Timecard Approval

1
Timecard Approval

• Hiring Managers
• Supervisors
• Surrogate Approvers

2
Timecard Approval

• TEP is legally obligated to pay temporary workers
  who have submitted timecards
• A representative from the hiring department
  (i.e., the hiring manager, supervisor or
  surrogate timecard approver) must review
  timecards to ensure proper payment
• Once the timecard is reviewed the hiring
  department must take the appropriate action
• Approve accurate timecards
• Disapprove incorrect timecards
• Approve previously rejected timecards that have
  been corrected
• Follow the detailed instruction to learn how to
  approve timecards

3
Timecard Approval Workflow
Once time card is complete (either when an
assignment ends or the end of the pay period),
temp forwards the timecard for approval
TEP IMS sends email alert to Hiring Manager,
Supervisor and Surrogate timecard approver that
timecard is ready for review
Temp Workers logon to TEP IMS and complete their
time card on a daily basis
Timecard approver logs onto TEP IMS and reviews
time
Approved time is submitted for payment
Incorrect timecard is rejected and forwarded back
to temporary employee to correct
TEP IMS emails temp that timecards was rejected
Temp corrects time and re-forwards timecard for
review
4
How To Approve Time

• When your temp has filled out their timecard and
  forwarded it for approval, you will receive an
  email alert
• Click on the link in the email get to the TEP
  home page
• Click Logon in the right navigation panel

5
How To Approve Time

• Enter
• Username
• Password
• Click Submit

6
How To Approve Time

• TEP IMS displays all temporary workers that you
  supervise and indicates the status of their
  current timecard
• Forwarded timecard has been completed and
  submitted by the temp
• Approved the timecard approver has approved the
  timecard and it is pending payment

7
How To Approve Time

• Click Current Timecard to review the forwarded
  timecard

8
How To Approve Time

• TEP IMS displays
• All information pertinent to the order
• Rolled-up totals for all time
• Hours, minutes and pay type for each day in the
  time period

9
How To Approve Time

• Timecard approver should
• Scroll down and review all time and verify that
  it is correct
• Click Approve Time or Reject Time, as appropriate

10
How To Approve Time

• If rejecting the time card, it may be helpful to
  indicate your reasons
• Type an explanation in the note box
• Click Add
• The note is added and the timecard status is
  changed to Sent Back to Employee for Changes

11
How To Approve Time

• You will receive another email alert once the
  employee has corrected the timecard
• Login and click on the forwarded timecard
• Verify the correction has been made
• Click Approve Time when you are satisfied that
  the timecard is accurate

12
How To Approve Time

• Timecard status is changed to Approved
• Logout when you are finished approving timecards
  for all temporary workers assigned to you
• Once time is approved, timecards are
  automatically routed to Financial Services for
  payroll and recharge processing

13
Questions?

• Contact tepfrontdesk_at_hr.ucsf.edu
• 415.476.4486