Purpose Statement

The purpose of this feature is to allow supervisors and administrators to review, approve, or deny personnel time card entries. This ensures accurate payroll processing, accountability, and compliance with departmental policies.

Background Information

The Time Card module within Scheduling provides a centralized location for reviewing submitted work hours. Users can filter for pending approvals or access a full list of submitted time cards through the Review tab.

Supervisors can:

• Approve entire pay periods
• Approve or deny individual entries
• Edit or delete time entries as needed

This flexibility allows agencies to efficiently manage payroll while maintaining control over individual time card accuracy.

Required Permissions

• Scheduling - Access Time Card
• Scheduling - Approve/deny time cards

Video

Step-by-Step Guide

Access the Time Card Module

• Click the First Due logo
• Navigate to Scheduling
• Select Time Card

Locate Pending Time Cards

• Toggle Show Only Pending Users to filter users needing approval

• Select the specific user

  
  

  OR

• Navigate to the Review tab to view all users with pending time cards

Review Submitted Time

• View weekly time card entries for the selected user
• Identify:
  • Completed weeks (fully approved with check marks)
  • Pending weeks (submitted and awaiting approval)

Approve an Entire Time Card Period

• If all entries are correct, click Approve Period to approve the full week

Approve Individual Entries

• Select the check mark icon next to specific entries to approve them individually

Deny Individual Entries

• Select the deny icon on specific entries that should not be approved

Edit or Delete Entries (If Needed)

• Modify incorrect entries directly
• Delete entries that should not be included

Finalize Approval Strategy

• If most entries are valid:
  • Click Approve Period first
  • Then deny only the necessary entries afterward

Best Practices

• Review all entries carefully before bulk approval
• Use individual approval when only a few entries are valid
• Use bulk approval when the majority of entries are correct
• Always double-check denied entries to ensure accuracy
• Communicate with personnel when denying entries to prevent repeated issues

Troubleshooting & FAQs

Q: Why can’t I see any pending time cards?
A: Ensure the Show Only Pending Users toggle is enabled or check the Review tab for all pending submissions.

Q: What happens if I click “Approve Period” after denying entries?
A: The Approve Period action will overwrite any previously denied entries and approve the entire period.

Q: Can I approve only part of a time card?
A: Yes, you can approve or deny individual line items instead of the full period.

Q: Can I fix mistakes in a time card before approving?
A: Yes, you can edit or delete entries prior to approval.

Q: What’s the best way to handle mostly correct time cards?
A: Approve the full period first, then deny only the incorrect entries for efficiency.