Important Notes:

• There are multiple ways a supervisor can view and approve timecards and absences.

  • Email Notifications: Supervisors receive a system generated email when a direct report submits a timecard or absence request; supervisors can view details and approve the timecard or absence via email. If approving timecards and absences via email, you must select an action button (approve, reject or request info) within the email notification you receive and then send the email by selecting the send button in the email that’s drafted.

  • Team Time Cards: navigate to My Organization and select Show More under Quick Actions. Select Team Time Cards in the Time section to research the status of timecards (eg pending vs submitted). You can also use this option to approve timecards. If you supervise salaried employees that submit time off using “Absences” you will need to use the Worklist to view pending approvals.

  • Bronco Hub Worklist: navigate to the Worklist to view and approve submitted timecards and absence requests.

• Select an approval option from the list above to jump to the step by step instructions.

• Hourly staff timecards are due on Mondays. Visit the payroll calendar for due dates.

• For a demonstration on how to approve absences, view the instructional video beginning at timestamp 05:17.

Do you have an employee with a job ending mid-pay period?

Supervisors only have access to approve time cards or absences for employees with active assignments.

• If an employee is separated mid-payroll, please enter an HR ServiceNow ticket for support with entering, editing or approving time and absences.

• When submitting a ticket to HR, include details about the hours, dates and time reporting codes that should be entered and approved on behalf of the separated employee so HR can process the request with accurate information.

Notes about employees with multiple assignments:

• If you are approving a timecard for an employee with multiple assignments, view the Reported time by entry date; the hours you are meant to approve appear in the middle column and include the Assignment Number and Time Reporting Codes for your review.

If there are reported time rows that include a date and Total Hours, but do not include Assignment Number or Time Reporting Code details, the employee submitted hours for a different assignment; any reported hours for the other assignment will be sent to the applicable supervisor for approval.

Submitted time that does not include the assignment and time reporting codes will be sent to a different supervisor for approval.

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Notes about costing on timecards. 

• You will only see costing information on the timecard and email notification if the employee manually typed in the costing information. Normally, these fields are left blank unless an employee needs to enter costing information for specific work they are completing (usually tied to sponsored programs or sponsored project related work). 

• If information is entered in any of the costing segments, the payroll activity will allocate to whatever was entered. 

• If the employee should not have overridden the costing, you can either edit the timecard to delete the costing or you can select Request More Information to route the timecard back to the employee. Include comments that they need to delete the costing by following the instructions on this job aid. 

If you are approving an absence for an employee with multiple assignments, review the Assignment section of the email to find the business title and corresponding absence request you need to approve.

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• Although the email is submitted with an action (eg. Approved), the notifications for this action will continue to be pending in Bronco Hub; notifications will disappear within the day.

• The approved timecard will route to Payroll for processing.

• Any saved timecards must be submitted in order to route to Payroll.

• Approved absence requests register a “Scheduled” status and will be automatically added to the timecard.

Employees are paid two weeks after the pay period ends.

Use the filters to help you search for timecards that need to be approved. If you don’t locate an employee’s timecard in Team Time Cards, reach out to the employee and ask them to create and submit their timecard. If needed, you can also submit a timecard on their behalf by following the steps outlined in Submit a Timecard for Another Employee.

By default, the Worklist will display tasks (timecards absences, etc.) assigned to you.

• To view timecards or absences submitted by employees that report to your direct reports, update the View drop down in the left hand navigation from “My Tasks” to “My Staff Tasks”.

• If needed, you can also select “Initiated Tasks” to view tasks submitted by you.

Notes about costing on timecards. 

• You will only see costing information on the timecard and email notification if the employee manually typed in the costing information. Normally, these fields are left blank unless an employee needs to enter costing information for specific work they are completing (usually tied to sponsored projects). 

• If information is entered in any of the costing segments, the payroll activity will allocate to whatever was entered. 

• If the employee should not have overridden the costing, you can either edit the timecard to delete the costing or you can select Request More Information to route the timecard back to the employee. Include comments that they need to delete the costing by following the instructions on this job aid. 

• The approved timecard will route to Payroll for processing.

• Any saved timecards must be submitted in order to route to Payroll.

Employees are paid two weeks after the pay period ends.

If you have additional questions about the process, please submit an HR Service Request form.

If you experience a system issue/error OR have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.