Timesheet Approvals

Learn how to efficiently review, approve, adjust, and manage employee timesheets as a manager in the Shifts platform, ensuring accurate attendance records and payroll processing.

Overview

As a manager, the Timesheet Approvals feature allows you to review, verify, and approve employee attendance records. This process ensures accurate time tracking for payroll processing while maintaining compliance with your organization’s policies. This article explains the timesheet approval workflow, highlighting tools for managing exceptions, making adjustments, and handling time record issues.

Accessing Timesheet Approvals

The timesheet approval interface can be accessed in several ways:

1. Dashboard Widget: The manager dashboard shows pending approvals that need your attention
2. Main Menu: Navigate to Time & Attendance > Attendance Management
3. Quick Access: Click the Pending Approvals icon in the top navigation bar
4. Mobile App: Use the Approvals tab in the mobile manager interface

Understanding the Approval Dashboard

The approval dashboard gives you a comprehensive view of time records requiring action:

Dashboard Components

• Records Requiring Review: Time records flagged for verification issues
• Pending Approvals: Regular timesheet approvals for your team
• Recently Approved: Records you’ve approved in the past 7 days
• Rejected Records: Records you’ve declined that may need follow-up

Filtering Options

Narrow down records using these filters:

• Date Range: Focus on a specific timeframe
• Employee: View records for a particular team member
• Location: Filter by workplace location
• Status Type: Show only specific statuses (late, missing checkout, etc.)
• Verification Issues: Filter by specific verification flags

Types of Records Requiring Review

As a manager, you’ll encounter different types of records requiring your attention:

Standard Time Records

Regular check-in/out records that need routine approval:

• On-time complete shifts
• Late arrivals within policy limits
• Early departures within policy limits

Flagged Records

Records automatically flagged due to compliance or verification issues:

• Location Discrepancy: Employee checked in/out from unauthorized location
• Unverified Device: Check-in/out from new or unregistered device
• Time Window Violation: Action outside allowed timeframe
• Missing Verification: Required photo or biometric verification absent
• Suspicious Pattern: System-detected unusual behavior

Adjustment Requests

Employee-initiated requests:

• Missing Check-out: Employee forgot to clock out
• Correction Request: Employee requesting time adjustment
• Break Modification: Request to adjust break times

Reviewing Time Records

Follow these steps to properly review time records:

Detailed Record View

Click on any record to see comprehensive details:

1. Employee information and photo
2. Shift details (scheduled start/end)
3. Actual check-in/out times
4. Location information with map view
5. Verification data (device, IP address, photos)
6. Break records with compliance status
7. Any notes or explanations from the employee

Verification Tools

The system provides several tools to help verify record accuracy:

• Location Map: Visual representation of check-in/out location
• Device History: List of previously used devices by this employee
• Photo Verification: Compare submitted photos with profile image
• Time Comparison: Side-by-side view of scheduled vs. actual times
• Pattern Analysis: Comparison with employee’s historical patterns

Taking Action on Records

You have several options when reviewing time records:

Approval Options

• Approve: Accept the record as accurate
• Bulk Approve: Select multiple records for batch approval
• Approve with Note: Accept but add documentation
• Partial Approval: Approve with minor adjustments

Adjustment Options

• Adjust Times: Modify check-in or check-out times
• Adjust Breaks: Modify break durations or times
• Add Missing Check-out: Enter end time for incomplete records
• Recalculate Hours: Update work duration after adjustments

Rejection Options

• Reject: Decline with required explanation
• Request Correction: Return to employee for fixes
• Request Verification: Ask for additional documentation
• Escalate: Forward to higher-level manager for review

Making Time Adjustments

When adjustments are needed:

Time Adjustment Process

1. Click “Adjust Times” on the record
2. Enter the corrected times in the adjustment form
3. Select a reason for the adjustment from the dropdown
4. Add detailed explanation in the notes field
5. Click “Save Adjustment”
6. The system will recalculate total hours

Documentation Requirements

All adjustments require proper documentation:

• Selection of predefined reason
• Detailed notes explaining the change
• Any supporting evidence or documentation
• Reference to relevant company policy

Bulk Processing Options

For efficient management of multiple records:

Bulk Approval

1. Use checkboxes to select multiple records
2. Click “Bulk Actions” > “Approve Selected”
3. Add any notes that apply to all selected records
4. Confirm the bulk approval

Batch Processing by Type

1. Filter records by a specific issue type
2. Select all filtered records
3. Apply appropriate bulk action
4. Add category-specific notes

Approval Workflows

The system supports different approval workflows based on your organization’s settings:

Standard Approval

Simple one-step approval by direct manager:

1. Manager reviews record
2. Manager approves or adjusts
3. Record is finalized for payroll

Multi-level Approval

For organizations requiring additional verification:

1. Team leader initial review
2. Manager approval
3. Optional department head final approval for exceptions

Payroll Integration

Final approved timesheets are processed for payroll:

1. Review pay period summary before final submission
2. Approve complete pay period
3. Export to payroll system
4. Maintain audit trail of all approvals

Managing Timesheet Exceptions

Handle special situations effectively:

Missing Check-outs

When employees forget to clock out:

1. Identify records with missing check-outs
2. Review employee comments and shift schedule
3. Enter appropriate end time based on evidence
4. Document the adjustment reason

Break Compliance Issues

For break-related problems:

1. Review break records within the shift
2. Check if required breaks were taken
3. Verify break durations meet minimum requirements
4. Document any policy exceptions

Overtime Approval

When reviewing records with overtime:

1. System highlights overtime hours
2. Verify if overtime was authorized
3. Approve or adjust as appropriate
4. Document overtime justification

Best Practices for Managers

For efficient and accurate timesheet management:

1. Review Daily: Process records frequently to avoid backlogs
2. Establish Clear Policies: Ensure team understands time tracking expectations
3. Document Thoroughly: Always add detailed notes for adjustments or exceptions
4. Be Consistent: Apply policies uniformly across your team
5. Communicate Promptly: Notify employees about rejected or adjusted records
6. Verify Carefully: Use all available verification tools for flagged records
7. Set Reminders: Schedule regular time for approval tasks
8. Monitor Patterns: Address recurring issues with appropriate coaching

Related Resources

• Approving Swaps
• Compliance Reports
• Time & Attendance Policies
• Manager Dashboard

This article should be updated when:

1. The timesheet approval interface changes
2. New verification methods are added
3. The approval workflow steps change
4. Additional bulk actions are added
5. The adjustment options are modified
6. New documentation requirements are implemented