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Supervisors – Purpose and Features

Global Level Supervisor vs Group Level Supervisor

The supervisor feature is created to provide specific users access to features and functions within Hour Timesheet. Supervisors have access to the following:

  • Review Timesheet – create, approve, edit and reject employee timesheet data
  • Run Reports – access to real-time reporting data
  • Receive Notifications – receive event-based and time-based email alerts

Assigning users to Supervisor Role

Global Level Supervisors – Users assigned the supervisor role will have access to the Timesheet Review menu once logged in. To assign a global level supervisor follow the steps below:

  1. Login to Hour Timesheet as Admin
  2. Navigate to Employee menu
  3. Click the Assign Roles link next to the supervisor’s name
  4. Select Supervisor from the drop down

assign supervisor role screenshot

 

Group Level Supervisors – to create a group level supervisor, follow steps 1-4 above then follow the additional steps below:

  1. Login to Hour Timesheet as Admin
  2. Navigate to Group menu
  3. If group already exists, select group from box, click Edit this Group, begin typing name of supervisor identified in steps 1-4 above in Select Supervisor box
  4. If group does not exist, click Create New Group and enter group details and user’s name in Select Supervisor box. Only users with assigned Supervisor roles will be available for selection. Groups may have multiple supervisors. NOTE: By default, Admins have access to Supervisor privileges.

Assigning supervisors to groups screenshoet

Timesheet Review Features for a Supervisor

Create, Approve or Reject an Employee Timesheet steps:

  1. Login to Hour Timesheet
  2. Navigate to Review Timesheet menu
    1. Click the View Details icon to edit an employee timesheet.
    2. Click the the Approve button to approve a timesheet for the period. This action will add a signature row to the timesheet along with a record in the audit trail. This action will also auto generate an email to the employee if notifications have been turned on in the Settings page.
    3. Click the the Unapprove button to remove a supervisor’s signature from a timesheet. This action will add a record in the audit trail as well as auto generate an email to the employee if notifications have been turned on in the Settings page.
    4. Click the Reject button to reject an employee’s timesheet for the period. This action will add a record in the audit trail as well as auto generate an email to the employee if notifications have been turned on in the Settings page.

Timesheet Review screenshot

Running Reports as a Supervisor

  1. Login to Hour Timesheet
  2. Navigate to Report menu
  3. Complete the report criteria from the drop-downs
  4. Name the report
  5. Click the Generate Report
  6. Your report will show Processing until which time report is available

Hour Timesheet Report Display Screenshot

 


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Timesheet Approval

Approving Timesheet Data in Hour Timesheet

  • Only timesheets that have been approved by a Supervisor or Admin will be exported to payroll.
  • Both Supervisors and Admins have access to approve timesheets.
  • Timesheets can be approved without an employees signature.
  • Employees can not change timesheet data after a supervisor or admin has approved the timesheet.

View, Approve or Reject an Employee Timesheet

  1. Login to Hour Timesheet
  2. Navigate to Review Timesheet menu
  3. Click the Approve button to approve a timesheet for the period. This action will add a signature row to the timesheet along with a record in the audit trail. This action will also auto generate an email to the employee if notifications have been turned on in the Settings page.
  4. Click the Unapprove button to remove a supervisor’s signature from a timesheet. This action will add a record in the audit trail as well as auto generate an email to the employee if notifications have been turned on in the Settings page.
  5. Click the Reject button to reject an employee’s timesheet for the period. This action will add a record in the audit trail as well as auto generate an email to the employee if notifications have been turned on in the Settings page.

Timesheet Review screenshot

Timesheet Filters

Filters can be set to change the display of the employee list by group and by timesheet status. If no group exists then the page will default to “all”. The following filters are all “states” that an individual timesheet may be in.

  • Submitted – Timesheets that have been signed by an employee.
  • Approved – Timesheets that have been signed by the employee and a supervisor and/or admin.
  • Rejected – A timesheet that has been rejected by a supervisor or admin
  • Processed – Timesheets that have been exported to a company’s payroll file will be marked with the Processed status. Once Processed, no changes can be made to the timesheet. If changes are required, a correction timesheet must be created.

Timesheet Review Filters

Correction Timesheets –

Once a timesheet is Processed, the only way to change the data on the timesheet is to create a Correction timesheet.  Clicking the Create Correction link on the Review Timesheet page, a 2nd copy of the timesheet is created.  Once a correction exists, the employee and/or supervisor can make the required adjustments.  Notes about Corrections

  1. Correction timesheets must still be signed and approved.
  2. Correction timesheet data will not be exported to payroll for QuickBooks integration. A report summarizing the corrected data will be available on the Report page.

correction timesheets


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