Time and Labor - Needs Approval Status Best Practices

In order to ensure that payable time is approved in a timely and efficient manner, the following time approval best practices exist:

• For biweekly employees, all current time should be approved prior to the Time Approver deadline (Tuesday 5:00) of payroll processing week. Time Keepers should clean up any outstanding issues prior to user lockout.
• Campuses should review the needs approval report that is sent via email during payroll processing week and distribute it to the applicable departments.
• First priority should be those with time in needs approval status within the current pay period. Second priority should be all other time in needs approval status.
• Time in a needs approval status that is older than 60 days is considered overdue and will be reviewed by Campus Administrators, departments will be contacted and, if necessary, approved by the campus payroll office.

For time that should not be processed through payroll, the department or payroll office should:

• If possible, delete the row from the timesheet.
• If the timesheet cannot be accessed or if there is a discrepancy and the time needs to remain on the timesheet, the time will need to be rejected and closed. To do this, the campus can pull the time into an online check (for active employees), delete the time (which will put it into a rejected status), and then close it via the Adjust Paid Time page.
• Paid time off that is closed will be added back to the employee’s leave balances once the Time and Labor Sync process runs.

As encouragement to have approvals processed on time, some campuses charge for the processing of an off-cycle payment.