Use the Approve Timecards screen (Administration > Timecards > Approve Timecards) is used to review, edit and approve time for timekeepers.  An approver has ultimate control over adding, editing and allocating time.

The Approve Timecard screen consists of one or more Week tabs.  Each Week tab is a different week in the Pay Period.  If the Pay Schedule is Weekly, then the approver will see one Week tab at the top of the screen.  If the Pay Schedule is Semi-Monthly, then the approver will see two Week tabs at the top of the screen. The Week tab will always default to the current week in the pay period.  The approver can view time for past periods by clicking on the Week tab or using the Period pull down menu to move through entire periods.

If your company utilizes more than one Pay Schedule, then the approver can use the Pay Schedule filter to view time entered for each Pay Schedule.  Changing Pay Schedules in the pull down will also change the pay periods and Week Tabs at the top of the screen.

Un-Submitted Timecards

Un-Submitted Timecards consist of all timekeepers that have entered time, but have not clicked the [Submit] button on their timecard.  There are two right click options for Un-Submitted Timecards:

  • The Timekeeper's Native timecard can be viewed via right click.  The Native Timecard is the timecard the timekeeper uses to enter time (Punch, Weekly, or Detail).  This allows the approver to see the exact entries made by the timekeeper.  Some information can be edited from the Native Timecard although it is generally best to use the next option to add or edit time for a timekeeper.
  • The Timekeeper's time can be viewed in an editable Detail Timecard view (regardless of employee's timecard type) via right click.  Right click and select Edit Timecard to view, edit or add time for the timekeeper.  This screen allows you to override punch time, override manually entered time, allocate time and change pay dates and types. 

Open Timecards

Open Timecards consist of all timekeepers that are currently punched in, but haven't punched out yet.  There are several right click mouse options for Open Timecards:

  • Punch Card timekeepers can be clocked out for the day via right click.  This will punch the timekeeper out for the current time.  The punch will be recorded for the default store listed in the Timekeeper Setup.
  • The Timekeeper's Native timecard can be viewed via right click.  The Native Timecard is the timecard the timekeeper uses to enter time (Punch, Weekly, or Detail).  This allows the approver to see the exact entries made by the timekeeper.  Some information can be edited from the Native Timecard although it is generally best to use the next option to add or edit time for a timekeeper.
  • The Timekeeper's time can be viewed in an editable Detail Timecard view (regardless of employee's timecard type) via right click.  Right click and select Edit Timecard to view, edit or add time for the timekeeper.  This screen allows you to override punch time, override manually entered time, allocate time and change pay dates and types.  

Missing Timecards

Timekeepers with Missing Timecards have not entered any time for the week. Timekeepers that do not punch in and out or do not enter their own time (salaried employees, service techs, etc) could be listed as Missing at the end of the week.  There are several Right Click mouse options for Missing Timecards:

  • Punch Card timekeepers can be clocked in for the day via right click.  This will punch the timekeeper in for the current time.  The punch will be recorded for the default store listed in the Timekeeper Setup.
  • The Timekeeper's Native timecard can be viewed via right click.  The Native Timecard is the timecard the timekeeper uses to enter time (Punch, Weekly, or Detail).  This allows the approver to see the exact entries made by the timekeeper.  Some information can be edited from the Native Timecard although it is generally best to use the next option to add or edit time for a timekeeper.
  • The Timekeeper's time can be viewed in an editable Detail Timecard view (regardless of employee's timecard type) via right click.  Right click and select Edit Timecard to view, edit or add time for the timekeeper.  This screen allows you to override punch time, override manually entered time, allocate time and change pay dates and types.  
  • The approver can right click the timekeeper's name and select "Edit Timecard - Add Reg Hours".  Based on the Regular Hours and Work Week days entered in the Timekeeper setup, Evosus will default the employees regular hours per day for the entire pay period.  The approver can then edit the time as necessary.
  • Double click the timekeeper to go to the Detail Timecard.

Allocating Time

The approver can allocate time to Jobs and Workers' Compensation Categories. 

Apply Absences and Holidays

The approver can mass apply Holidays and Absences from the Approve Timecards screen.  Absences and Holidays can also be applied to individual timecards from the Detail timecard.  See Detail Timecard for more information.

Apply Absences

  1. Click [Absences & Holidays].
  2. Select the Absence option.
  3. All employees with scheduled Absences will be listed.  The status of the absence (scheduled or taken) will be listed next to each employee.
  4. Check the box for each Absence you wish to apply.
  5. Select [Apply] to apply this Absence and continue applying additional Absences.
  6. Select [Apply & Close] to apply the selected Absence and go back to the Approve Timecards screen.
  7. Evosus will ask if you would like to mark the Absence(s) as taken.  Click [Yes].

Apply Holidays

  1. Click [Absences & Holidays].
  2. Select the Holiday option.
  3. All scheduled Holidays will be listed.  The Holiday Name, Date and whether or not is is a paid Holiday will be listed.
  4. Check the box for each employee the Holiday applies to.
  5. Select [Apply] to apply this Holiday and continue applying additional Holidays.
  6. Select [Apply & Close] to apply the selected Holiday and go back to the Approve Timecards screen.

Approve Timecards

Marking a timecard as "Approved" locks it for editing.  Note:  Time does not need to be submitted in order to be approved.

  1. Check off the timecards you wish to approve.
  2. Click [Approve].
  3. If some timecards have not been Submitted, Evosus will ask if you would like to submit them now.  Click [Yes].
  4. Click [Yes] again to confirm you wish to approve timecards.

Security Permissions Required

Category
Function
Admin-Timecard
*Can Access Timecards Tree Branch
Can Edit/Approve All Timecards

Related Reports

  • Timecard Report (Administration>Timecards>Timecards Report) - Report on the hours worked by employee. Report also includes optional pay rate information.
  • Employee Job Summary (Administration>Timecards>Employee Job Summary) - Report on hours allocated to specific Jobs.  Report also includes optional pay rate information.
  • Workers Compensation Summary (Administration>Timecards>Workers' Compensation Summary) - Report on hours allocated to specific Workers' Compensation Categories.  Report also includes optional pay rate information.