1. Supervisor Approving Payable Time Instructions

2. Supervisor Instructions: Approving Payable Time
To approve your employee’s worked time:
From the My UW Employee Portal: Click on ‘Approve Time’-
When reviewing payable time, it will only include the hours your employee physically work, not absences. Please review all hours to make sure they are correct.

3. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request
If this is your first time approving, please make sure you have the correct ‘Time Reporter Group’ for the employees that you want to approve. Click on the magnifying glass on the Time Reporter Group column.
Click on the B code if you want to approve the employees that you are the Main Approver for.
Click on the C code if you want to approve the employees that you are the Back-up Approver for.
Once the correct Group ID is selected, click on ‘Save Criteria’. This will always populate the Time Reporter code so you don’t always have to select it unless you need to change group id.
Click ‘Get Employees’ 3 1 2

4. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request
How to approve ‘Payable Time’
Click on the first employee in the list.
Time needing to be approved will be displayed by date in ‘Approval Details’.
For each employee:
Verify the time listed in the timesheet is correct. Compare to scheduled time, if possible.
To approve all time click ‘Select All’ this should put a check mark in all the boxes.
Click ‘Approve’. Do not use ‘Deny’ or ‘Push Back’.
Confirm the approval.
Verify there was a ‘Saved’ confirmation.
To access the next employee’s time, click ‘Next Employee’ at the top of the page.
Repeat the above steps for each employee.

5. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request
Example: If the employee worked 6 hours and took 2 hours vacation, you should only be approving 6 hours on the time sheet (not 8). If the employee took the full day off, you should not see any hours to approve for that day.
If these hours do not match (too much or too little) it could cause the employee to get paid overtime when they shouldn’t or it could cause them to not get paid enough.
 When reviewing the employee’s time to be approved – the total hours will include their regular hours plus any hours they would be receiving a differential for such as Night Diff, Weekend Diff, Overtime, etc. Some codes that you may see are: OT100, OT150, ND045, WD045.
OT100 = Straight overtime
OT150 = Overtime at time and a half
ND045 = Night Differential which will pay an extra $0.45 per hour for any hours worked from 6pm-6am
WD060 = Weekend Differential which will pay an extra $0.60 per hours for any hours worked on Saturday and Sunday
 If the employee makes an adjustment to their timesheet, sometimes you will notice a negative number and a positive number for the same day – all must be approved.

6. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request
Approving Time after adjustments have been made (see picture below): All negative and positive times must be approved to adjust the time that have already been approved.

7. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request
How to adjust an employee’s timesheet for them:

8. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request
How to adjust an employee’s time sheet for them if they are not showing up on the ‘Approve Payable Time’ screen.
Go to ‘Report Time’ and click on ‘Timesheet’.
Click on ‘Get Employees’ as you normally would for the other screens, find the employee and click on their name. Enter the employee’s IN and OUT times, but be aware that if the employee only has one IN and one OUT, they need to be entered in the first ‘IN’ and the last ‘OUT’…leave the middle two rows blank. Once the hours are entered, click on the ‘Submit’ button at the bottom. You will then need to let the Time Sheet go through the ‘Time Administration Process’ before you will be able to see the new hours to approve. The ‘Time Administration Process’ runs at 9am, 11am, 1pm and 3pm..plus a couple of times during the evening. The process takes about 1 hour to run.

9. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request
Last Step: Review Hours Approved
As a supervisor you should always make sure you have approved all hours for all of your employees. A way to check this would be to go to ‘View Time’ and then click on ‘Payable Time Detail’.
Search employees under your ‘Group ID’ and click ‘Get Employee’…then click on each employee individually and it will look similar to the picture on the next page.
You will be able to see if the employee needs time approved and if nothing comes up for that day, you know the employee never enter any hours for that day and you will need to get ahold of them or enter it for them.

10. Supervisor Instructions: Bi-Weekly Payable Time/Absence Request
When the ‘Status’ states the following: ‘Needs Approval’ = means that you still need to approve ‘Approved’ = means that you have successfully approve the hours ‘Taken by Payroll’ = means that the hours were successfully approved and taken by payroll to be paid.

11. Questions