You’ll need to approve timesheets, time off bookings, or expense sheets if you’re assigned to be an approver for any of these items.
If an item is awaiting your approval:
Refer to your organization’s policies regarding carrying out approvals if you’re not sure what you should be looking for.
In general, your role is to check that submitted items are accurate before approving them:
To approve or reject an item:
All items awaiting your approval display, organized under Timesheets, Time Off Booking, and Expenses headings, as applicable.
Or, if you're approving timesheet entries, ensure the entries you want to approve are selected:
Then, click the Approve X Time Entry/s button. X will be replaced with the number of entries selected.
You can't edit when approving time entries.
You can mass approve items, and time entries, on the Team > Approvals page by selecting the check box next to each item, and clicking Approve. However, you should typically open and view details of an item before approving it; many organizations have policies that require this of approvers.
You may be able to, depending on what permissions you’ve been assigned. Refer to How do I edit items before approving them for more information on this.
Not necessarily. Multiple approvers can be assigned to approve an item. Approvers can be the item owner’s supervisor or another named supervisor in the system.
Or, in the case of timesheets and expense sheets, a project manager or client representative associated with a project the owner worked on can be assigned as an approver. In this case, the approver may only be able to see data associated with the project they are connected to.
Employees will typically receive a notification if their item is rejected, and may receive one if their item is approved (especially in the case of time off bookings and expense sheets). They can also view the status of their items in Replicon.
When you reject an item, you’ll be prompted to enter comments. You can include your reason for rejection here.
These comments will display in the Approval Details table at the bottom of the item, and in the email the timesheet owner receives, notifying them that the item was rejected.
Approving items quickly promotes accuracy, so you should aim to approve items soon after receiving them. Your organization may have specific policies regarding approval time limits, and may have set up automated emails that notify you when timesheet and expense sheet approvals are due or overdue.
You can view approved items belonging to your direct reports and others whose items you approve on the Team > Timesheets, Team > Time Off, and Team > Expenses pages. Filter by Approved status to see approved items only.
To view time entries on the the Team > Timesheets page, you need to select Time Entries from the View By field, located in the top, right-hand corner of the page.
You may receive an automatically-generated email that lists all users who didn’t submit their timesheet on time. You can also view timesheets by timesheet period and the Not Submitted approval status on the Team > Timesheets page, or in timesheet reports – such as the Timesheet Period Details report – to find overdue items.
You can assign a substitute user who can temporarily access your account and approve items on your behalf.
If you are able to reopen an item it will show a Reopen button. For information on reopening timesheets, see Reopening timesheets so your reports can make changes.
If you are approving as a project manager, you can edit the settings on the Team > Approvals page to show totals for your projects. Enable the My Projects columns to see these totals.
Additionally, if you are using our latest notifications system, your administrator can configure the approval notification to include totals for your projects.
No. Time entry and timesheet approval are separate workflows. Timesheets still need to be approved, even after all entries have been approved. Similarly, a timesheet can be approved while entries are still awaiting approval.