Time Card Approvals in ExakTime allow your employees, supervisors, and admins to indicate that the timecards/timesheets are accurate for the given day/pay period. Timecards/timesheets can be viewed and approved by employees and supervisors from ExakTime Mobile for flexibility in approving their time, as long as they have internet. Employees, Supervisors, and Admins can also approve time from ExakTime Connect, allowing a comfortable experience for supervisors and admins to review and approve/sign off time for multiple employees.

Time can be approved on a daily or per-period basis with three levels of approval.

• Employee Approval - Employees can approve/unapprove their time from ExakTime Connect and/or ExakTime Mobile.
• Supervisor Approval - Supervisors can approve/unapprove an employee's time from ExakTime Connect and/or ExakTime Mobile.
• Sign Off - The ExakTime Administrator can sign off on a timecard/timesheet to deem it complete and suitable for payroll on ExakTime Connect. When an employee's time has been "Signed Off" the lower-level approvals can not be removed, and there can be no further time edits.

We also offer a video training for this topic on Arcoro Learning.

Table of Contents

• Things to Note
• Setting Up Time Approvals
• Approving/Unapproving Time
• Reviewing Time Approvals
• Troubleshooting Time Approvals

Things to Note

• Time Approvals can be done from:
  • Approving via ExakTime Connect - Employees can approve time for the current or any previous pay period.
  • Approving via ExakTime Mobile - Employees can only approve time for the current and up to one previous pay period.
• If a time card has been approved daily, it is possible that the time someone is approving may not necessarily be the final time that an employee is ultimately paid for. There could be instances where the application of policies has the potential to change the hours of approved days.
• When an employee's time has been approved at the supervisor or sign-off level, any lower-level approvals cannot be removed until the higher-level approvals are removed.
  • For example, if an employee approves their time and the admin signs off on the time, the employee cannot remove their approval.
• A user can edit an approved time if they have a higher-level approval than the current approval. If they edit the approved time, the approvals will be removed and must be reapproved.
  • For example, if an employee approves their time and an admin edits the time, the approvals will be removed for the employee to reapprove. The employee will not be notified that the approvals have been removed, and should be notified through company-approved channels.
• After a time card has been approved, punches made after the approval from the field will not reach the employee's time card, but will instead go into the Quarantined Time menu of Time Card Summary. The records will sit in the Quarantined Time section until all the time card approvals have been removed.
• Time approvals will not affect the use of AccountLinx. Time approvals are indicators that the time is accurate by multiple parties, but an admin can still export the time from AccountLinx even if they have not been approved. 

Setting Up Time Approvals

Getting started with time card approvals is a quick and easy process where you simply need to enable the time card approval option and grant permission to the appropriate security roles. 

• Enabling and Granting Permission to Time Approvals - How to enable and set up the Time Card Approvals with notification reminders and necessary security role permissions.
  • Setting Up an Employee to Approve Their Own Time- Steps on how to set up the security role for employee-level approvals.
  • Enabling Supervisor Time Approvals on ExakTime Mobile - Steps on how to set up the security role for supervisor-level approvals.
• Time Approval Message & Signature for ExakTime Mobile - Set up the message and signature option that your employees will see when approving their own time card on ExakTime Mobile.
• Time Approval Reminders/Notifications - Set up the time card approval reminders that can be sent to employees and supervisors.

Approving/Unapproving Time

Approving time can be done in ExakTime Connect and ExakTime Mobile. After enabling the permissions for the ExakTime Connect/Mobile Security Roles and assigning them to the employees and supervisors, they will see the "Approve Time/Approve" button from ExakTime Connect Timecards/timesheets and/or the Approvals menu on ExakTime Mobile.

After a timecard/timesheet has been approved, you can use the same steps to unapprove the time, if able.

• How to Approve Time for ExakTime - Steps on how a supervisor or Administrator would approve an employee's time.
• How to Approve Your Time Card on ExakTime Connect - Steps for an employee to approve their own time on ExakTime Connect.
• How to Approve Your Timesheet on ExakTime Connect - Steps for an employee to approve their own time on ExakTime Connect.
• How to Approve Your Time on ExakTime Mobile - Steps for an employee to approve their own time on ExakTime Mobile.
• How to Approve Other Employees' Time on ExakTime Mobile - Steps for a supervisor to approve other employees' time on ExakTime Mobile. 
• How to Remove a Time Approval(s) - Steps on how a Time Approval can be removed on a timecard/timesheet individually or in bulk.

Reviewing Time Approvals

After you and your employees have approved their time, you can review their approvals on ExakTime Connect from the Time Summary, Timecard, or Timesheets.

• Reviewing Time Approvals - Review if an employee's time was approved by the employee, supervisor, and/or administrator.
• Reviewing Time Approval History - Review the approval history for an employee to see when they were approved/unapproved.

Troubleshooting Time Approvals

If you or your employees encounter any issues with being unable to approve their time card, you can refer to our dedicated article that covers all known scenarios and troubleshooting.