Indiana University Northwest
notice

TIME Approvers FAQs

Q: When are timesheets available for approval?

A: Timesheets are routed from the employee to the supervisor for approval on Sunday morning. They are auto approved to the payroll processor on Wednesday morning. Holiday weeks could shorten this time by one day.

Q: Can I process timesheets from home?

A: Yes, timesheets are available from anywhere you have access to the internet.

Q: Do I have to approve timesheets if they don’t have errors?

A: Yes, you must approve timesheets for people who work in your work area even if there are no hours on the timesheet you are approving that the hours submitted are accurate.

Q: Do I have to approve timesheets for employee’s who have zero hours?

A: Yes, you must approve timesheets for people who are in your work area even if they have zero hours for the pay period. You are affirming that they did not work for you during that pay period.

Q: What happens if I do not approve my timesheets?

A: The timesheets will auto- approve to the payroll processor who has no knowledge of the actual hours employees are working. The employee will be paid for the hours on the timesheet without anyone with direct knowledge of the work approving it.

Q: Why am I receiving a timesheet for someone who did not work in my department?

A: The employee is assigned to an active, appointment on your account (work area) - if a person no longer works with your department you should submit an APPENDIX “E” to terminate them.

Q: Can I correct an employee’s timesheet before the end of the pay period?

A: Yes, access the timesheet through find timesheet search. Remember to make notes on the timesheets indicating what changes you made.

Q: How can I track an employee hours during the pay cycle?

A: You can review an employee’s timesheet at any given time during the pay cycle. There are also TIME IUIE reports which will allow you to view your employee’s hours in mass.

Q: If an employee accrues overtime that I did not approve what should I do?

A: You must pay the employee for hours worked, regardless of approval. If unapproved overtime is an issue you should remind the employee of the departmental guidelines for working overtime, and encourage flexing time to compensate (if appropriate). If this activity continues it becomes a performance issue.

Q: If I approve a timesheet and notice an error can I go back in and correct it?

A: You can make necessary corrections during the pay cycle – once you approve the timesheet corrections must be made through payroll.

Q: If an employee leaves a correction note that I do not agree with what should I do?

A: You should not make the change BUT make a notation in the note area of the timesheet of why you are not approving the note.

Q: One of my employees accidentally clocked into my work area while working in another work area (or department). What should I do?

A: You or the employee should contact the TIME approver in the other department to have them pull the hours to their account.

Q: One of my employees accidentally clocked into another department’s work area while they were working in my work area (department). What should I do?

A: You can edit the employee’s timesheet and modify the assignment for the hours to your department.

Q: My employee upon arriving at work this morning noticed that they forgot to clock out last night. What is the easiest way to fix this?

A: If the employee informs you before they attempt to clock in/out you can correct the clock action using the clock time field located on the employee’s timesheet.

Q: My employee forgot to clock back in from lunch and is now ready to go home for the day how can I correct this?

A: If the employee informs you before they attempt to clock in/out you can correct the clock action using the clock time field located on the employee’s timesheet

Q: Why do some notes not show on the timesheet?

A: When adding a note be sure you hit the add button on the right. If you fail to, the note will not be saved. Also, there is a scroll bar on the notes section, be sure you are scrolling through all the timesheet notes.