This chapter provides an overview of the approval process in Time and Labor and discusses how to:
Approve reported time.
Approve payable time.
Work with delegations in Time and Labor
Depending on your requirements, you can configure time approvals for the following options:
Reported time.
Payable time.
Both reported and payable time.
You can also set up email notifications for particular events. For managers, these include reported time needing approval, payable time needing approval, exceptions that have been generated, or a scheduled event that has been modified. For employees, email notifications include reported time which has been approved, payable time which has been approved, reported time which has been denied, or reported time which has been modified.
Many daily tasks are part of a larger process that involves several steps and people working together. The term workflow refers to this process, which could encompass, for example, the approval of a time-off request. To facilitate this type of multiuser process, PeopleSoft can automatically trigger workflow notifications to inform the next approver in the process of work waiting.
The Approval Framework is the engine that provides capabilities for creating, running, and managing the approval processes. The engine uses a series of database objects combined with application component configuration settings to determine how to process approvals using workflow.
The Approval Framework is a common component that is shared across multiple PeopleSoft applications both within HCM and other application families. Due to the widespread use of this engine, you'll find documentation pertaining to it in various locations:
PeopleTools 8.52: Workflow Technology PeopleBook describes the Approval Framework and application setup in full detail.
It is the primary source of information for approval workflow.
This chapter expands on the PeopleTools chapter, describing the setup steps and details for the Approval Framework that are specific to the HCM application line.
Application-specific HCM PeopleBooks expand on all of the above texts by providing approval workflow details that relate to specific business processes.
The following transactions in Time and Labor can require approval:
When an employee reports time.
When a manager or administrator reports time on behalf of the employee.
Time Administration generates payable time.
This section discusses the several foundation elements of the Approval Framework, their definition, and how they are used for Time and Labor approvals and delegations. The following elements are discussed here:
Process ID
Header record
Definition ID
User list
Approval events and actions
Process IDs
A process ID is a unique approval process identifier for the approval transaction. Process IDs are registered in the Approval Framework transaction registry using the Register Transaction page. The process ID is passed to the Approval Framework when the Time and Labor application invokes the Application Framework application classes. Time and Labor provides the following process IDs:
TLReportedTime.
TLPayableTime.
Header Record
After an approval process is defined, validated, and made active, the system can process a transaction for approval. Each PeopleSoft application typically has a top-level database record that distinguishes one transaction from the next. These top-level records are called header records. When a transaction is submitted for approval, the Approval Framework combines the approval process definition with the header record instance and line records, if line level approval is configured, to create a unique approval process instance. Time and Labor uses the following records as header records for approvals:
TL_RPTD_TIME for reported time approvals.
TL_PAYABLE_TIME for payable time approvals.
Definition ID
Each approval process ID can have one or more definition IDs for an approval transaction. The definition ID, with the other elements on the Setup Process Definitions page, enables the Approval Framework to determine which approval process ID to initiate, and determines the stage, path, and steps the approval process uses.
Time and Labor delivers the following definition IDs:
TLByDeptManager
TLByPosnDeptMgr
TLByPosnSupervisor
TLByPosMgmt
TLBySupervisorID
TLGroupSingleStageALL
TLGroupMultiStageSOME
TLGroupMultiStageALL
Note. All delivered Time and Labor definition IDs use the TL Approval Administrator in the Admin Role, which is the role used by workflow to route the transaction to all users filling that role in case of an error during approval processing. The error conditions are no approvers or not enough approvers.
User List
A user list is a collection of users (PeopleSoft Operator IDs) expressed as the result of an SQL statement, PeopleSoft role, or PeopleSoft Application Class. The system routes approval transactions to these users, based on the step level definition created on the Setup Process Definitions page. Time and Labor user lists are based on either the delivered user lists for HCM or the Time and Labor group.
The user lists based on the delivered user lists for HCM are:
TLAdhocGroup
TLByDeptManager
TLByGroup1
TLByGroup2
TLByPosMgmt
TLByPosnDeptMgr
TLByPosnSupervisor
TLBySupervisor ID
You can use Time and Labor groups for approvals, whether you are using department security or Time and Labor group security, on the Static Group page (TL_GROUP_S1) or the Dynamic Group page (TL_GROUP_D1).
The first step in the approval process is to identify the first person to approve the transaction. This person is based on the Approval Process definition. If the system identifies this person, the system sends a notification indicating that there is a reported time or payable time waiting for approval. The approver has the option to:
Approve the time request. The system sends a notification to the next person in the approval process, if one is indicated.
Deny the time request. The system terminates the approval process. The originator of the time request receives a notification indicating that the time request has been denied.
Push back the time request. The originator of the time request receives a notification indicating that the time request needs their attention.
Note. All Time and Labor delivered approval definitions contain one step. The push back always goes back to the originator in Time and Labor.
Approval Definition and Approval Flow
The routing path of an approval request is be based on the approval stages, paths, and steps. These elements make up the Time and Labor process definitions, which are used for Time and Labor approvals. The process definition dictates:
How the approval request proceeds from approver to approver.
How many approvers must approve a request before it is routed to the next approver.
If an approval request carried out in a parallel or sequential manner.
The following table describes the requirements and differences between the Time and Labor approvals definitions:
Definition ID |
Approval Routing |
Approver User List |
Final Approval Status |
TLByDeptManager |
One stage, one path, and one step. |
TLByDeptManager (assigned at step 1) |
Approval by the specified manager required before the status of the request is Approved. |
TLByPosnDeptMgr |
One stage, one path, and one step. |
TLByPosnDeptMgr (assigned at step 1) |
Approval by the specified manager required before the status of the request is Approved. |
TLByPosnSupervisor |
One stage, one path, and one step. |
TLByPosnSupervisor (assigned at step 1) |
Approval by the specified supervisor required before the status of the request is Approved. |
TLByPosMgmt |
One stage, one path, and one step. |
TLByPosMgmt (assigned at step 1) |
Approval by PosMgmt required before the status of the request is Approved. |
TLBySupervisorID |
One stage, one path, and one step. |
TLBySupervisorID (assigned at step 1) |
Approval by the specified supervisor required before the status of the request is Approved. |
TLGroupSingleStageALL |
One stage, with two parallel paths that have one step in each path. |
TLUserList1 (assigned at path 1/ step 1) and TLUserList2 (assigned at path 2/ step 1) |
All approvers on path 1/ step 1 and all approvers on path 2/ step 1 must approve the request, before the status of the request is Approved. Note. The approvers on path 2/ step 1 can approve the request at the same time as the approvers on path 1/ step 1. |
TLGroupMultiStageSOME |
Two sequential stages, each with one path and one step. |
TLUserList1 (assigned at stage 1/ path 1/ step 1) and TLUserList2 (assigned at stage 2/ path 1/ step 1) |
Some approvers on stage 1/ path 1/ step 1 must approve the request, and then some approvers on stage 2/ path 1/ step 1 must approve the request, before the status of the request is Approved. Note. The approvers on stage 2/ path 1/ step 1 cannot approve the request before the approvers on stage 1/ path 1/ step 1 approve the request. |
TLGroupMultiStageALL |
Two sequential stages, each with one path and one step`. |
TLUserList1 (assigned at stage 1/ path 1/ step 1) and TLUserList2 (assigned at stage 2/ path 1/ step 1) |
All approvers on stage 1/ path 1/ step 1 and all approvers on stage 2/ path 1/ step 1 must approve the request, before the status of the request is Approved. Note. All of the approvers on stage 1/ path 1/ step 1 must approve the request before any of the approvers on stage 2/ path 1/ step 1 can approve the request. |
See Setting Up and Working with Approvals.
Configuring Approval Transactions
PeopleSoft delivers the following events and email notification templates for configuring approval transactions for time and Labor:
Event |
Template Name |
Description |
On Final Approval |
HC_TL_EE_REP_APPROVED HC_TL_EE_PAY_APPROVED |
Reported time is approved, requestor notified. Payable time is approved, requestor notified. |
On Final Denial |
HC_TL_EE_REP_DENIED HC_TL_EE_PAY_DENIED |
Reported time is denied, requestor notified. Payable time is denied, requestor notified. |
Push Back |
HC_TL_MGR_REP_PUSH_BACK HC_TL_MGR_PAY_PUSH_BACK |
Reported time is pushed back, approver notified. Payable time is pushed back, approver notified. |
Route for Approval |
HC_TL_MGR_REP_AWAITING HC_TL_MGR_PAY_AWAITING |
Reported time is awaiting approval, approver notified. Payable time is awaiting approval, approver notified. |
Route for Review |
HC_TL_MGR_REP_REVIEW HC_TL_MGR_PAY_REVIEW |
Reported time is awaiting review, approver notified. Payable time is awaiting review, approver notified. |
On Error |
HC_TL_ADMIN_ERROR |
An error occurred while processing this request, admin is notified. |
Note. These templates are delivered. If modifications are needed refer to the Applications Fundamentals Documentation. The events delivered must not be modified to ensure the correct functioning of the Time and Labor Self Service applications. You might be able to modify this set up if you have a thorough understanding of the Approval Framework, PeopleCode and Time and Labor Self-service.
See Also
Configuring Approval Transactions
These steps are prerequisites to setting up and using approvals and delegations in Time and Labor.
Step 1
Define your URL for the URL Identifier TL_APPROVALS on the URL Maintenance page (PeopleTools, Utilities, Administration, URLs).
See PeopleTools 8.52: System and Server Administration PeopleBook, Using PeopleTools Utilities
Step 2
Set the workflow defaults on the Worklist System Defaults page (PeopleTools, Workflow, Defaults & Messages, Set Workflow Defaults).
Note. You must recycle and clear the cache on the application server for your changes to take effect.
See PeopleTools 8.52: Workflow Technology PeopleBook, Administering PeopleSoft Workflow
Step 3
Specify the user profile attributes for each user in the User Profiles component (PeopleTools, Security, User Profiles, User Profiles). Including the following:
Defining an email address for each approver on the User Profiles - General page.
Select the Routing Preferences on the Workflow page.
Establish the user profiles taking the following roles into consideration:
AWE Administrator
This role provides access to the Approval Framework configuration and administration components.
AdhocUser_Role
This role provides access to the ROLE_MANAGER for an ad hoc approver or reviewer.
EOAW_ADMINISTRATOR
This role is the default role for Enterprise Components Approval Framework.
TL Approval Administrator
This role provides access to the CAPTURE_TIME_AND_LABOR, EOAW_APPROVAL_WORKFLOW, and ROLE_MANAGER roles to set up and manage Time and Labor approvals.
Worklist Administrator
This role receives worklist processes that have timed-out.
HCM Delegation Admin
This role accesses all of the Delegation Administrator's delegation components.
See PeopleTools 8.52: Security Administration PeopleBook, Administering User Profiles
Step 4
Define the SMTP settings for the application server and the process server.
See PeopleTools 8.52: System and Server Administration PeopleBook, Setting Application Server Domain Parameters
This section provides an overview of approving reported time and discusses how to:
Approve reported time.
Work with timesheets.
Review and enter absence events.
Enter absence event details.
Forecast absence events.
Approve absence events.
View reported hours summary and absence entitlement balances.
You have the ability to require approval of reported time, after it has been submitted, by selecting the Approve Reported Time option on the Workgroup or TRC definition. If specified for a workgroup, all reported time for employees in that workgroup needs approval. If specified at the TRC level, only reported time associated with the TRC needs approval.
Reported time that requires approval, regardless of the source, must be approved before it will be selected and processed by Time Administration to generate payable time. Time that has been submitted, either through interfaces or online, is available for approval.
When approved, the reported time status is Approved, and it is ready to be selected by the Time Administration process for payable time generation.
If reported time is denied, the reported time is given a status of Denied and will not be processed by Time Administration. The time remains in a Denied status until it is resubmitted.
Important! Approvers cannot directly approve time with a status of Denied. When you select a row with denied time, the only available option is to submit the time for approval once more. The status of the time changes from Denied to Needs Approval until the approval process is completed.
Approvals at the Approve Reported Time Summary Level
Because approvals are based on stages, paths, steps, and routing approval transactions through the approval path, the manager only sees reported time that needs approval where the approval transaction is pending within the Approval Framework and the requestor ID within the Approval Framework equals the manager's operator ID.
Page Name |
Definition Name |
Navigation |
Usage |
TL_MSS_TIMESHEET |
Manager Self Service, Time Management, Approve Time and Exceptions, Reported Time, Approve Reported Time |
View a group of employees or an individual employee's reported time needing approval. |
|
TL_RPTD_ELP TL_RPTD_PCH |
Click the employee name link on the Approve Reported Time page. |
Approve or deny an employee's reported time. The format of the timesheet depends on whether the employee is an elapsed or punch time reporter. |
|
TL_TR_COMMENT |
Click the Comments icon on the timesheet. |
Add comments to timesheet information. |
|
Payable Time Detail |
TL_MNG_PAY_DET_VW |
Click the Apply Rules button on the Timesheet page. |
Review details of payable time after online rules are run. |
Access the Approve Reported Time Summary page (Manager Self Service, Time Management, Approve Time and Exceptions, Reported Time, Approve Reported Time).
Note. The previous screenshot does not display the entire screen. On your system, scroll to the right to see all of the fields on the page.
Employee Selection Criteria
Enter selection criteria in the fields in this collapsible group box. You can select a group of employees or individual employees. The fields that are displayed in this group box are defined in Manager Search Options. If the Manager Search Options are cleared, the criteria that are displayed are derived from the Manager Search Defaults page in the Time and Labor Installation component.
See Setting Up Manager Search Options.
Click for Instructions |
Click this link to view instructional text for using this page. |
View By |
This field determines how much reported time you see in the summary list. The page refreshes each time you select an option. The options are Day, Week, All Time Before and All Time After:
Note. If the value in the View By field is All Time Before or All Time After, the system displays the first row needing approval because the manager could have denied time in the past. |
Date |
The default is today's date when you first enter this page. If the View By option is Week, the system checks the value in the Start Day of Week field on the Time Reporting Preferences page and displays the week accordingly. See Pages Used to Set Up User Preferences. If the View By option is All Time Before, the system returns a list of employees who have time needing approval prior to that date. If the View By option is All Time After, the system returns a list of employees who have time needing approval after that date. |
Include Absences |
Select this check box to include employees who have one or more reported absences needing approval within the specified time period. |
Refresh |
Click this button to refresh the page after changing date-related criteria or selecting or clearing the Include Absences check box. |
Note. The approval status monitor does not display on the Timesheet Summary page, the Approve Reported Time Summary page or the Approve Payable Time Summary page.
Employee Grid
Title Bar |
This group box title displays the manager's name and the date range being viewed. |
Select |
Select the check box next to the employee name to approve or deny reported time for the timeframe you selected. The Select check box is grayed out if the employee has only a reported absence to be approved, and no reported work time. Note. Reported absences cannot be approved on the Approve Reported Time Summary page. You must access the employee's Timesheet to approve an absence. |
Name |
Click the time reporter's name link to display the Timesheet grid. |
Exception |
Displays an icon indicating that exceptions exist. |
Absence to be Approved |
Displays an icon indicating that absences requiring approval exist. |
Note. All columns are displayed when viewing reported time using the by Day or Week View By options. If the All Time Before or All Time After options are selected, fewer columns are displayed. All columns can be sorted, ascending or descending, by clicking the column headers, with the exception of the TRC columns.
Access the Timesheet page (Manager Self Service, Time Management, Approve Time and Exceptions, Reported Time, Approve Reported Time, click the employee name link on the Approve Reported Time page).
Note. The previous screenshot does not display the entire screen. On your system, scroll to the right to see all of the fields on the page.
The Timesheet page enables the manager to work with an employee's reported time in more detail. You can adjust entries, select some or all incidences of time needing approval and click either the Approve or Deny buttons.
The placement of the Comments icon on the Timesheet page depends on the type of Timesheet that is displayed, either punch or elapsed. The comment icon is in the first column of the time grid on the punch timesheet. Click it to access the Comments page. For elapsed timesheets, the comment icon is included in the Reported Time Status grid that you can access using the link below the Apply Rules button. The Reported Time Status link and grid are not displayed on punch timesheets.
The manager can navigate to the previous or next employee in the list that was generated on the Approve Reported Time page by clicking the Previous Employee or Next Employee links.
Click the Submit button to validate reported time and set the status to Needs Approval. Time that has no errors after being validated is set to Needs Approval. If the user is reporting more time or modifying time for an existing row that has already been processed, and has a status of Approved, then the whole day (or row) is again set to a status of Needs Approval.
After clicking the Approve or Deny buttons, the manager is transferred to a confirmation page. To return to the Timesheet page click the OK or CANCEL button.
Reported Time that does not need approval is set to a status of Submitted.
If an Absence Event cannot be entered or approved in Timesheet, use the Request Absence or Approve Absence Go To links. You cannot return to the Timesheet after you have navigated beyond the Approve Absence Request or Request Absence pages.
See Also
Access the Comments page (click the comment icon on the Timesheet).
Include in Approval Comments |
Select to add the comments to the Approval Framework for the approval instance. |
Comment |
Enter any comments regarding the time entered. |
Access the Payable Time Detail page (Manager Self Service, Time Management, Approve Time and Exceptions, Reported Time, Approve Reported Time, click the employee name link on the Approve Reported Time page, click the Apply Rules button on the Timesheet page).
For time with a status of Submitted or Approved, click the Apply Rules button on the Timesheet page to display payable time with a status of Online Estimate on the Payable Time Detail page.
See Entering, Viewing, or Changing Employee's Time.
Click the Absence Event - select to view link on the Timesheet page.
The Absence Events section is collapsed by default when you access the Timesheet page.
The Absence Events grid on the Timesheet page enables the manager to review, add, change, and approve absence events.
Edit |
Click this button to edit, submit, cancel or forecast the absence request. The edit button is disabled when you are adding a new absence. Note. You can edit only one absence event at a time so as to avoid confusion with absence validation messages. |
Cancel |
This check box is enabled only when editing an absence. The event will be cancelled when you click the Save or Submit buttons. Depending on the cancellation rule defined in the Country Take component, the absence could be deleted from the database or the status could be set to cancelled. |
Forecast |
When adding or editing an absence event, click this button to forecast the absence event information for this employee. Note. The Forecast button is enabled only if defined in the Country Take component for the absence that is being reported. The Forecast column is not displayed if no absence events in the grid are set up to enable forecasting. |
Submit |
Click this button to submit the entries on the Timesheet page. After submitting, you can approve the entry. |
The Absence Entitlement Balances grid displays Absence Entitlement balances as of the last time the absence process was completed and finalized.
If the employee is enrolled in compensatory or leave plans, those balances are displayed in a separate grid.
See Forecasting Absence Entitlement Balance During Absence Entry.
See Defining Self Service Absence Rules by Country.
Click the Details link in the Absence Events grid to access this page.
This page is displayed automatically when you select an absence that requires additional information, regardless of whether the partial days options have been enabled.
Details
Start Date |
Select the first day of the absence event. The field option defaults to the current date. If there is a break in the absence, enter each event separately. For example, if you are out sick for two days, return to work for three days, and are out sick again, enter two absence events. If the absence includes a weekend (say, Thursday to Monday), enter one absence event. |
End Date |
Select the last day of the absence event. If you leave this field empty and the Calculate End Date option on the Country Take (setup) page is selected, the system automatically determines the end date based on the begin date, duration, and partial days options. |
Original Start Date |
Select the original start date of the absence event. Enter a date if the absence has legal or payment implications based on the original start date of the absence. This field is visible when Display Original Begin Date is selected on the Absences page of the Country Take component. Note. Careful consideration is needed when enabling this field in self-service. Incorrect data entered in this field might lead to incorrect eligibility calculations and payment for one or more events. |
Filter by Type |
Select the absence type. The selection you make in this field will limit or filter the selections available in the Absence Name field. |
Absence Name |
Select the absence name from the available options. The options available depend on the selection in the Filter by Type field, the absence Takes that are enabled in the Country Take setup, and the elements for which the employee is eligible. Note. If you change the value in the Absence Name field on this page, all existing information regarding the event is reset. The system prompts you to continue before it resets the data. |
Reason |
Select a reason from the available options. The reasons available depend on your selections in the previous fields. Absence reasons are linked to the Absence Name (Take) through the Absence Take Type. |
Partial Days |
Specify which days of the absence event are partial days. If the Calculate End Date or Duration option is enabled on the Absence (setup) page, and the Unit Type is Hours, the system does consider any partial hours or half-day entries that are entered in this group box when it calculates the end date or duration. For example, an employee has a work schedule of 8 hours per day, Monday through Friday. The employee reports an absence from Monday, January 8, 2007 through Wednesday, January 10, 2007. Then employee takes a half day off on Monday and full days off for the rest of the absence. Example 1: The Country Take set up is defined as follows:
With these settings, to correctly enter the absence data the employee should report:
Example 2: The Country Take set up is defined as follows:
With these settings, to correctly enter the absence data the employee should report:
Warning! If the absence unit type is defined in days in the Country Take setup, we do not recommend using partial days options. Note. Data that you enter in the following fields is used in the absence calculation process only if the data is referenced by your absence formulas. The available options in the Partial Days field when the absence is calculated in days include:
Depending on the option that you select, up to two check boxes appear that allow you to specify which days of the absence event are half days. Select the check boxes that are appropriate for the absence event. |
Duration |
Enter Duration by days or hours. You do not have to enter Duration if the Calculate Duration button is enabled on the Absence (setup) page. The system calculates the duration of the absence in hours or days when you click the Calculate End Date or Duration button. The behavior of this field depends on the settings on the Absence (setup) page. The value is automatically calculated if the Calculate End Date option is selected.
|
Calculate End Date or Duration |
Click this button to have the system calculate the end date of an absence event based on the entries in the Start Date and Duration fields, or to calculate the Duration based on entries in the Start Date and End Date fields. Note. When the Calculate End Date and Calculate Duration options are both selected on the Date Rules page of the Country Take component, one of these two options is entered in the If both entered recalculate field. This ensures that when an absence event is reported with values entered in both the Duration and End Date fields, only one of the fields is recalculated when the Calculate End Date or Duration button is clicked. |
Additional Information
The fields that are displayed in this group box depend on how your organization sets up self service for Absence Management during the implementation process.
Comments
The Requestor Comments field enables the employee to enter free form text related to the absence request that becomes part of the record and is visible throughout the approval process. Comments display on the Absence Details page.
OK |
Click this button to have the system perform validations regarding required fields and issue error messages if information is missing. Also, if Partial Days options are used incorrectly, error messages are displayed indicating which data needs must be corrected before the Timesheet page is displayed. |
Cancel |
Click this button to discard any modifications that you made. |
See Requesting Absence on Behalf of an Employee.
The Forecast Results tab is displayed in the Absence Events grid after the absence event Forecast process is completed.
After the Forecast process is completed, a message is displayed beneath the Absence Event link to indicate the absence forecast status and time stamp. The Forecast Results tab displays the Forecast Value returned for each of the absence events. Click the Forecast Details link to review the list of returned values for each absence event.
Depending on the Country Take configuration, some absences may require forecasting to submit for approval. Depending on the Forecast Value returned, some absences may not be eligible to be submitted if they do not meet the forecasting eligibility criteria defined in the Country Take component.
See Reviewing Absence Entitlement Balance Forecast Results.
Access the Absence grid with events awaiting approval:
Select the Absences that require approval. Absences with a status of Needs Approval, Error, and Denied can be approved.
You can approve multiple absence events in the Absence Events grid on the manager's Timesheet. If at least one of the events requires forecasting before approval, a validation error is issued that requires you to run the Forecast process. If multiple events are forecasted, a message is displayed indicating that forecasting completed successfully. Click the Forecast Details link that is displayed in the Forecast Results tab to verify the forecast results for each of the events.
Absence Source
The Source column of the Absence Events grid displays the source of entry of the absence event. Depending on the entry source, some events can be modified on the Timesheet page. This table lists the combinations of entry source, the label displayed in the Source column, and indicates in which applications the event can be modified:
Source of Entry |
Label Displayed |
Can be modified in . . . |
Absence Event Entry |
Administrator |
Absence Event Entry |
Time and Labor |
Time and Labor |
Absence Event Entry |
Third Party |
Third Party |
Absence Event Entry Third Party |
Employee Absence Self Service |
Employee |
Absence Event Entry Employee Timesheet Manager Timesheet |
Manager Absence Self Service |
Manager |
Employee Timesheet Absence Event Entry Manager Timesheet |
Employee Timesheet |
Employee |
Absence Event Entry Employee Timesheet Manager Timesheet |
Manager Timesheet |
Manager |
Absence Event Entry Employee Timesheet Manager Timesheet |
Note. On Timesheets, you can approve absence events that are entered using Employee and Manager Absence Self-service pages or Employee and Manager Timesheets only if they are defined to allow entry in Time and Labor in the Country Take component.
Note. When the timesheet is the entry source for an absence, the system uses the Time and Labor approval setup. Although the country take may have approval defined, if you do not have Time and Labor approval set up the absence is auto-approved.
This section provides an overview of approving payable time and discusses how to:
Approve payable time.
Approve payable time details.
Adjust reported time.
Approve time for a group of employees.
Approval of payable time is required if one or more of these conditions apply:
The Approve Payable Time check box is selected on the employee's workgroup setup page.
The TRC Approval option field is set to Payable Time or Reported and Payable Time on the TRC set up page.
The user has written a rule that identifies the employee's payable time as time that must be approved.
You can view and approve payable time on the Approve Payable Time – Approve Time for Time Reporters or the Approve Payable Time pages. The Approve Payable Time – Approve Time for Time Reporter page displays all time reporters dependant on entries specified in the Employee Selection Criteria and date range fields and who have time with a Payable Status of Needs Approval. The Approve Payable Time page displays time entries for an individual time reporter.
Page Name |
Definition Name |
Navigation |
Usage |
TL_MNG_APRV_SRCH |
|
Approve time for one or more time reporters that are displayed using the Employee Selection Criteria and date range fields. |
|
TL_MNG_GRP_APPROVE |
Click time reporter's Name link to view details of the entry. |
View and approve separate time entries for an individual time reporter. |
|
TL_RPTD_PCH TL_RPTD_ELP |
Click the Adjust Reported Time link. |
Adjust reported time entries. |
|
TL_TR_COMMENTS |
Click the Comments icon. |
View or add comments to individual time entries. |
|
TL_APPRV_RUNCTL |
Time and Labor, Approve Time, Request Batch Approval Process, Request Batch Approval Process |
Approve time for a group of employees during a batch process. |
Access the Approve Payable Time - Approve Time for Time Reporters page (Time and Labor, Approve Time, Payable Time, Approve Payable Time - Approve Time for Time Reporters).
Note. Time must be processed through Time Administration and have a payable status of Needs Approval.
The Approve Payable Time – Approve Time for Time Reporter page offers manager the capability to refine their search including groups, employee IDs, a certain date range, or many other criteria, or simply to return all the employees for whom they have approval authority and who have payable time that needs approval. After the manager enters the search criteria and clicks the Get Employees button, the result list displays below the Employee Search Criteria and Date fields.
The manager can then select one or more employee rows and click the Approve button to approve the payable time. Alternatively, the manager can click the employee name link to view and approve each employee's payable time entries.
See Employee Selection Criteria.
Employee Grid
The columns Select, Name and Total Payable Hours are always displayed. The fields selected in the Include in List column on the Manager Search Options page are also displayed.
See Setting Up User Preferences.
Select |
Select this check box next to the time reporter's name to approve payable time. |
Name |
Click on the individual time reporter's link to view details of their time entry from the Approve Payable Time page. |
Total Payable Hours |
Displays the total number of related hours that require approval. Each row of the grid displays the Total Payable Hours for a time reporter. In Time and Labor, you keep such things as shift differentials and shift bonuses (compensation only hours) separate from the actual hours of effort reported. The actual hours are based on the daily time records that the system has created (that is, compensation only hours are not included). Total hours, (or Total Amount or Total Units) represent all hours (amounts or units) for that day, including compensation only hours, amounts, or units. |
Select All, Clear All |
Click Select All to select all the time reporters displayed for approval. Click Clear All to deselect all rows. |
Approve |
Click this button to approve the selected time reporters' payable time. |
See Also
Access the Approve Payable Time page (Time and Labor, Approve Time, Payable Time, Approve Payable Time - Approve Time for Time Reporters, click time reporter's Name link to view details of the entry).
Select the check box in the Select column next to the rows that you want to approve. The system displays all data for the payable time in the appropriate field. If no data exists for the field, it is blank.
Select the Time Reporting Elements or Task Reporting Elements tabs to view additional details about the time that needs approval.
Adjust Reported Time |
Click the this link to display the Timesheet page that enables you to adjust the time reporter's reported time. |
Comments |
Click the icon in this column to add or view a comment related to an incidence of time. Click the Save button on the Comments page, and then the OK button to confirm the save and display the Approve Payable Time page. Note. The appearance of the icon in this column changes if a comment is attached to that row. |
Access the Timesheet page (Manager Self Service, Time Management, Approve Time and Exceptions, Reported Time, Approve Reported Time, click the employee name link on the Approve Reported Time page).
This page is the same as the Timesheet page. When time is adjusted using the Timesheet page, the reported time will need to be resubmitted and the Time Administration process run again. This will turn the adjusted reported time into payable time that can then be approved.
See Also
You can approve payable time in batches. This essentially overrides any open Approval Framework transactions.
Access the Request Batch Approval Process page (Time and Labor, Approve Time, Request Batch Approval Process, Request Batch Approval Process).
From Date and End Date |
Enter the start and end date for the time reporters who have reported time that you want to include in the batch approval process. |
Accounting Date |
Defaults to current date. Can be changed to synchronize with a date within an accounting period used in Project Costing and PeopleSoft General Ledger. |
EmplID |
Enter or select the Employee ID that you want to include or exclude during the approve time process. If you select EmplID, Group ID is unavailable for entry for that row. |
Empl Rcd Nbr |
Displays the employee record number for the EmplID. If EmplID is blank, this field is blank. |
Group ID |
Enter or select the Group ID of the employees that you want to include during the approve time process. If you select a Group ID, EmplID is unavailable for entry for that row. |
Include/Exclude Indicator |
You can Include or Exclude individual employees. For example, enter the Group ID for a group of employees, add a row, and enter the Employee ID of the employee whom you do not want to include in the approve time process. Then, select Exclude for that row. The system will not approve time for that employee, even though they belong to the group. Use the same procedure to add an employee to the group. |
This section provides an overview of delegation and discusses how to review delivered Time and Labor delegation set up.
Time and Labor uses delegation to enable one person to authorize another to serve as his or her representative when managing time transactions. A manager can delegate their tasks of approving time, entering employee time, or entering their own time to another person due to workload or their own absence from the office.
The delegation framework supports the following types of delegation:
Downward delegation of authority to a direct report or another person lower down in the reporting hierarchy.
Upward delegation of authority to a manager or another person higher up in the reporting hierarchy.
Lateral delegation of authority to a peer either within the same division or in a different division within the reporting hierarchy.
Note. To prevent situations of cascading or circular delegation chains, once the delegation framework passes delegated authority over a transaction to a proxy, the proxy cannot delegate authority over that transaction to another user. The delegation framework only passes authority over transactions from initial delegator to initial proxy.
Delivered Delegation Set Up for Time and Labor
The delegation framework for Time and Labor is delivered with the system. To review this framework:
Review delegation transactions for workflow on the Register Workflow Transaction page.
Review delegation permission lists and roles through PeopleTools Security components.
Define installation settings for delegation on the Delegation Installation Settings page.
Review transactions for delegation on the Configure Delegation Transaction page.
This section discusses how to:
Review workflow transactions.
Review permission lists and roles for delegation.
Define installation settings.
Review delegation transactions.
Reviewing Workflow Transactions
The PeopleSoft system delivers the following transactions that are pre-configured for the Time and Labor delegation framework:
TLReportedTime
TLPayableTime
See Linking Workflow Transactions.
See Setting Up Approval Process Definitions.
Reviewing Permission Lists and Roles for Delegation
PeopleSoft Human Resources delivers as system data several permission lists that are required for use of the delegation framework.
This table describes the delivered Time and Labor roles for the delegation framework:
Role Name |
Attached Permission Lists |
Description |
Delegate Manage Report Time |
HCCPDL2060 |
This role gives you access to the TL_MSS_EE_SRCH_PRD component. |
Delegate Manage App Rpt Time |
HCCPDL2061 |
This role gives you access to the TL_MSS_EE_SRCH_PRD component. |
Delegate Manage App Pay Time |
HCCPDL2062 |
This role gives you access to the TL_SRCH_APPRV_GRP component. |
Note. Setting up permission lists and role security is discussed in detail in a PeopleTools PeopleBook.
See PeopleTools 8.52: Security Administration PeopleBook
See Setting Up Permission Lists and Roles for Delegation.
Defining Installation Settings
When using delegations in Time and Labor, you should select the All Persons hierarchy and the By Dept Security Tree hierarchy on the Delegation Installation Settings page, since Time and Labor group security is not supported by the delegation framework.
See Defining Delegation Installation Settings.
See Setting Up Access to Direct Reports Data.
Reviewing Delegation Transactions
This table lists the delegation transactions delivered for Time and Labor:
Transaction Name |
Transaction Type |
Role |
Manage Reported Time |
Initiate |
Delegate Manage Report Time |
Manage Approve Reported Time |
Approve |
Delegate Manage Appr Rpt Time |
Manage Approve Payable Time |
Approve |
Delegate Manage Appr Pay Time |
See Configuring Delegation Transactions.