Understanding Timecard Automation Timecards

You can use the Reviewing and Approving program (P186601) to manage batches of timecards that are created or changed by the Timecard Templates program (P186301), the Retroactive Pay Rules program (P186701), or the Overtime Rules program (P186401). For example, after you use a timecard template to create a batch of timecards with which to pay the sales staff, you can review the batch of timecards to ensure that they are accurate. When you are satisfied, you can approve the batch of timecards and continue with pre-payroll processing.

After you submit a timecard template, overtime rule set, or retroactive pay rule for processing, the system assigns a number and an initial status of Pending Approval to the resulting batch of timecards. As long as the batch of timecards is pending approval, you can review and revise it in the Reviewing and Approving program. When you finish working with the batch of timecards, you can change its status by either approving or canceling the batch.

For example, before you pay the sales staff, you review the accuracy of the batch of timecards that was created using a timecard template. After reviewing the batch, you realize that it does not cover the correct dates. You cancel the batch, thereby deleting the timecards. You then return to the Timecard Templates program, update the timecard template, and resubmit the batch. You then note that the batch of timecards is acceptable, at which point you approve it and continue with pre-payroll processing.

The processes for reviewing, approving, and canceling timecards are the same regardless of the program from which a batch of timecards originated. For example, you can approve a batch of timecards that was created with an overtime rule set to pay overtime to the warehouse staff. You can use the same process to approve a batch of timecards that was created with a timecard template to pay consultants a bonus.

You can review new or changed timecards that are pending approval. The system determines how you can review batches of timecards in the Reviewing and Approving program based on the program in which the timecards originated. However, when you access batches of timecards directly through the Timecard Templates program, the Retroactive Pay Rules program, or the Overtime Rules program, the system displays only those batches that originated in the particular program.

As long as a batch of timecards is pending approval, you can revise individual timecards by selecting the batch of timecards and the appropriate timecard. You can revise the status of batches of timecards by approving or canceling those that are pending approval. You can also run reports that display the timecards in a specific batch.