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Approving Time Sheets

After a user submits a time sheet for approval, the user who is designated in the Submit To field of the time sheet can access the Time Sheet Approval view to approve or reject that time sheet.

The user approval limit is the maximum number of time sheet hours that a user has the authority to approve. If an approver approves a time sheet with a number of hours that exceeds the approver's authority, then the manager of that approver must also approve the time sheet. An approved time sheet is automatically routed up the organizational hierarchy until an approver with the necessary authority approves the time sheet. For information about setting up user approval limits, see Configuring User Approval Limits for Time Sheets.

After final approval, the user who submitted the time sheet for approval can further process the approved time sheet.

This task is a step in Process of Managing Approval for Time Sheets.

To approve a time sheet

1. Navigate to the Time Sheets screen, then the Time Reporting view.

   Alternatively, you can navigate to the Calendar screen, then the Time Reporting view.

2. From the visibility filter, select Time Sheet Approval.

   The time sheets that are awaiting your approval appear in this view.

3. To review the time sheet, complete the following steps:
   1. Review the details on the time sheet record.
   2. Drill down on the Name field of the time sheet record.
   3. Click the Case Time Reporting view tab to view more details about the hours that are assigned to cases in the time sheet.
   4. Click the Incident Time Reporting view tab to view more details about the hours that are assigned to incidents in the time sheet.
   5. Navigate back to the Time Sheets screen, then the Time Reporting view, and again select Time Sheet Approval from the visibility filter.
4. If you do not want to approve the time sheet, then click Reject.
   • If you are the initial approver, then the Status field for the time sheet changes from Submitted to Rejected.
   • If you are not the initial approver, then the Status field for the time sheet changes from Pending Next Approver to Rejected.
5. If you want to approve the time sheet, then click Approve.
   • If you are the initial approver, then the following updates occur:
     • If the number of hours on the time sheet is less than or equal to your approval limit, then the Status field for the time sheet changes from Submitted to Approved, and then from Approved to Acceptable.
     • If the number of hours on the time sheet is greater than your approval limit, then the Status field for the time sheet changes from Submitted to Pending Next Approver, and the Submit To field of the time sheet changes to the user ID for your manager.
   • If you are not the initial approver, then the following updates occur:
     • If the number of hours on the time sheet is less than or equal to your approval limit, then the Status field for the time sheet changes from Pending Next Approver to Approved, and then from Approved to Acceptable.
     • If the number of hours on the time sheet is greater than your approval limit, then the Status field for the time sheet does not change from Pending Next Approver, and the Submit To field of the time sheet changes to the user ID for your manager.