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Bi-weekly Timesheet (TCP)

As a Time Approver, Payroll requests that you review your employee’s time worked in Timeclock Plus, so that your employee can be paid accurately and on time with no delays. The Timekeeping system allows you to review, edit and approve employee’s timesheets throughout the pay period.

Manage Timekeeping Approval Process in Timeclock Plus

  • Access the system

    1. Log onto 1600grand
    2. Under Student/Union Time Clock, click on Time Approver Login
    3. Click on Hours
    4. Go to Individual or Group Hours 
    5. Select Last Period (defaults to open weeks), click Update
      • If you approve time after the pay period ends make sure the date range reflects the last period

  • Edit, Add and Delete Time Segments

    1. To Add time segment(s)
      • Click on Add, add time segment by using the calendar and clock function or manually enter date and clock times (hh:mm AM/PM)
      • Select appropriate Job Code
      • Click Save, time segment successfully added when visible in the timesheet
    2. To Edit time segment(s)
      • Checkmark the box next to the time segment to edit
      • Click Manage
      • Click Edit, edit time segment by using the calendar and clock function or manually enter date and clock times
      • Click Save, successfully updated when correction is visible in the timesheet
    3. To Delete time segment(s)
      • Checkmark the box next to the time segment to delete
      • Click Manage
      • Click Delete, the system will prompt a message to confirm Are you sure you want to delete the selected time segment(s)?, click Ok to remove time segment, successfully deleted when no longer visible in the timesheet.

  • Add vacation, sick, high holiday, floating holiday time etc.

    1. Review remaining Accruals Tab for available balances
      • Under the search bar enter employee ID or Name,
      • Click Accrual tab (above the employees name), your accruals will display
        • The Remaining column shows how much time is available to use
    2. Click the Hours Tab
    3. Click Add, then check the Timesheet entry option (this eliminates a need for a time out entry), then enter the Date and Time for the shift the individual used
    4. Enter the total amount of time off requested
    5. Under the Job Code field, use the drop-down select the Appropriate job Code (Vacation, sick, high holiday & floating holiday etc.) that aligns with the time off requested
      • If individual has multiple jobs make sure to coordinate with the other supervisor to eliminate double usage
    6. Click Save, successfully saved when visible in the timesheet

  • Review/Approval Process

    1. Review employees time segments
      • Under the Exceptions column review, conflicting shifts, long shifts and missed clock times. The system will flag each category as an exception and requires approval
        • Conflicting shifts are considered any shift that overlaps a secondary shift within the same timeframe (flagged with a red circle)
        • Long shift are considered any shift over 12 hours (flagged with a orange circle)
      • Missed clock times (flagged with a blue circle in the exception column) indicates a manual adjustment to a missed clock in/out by the end user
      • Additional exceptions will be shown as a blue circle these are information only to show supervisors a change to the clock in/clock out time by the employee
    2. Approve employees time segments
      • Make sure to address all Exceptions
        • Review all exceptions that indicate a red/orange circle prior to approving
      • Click on Resolve Period
      • Click all Approve radio buttons, then click Apply, successfully approved when column M indicates a checkmark
    3. Mass Approve departments timesheets
      • Ensure all of your Exceptions are resolved
      • Click on Group Hours
      • Select Last Period (defaults to open weeks), click Update
        • If you approve time after the pay period ends make sure the date range reflects the last period
      • Click on Resolve Period
      • Click all Approve radio buttons , then click Apply, successfully approved when column M indicates a checkmark

    Additional Information

    • When approving timesheets after the pay period ends make sure the date range reflects the Last Period
    • (Fractions of hours must be rounded to the nearest 15 minutes and entered as a Fraction of the hour – for example 5.75 – 5hours 45 minutes)
    • Any time segments flagged with a Red X indicates hours apply to a different department an can only be approve by the supervisor of that department.
    • If your employee has more than one job with a different department, you will receive the following error message: 9000009999 – Timeclock Test [XX/XX/XXXX XX:XX AM/PM] One ore more approvals could not be changed due to job code access. Only the supervisor who manages that job can approve the time segment.
    • Column M will populate a checkmark in the box when the time segment was successfully approved by the Manager (you and/or a different department)

    Troubleshooting

    When accessing your department timesheet(s) if you do not see an individual under your list of employees, it is likely a set-up issue.

    Questions regarding employee set-up should be directed to Employment Services
Are you a visual person? Refer to the how to videos on the Tutorial page