Eastern Michigan University

EMU Time Entry - Timesheet & Leave Report Approver Guide

Once timesheets and leave reports are submitted by the employee, the approver is responsible for reviewing and approving the document(s). Once the document is approved, it will be processed by the Payroll Department.

To get started approving timesheets and leave reports, log in using this SSB 9 - Employee Self-Service at which point you will be presented with the Employee Dashboard. From the Employee Dashboard:

Monitoring & Approving Time

An approver is responsible for reviewing timesheets and leave reports to ensure that employees have entered the correct hours/time for the correct job, date, and earnings code. Additionally, the Approver is responsible for ensuring employees recorded comments for any special circumstances.
  1. Click the Approve Time link in the My Activities section of the right-hand navigation bar. A list of timesheet by department is displayed in the Approval Selection page, along with a Distribution Status report. If you approve for multiple departments each department will be listed separately.
  2. Select the desired document type (Timesheet or Leave Report) from the Timesheet drop-down field.
  3. Select the desired pay period from the Select Pay Period drop-down field.
  4. Select the desired department from the All Departments drop-down field.
    A list of documents matching the selected criteria is displayed.
    Document Statuses:
    • In Progress: The timesheet or leave report has been started, but not submitted.
    • Pending: The timesheet or leave report has been submitted and is pending approval.
    • Returned: The timesheet or leave report has been returned for correction by the Approver.
    • Error: The timesheet or leave report requires correction by either the Approver or Payroll.
    • Approved: The timesheet or leave report is approved and is awaiting Payroll processing.
    • Completed: Payroll received and processed the timesheet or leave report.
    • Cancelled: The timesheet or leave report has been cancelled.
  5. Click the Ellipsis button associated with the desired document and then select Preview from the list.
    The Preview window is displayed.
  6. Carefully review all details and then click the Approve button.
    A successful approval message is displayed.
    Batch Approvals: Approvers can approve batches of documents that are checked, by clicking the Approve/Acknowledge button in the top right of the Approval Selection page.
    • Header - Click the checkbox in the header above the Employee Name column to select all documents in the list.
    • Employee Name Column - Click the checkbox next to the Employee Name to select indivitual documents.

Returning Time for Correction

Timesheets and leave reports should be returned to the employee for correction when there is a problem and there is sufficient time to meet the approval deadline.
To return a document for correction:
  1. Click the Approve Time link in the My Activities section of the right-hand navigation bar.
    A list of timesheets is displayed in the Approval Selection page.
  2. Select the desired document type from the Timesheet drop-down field.
  3. Select the desired pay period from the Select Pay Period drop-down field.
  4. Select the desire department from the All Departments drop-down field.
    A list of documents matching the selected criteria is displayed.
  5. Click the Ellipsis button associated with the desired document and then select Preview from the list.
    The Preview window is displayed.
  6. Once you have reviewed the document, scroll down and type the reason for the return in the Comment field.
    Comments are required when an approver returns a timesheet or leave report to the employee for correction.
  7. Click the Return for Correction button.
    A successful return for correction message is displayed.

Changing a Time Entry

If the employee is unable to make a required change to their timesheet or leave report within the necessary timeframe, the Approver can make the change and add a comment. After making the change the Approver would then need to preview and approve the document.
To change a timesheet or leave report:
  1. Click the Approve Time link in the My Activities section of the right-hand navigation bar.
    A list of timesheets is displayed in the Approval Selection page.
  2. Select the desired document type from the;Timesheet drop-down field.
  3. Select the desired pay period from the Select Pay Period drop-down field.
  4. Select the desired department from the All Departments drop-down field.
    A list of documents matching the selected criteria is displayed.
  5. Click the Ellipsis button associated with the desired document and then select Preview from the list.
    The Preview window is displayed.
  6. Once you have reviewed the document, scroll down and type the correction in the Comment field.
    Comments are required when an approver corrects a timesheet or leave report on behalf of the employee.
  7. Click the Save button.
    A successful save message is displayed.

Designating a Proxy

A Proxy is a person who acts as an Approver on your behalf. In your absence the Proxy approves documents on your behalf. It is recommended that there are at least two Proxies per Approver.
To set up your Proxy:
  1. Click the Approve Time link in the My Activities section of the right-hand navigation bar.
    A list of timesheets by department is displayed in the Approval Selection page.
  2. Click the Proxy Super User link in the upper right-hand corner of the page.
    The Proxy Super User page is displayed.
  3. Click the Add a new proxy button.
    An Add a New Proxy drop-down field is displayed.
  4. Click the Add a New Proxy drop-down arrow and select the person you want to designate as a proxy.
    The person you selected is added to a list on the Proxy Super User page. To navigate quicker, type the first letter of the Proxy’s name. If the Proxy name you want to add is not found in the list, contact the Payroll Department.
    Steps to Approve as a Proxy: The Time Approval page is ony available to the Approver. Proxies must follow these steps to approve time on behalf of the Approver
    1. Click the Approve Time link in the My Activities section of the right-hand navigation bar.
      A list of timesheets by department is displayed.
    2. Click the Proxy Super User link in the upper-right hand corner of the page.
      The Proxy Super User page is displayed.
    3. Click the Act as a Proxy for drop-down field and select the approver from the list
      If no names appear in the list, you have not been set up as a proxy by the approver.