Approve Time
If employees submit their absence requests through paper forms, you will need to scan these forms and link them to the employee before you begin. Browse to the linked PTO document by selecting Imaging> Unprocessed> Payroll Documents. Select Absence Form from the Payroll Docs menu as the document type.
Manage Time
Open Approve Time from Payroll>Approve time
This screen is color-coded to reflect punch activity
Red: Missing Punch- The employee failed to clock out
Blue: Absence Requested- The employee has Requested an absence and has not clocked in
Yellow: Absence Req and Punches- The employee requested an absence and clocked in anyway
Pink: No Punch or Absence Req- The employee failed to clcok in or out for the day without requesting an absence
Use the arrow buttons to move forward or backwards weeks. Check the Missing Punches or Un-Approved Punches checkbox to filter by employees who are missing punches or have extra punches.
Create an Absence Record
Click the Absences button under the Payroll tab. Use the search box to locat the employee name and then click the Add/New icon on the bottom button bar.
Choose the absence type and enter the dates.
Check the box for Excused (if this is the case).
Enter in the number hours taken off and click Update.
Note: Depending on the company policy for paid time off, an employee that has PTO hours available may automatically have this time off deducted from their PTO without having the choice to take unpaid time off.
Modify Punch Activity to Correct Missing Punches
Missing punches need to be corrected before a pay run can be finalized.
Go directly to the punch record of an employee with missing punches, double-click in the red line (or open the Punch Activity screen from the Timeclock menu).
Add the missing punches by clicking the New Punch button and entering the clock-in time in the form of 00:00 followed by "a" for AM or "p" for PM, or if your system is set to military time, just 00:00.
Click Add Punch and do the same for the clock-out time. Return to the Approve screen and click Refresh to see your changes.
Helpful hint: Because the screen only lists employees which have at least one clock-in punch or an absence request for that week, you must check the box next to Show Employees with no Punches to view which employees did not clock in at all for the entire week. You should see only salaried employees such as office and facility managers in this box. If an hourly employee is listed then the missing punches must be resolved.
Approve Time
After resolving all absence and time clock issues, the manager must approve each employee’s time. Open Approve Time under the Payroll tab.
Approve the employee's time for the day by double clicking the date or for the week by selecting the bold total line and then clicking the Approve button. Dates which are highlighted in Green are approved. The manager will need actively approve each employee’s time on the list.
