and Recall Time

10X: How to Get Started with Time Tracking 

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