Time Workflows Background Knowledge:
A system workflow is the approval process of a particular request. The request initiates the process and the final approval ends the process. Workflows allow an organization to have multiple sequential or simultaneous approvers. The To Do Bell shows an approvers pending request items.
For Time Workflows, there are 3 common types of Requests that go through a designated workflow process:
1) Timesheet Workflow: The process by which an employee's timesheet is approved and ready for payroll processing.
2) Time Off Workflow: The process by which an employee's time off request is approved and added to the timesheet.
3) Timesheet Change Workflow: The process by which an employee's change request is approved and applied to the timesheet.
Any and All Requests that have been initiated are visible in the Report All To Do Items and can be approved/rejected or deleted from this report. This report displays all to dos regardless of security groups and thus should only be given access to company administrators.
WARNING: Deleting request should only be used for to do items that cannot be approved/rejected and deleting requests will remove the approval from all approvers.
Here is a general overview of the different requests:
| Workflow | Initiator | Approver(s) | Additional Options / Info |
| Timesheet | System Submits / EE Submits (Or Both) Manager/Admin submits on EE Behalf |
Default: Those with approval security as a manager or in groups
Common: Specific Manager Level(s) |
Admins with Override Level 2 or higher security can have the To Do hidden from view
Validation rules upon submission/approval can be configured in the timesheet profile rules (i.e. system displays error if there are missing punches)
End of Period Reminder notifications can be configured in Global Setup > Notifications
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| Time Off Request | EE Submits / MGR submits on EE Behalf |
Default: Those with approval security as a manager or in groups
Common: Specific Manager Level(s) |
Validation Rules can also be configured, such as Time Off Will be negative
Those who receive the To Do items will also see them on the Time Off Requests Pending Approval report.
Those who DO NOT receive the to do can see requests on the Time Off All Open report
Note: Admins w/o to dos can approve requests from the time prep process step, All To Do Items Report, or the Time Off All Open report |
| Timesheet Change Request | EE Submits |
Default: Those with edit access to the timesheet as a manager or in groups
Common: Specific Manager Level(s) |
Validation Rules can also be configured, such as duplicate punches. (Timesheet Profile)
Those who receive the To Do items will also see them on the Change Requests Pending Approval report.
Those who DO NOT receive the to do can see requests on the Change Requests report.
Note: Admins w/o to dos can approve requests from the time prep process step or All To Do Items Report |
Troubleshooting Workflows:
| Problem | Investigation Steps | Resolution | Other Considerations |
| Cannot Approve Timesheet |
What status is the timesheet in? Has it already been approved? Has the pay period been locked? Has it been submitted?
Is the approver part of the workflow? (i.e. they are a manager of the employee)
Was the approver part of the workflow when the request was initiated? OR did their manager recently change?
Is there a timesheet workflow assigned in the timesheet profile? |
Submit / Unlock Timesheets. If already approved, notify client.
If no, workflow may need update OR could be exception due to manager change. For exceptions recommend admin override approvals in the All To Do / Process steps. For larger clients workflows can also be delegated to the new manager.
Assign the workflow in the profile, reject timesheets and resubmit
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Consider if submission policies need modification or retrain admins on process step order.
Train admins to look for outstanding to dos when changing managers OR assign workflow delegations.
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| Cannot Approve Time Off |
Is the timesheet locked?
Is the approver part of the workflow? (i.e. they are a manager of the employee)
Was the approver part of the workflow when the request was initiated? OR did their manager recently change?
Is there a time off workflow assigned in the time off request profile? |
Timesheet must be reopened (Reject / Unlock)
Approver would need to be added, the request deleted, and resent
If not part of workflow at the time of the request, the request would need to be deleted, and resent
Assign workflow, delete request, and resend.
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If they don't like the option to delete, and resubmit, any admin who has access to the to dos can still approve the request through All To Do Items, or the Time Off All Open report, as well as through the time prep process.
If approver is out or gone, can also assign delegates. |
| Cannot Approve Change Request |
Is the timesheet locked?
Is the approver part of the workflow? (i.e. they are a manager of the employee)
Was the approver part of the workflow when the request was initiated? OR did their manager recently change?
Is there a timesheet change request workflow assigned in the timesheet profile? |
Timesheet must be reopened (Reject/Unlock)
Approver would need to be added, the request deleted, and resent
If not part of workflow at the time of the request, the request would need to be deleted, and resent
Assign workflow, delete request, and resend. |
If they don't like the option to delete, and resubmit, any admin who has access to the to dos can still approve the request through All To Do Items, or the time prep process.
If approver is out or gone, can also assign delegates.
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