Approving time entries

You use the 5-3-4 Approve Time window to approve time entries submitted through the Time app or through the Time Entry window.

This window is very similar to the Review Time window. However, here you approve, rather than accept, time entries using the [Approve] button. There is an additional status filter than you can use to restrict the display to entries that have a specific status. If you require employees to certify their time and include notes when they submit time entries using the Time app (specified in the 5-6-6-Time Entry Settings window) there may be additional columns for the employee certification and any notes they submitted with their time.

Before you approve time entries

Specify the protocol and the email address from which to send messages to employees when you reject their time entries. You only need to set up the email once in the Review Time or the Approve Time window, unless you want to change the settings later.

To approve time entries:

  1. Open the 5-6-4 Approve Time window.

  2. If multiple pay period types are set up for mobile users, select a type from the Pay Period Type list.

  3. Select a pay period from the Pay Period list.

    Sage 100 Contractor displays all the mobile and simple time entries for the selected pay period and type.

  4. Edit entries as needed.

    Note: You can change any of the information for a time entry line except the employee, the date, and total hours until the entry is processed.

  5. If the number of entries is large, use the date, employee, and job filters above the grid to restrict the list to just those dates, employees, and jobs that you want to approve at this time.

  6. Approve or reject each time entry as follows:

    • To approve a time entry, select it on the grid, and then click [Approve].

      Tips:

      • To select a single entry, click its row number.

      • To select multiple entries, hold down the Shift key and then click the first and last row numbers you want to select.

    • To reject an entry, select it, enter the reason why you are rejecting the entry in the Rejection Reason column, and then click [Reject]. The hours for rejected entries are removed from the Hour Totals that appear below the grid.

    • If you want to revert the status of an entry before you save the entries in the window, select the entry, and then click [Clear].

    Sage 100 Contractor updates the Status column according to your choice for each entry.

  7. Click File > Save.

After you save approved and rejected time entries

After you save the entries and close the 5-6-4 Approve Time window:

  • Sage 100 Contractor sends an email to any employee whose time entry you rejected, including the reason for the rejection.
  • Depending on your selection in the 5-6-6 Time Entry Settings window, Sage 100 Contractor either sends approved time entries to 5-5-1 Daily Payroll for regularly payroll processing or to the 5-6-5 Create Timecards window, where you can create timecards for additional processing in Payroll.