Unapproved Timecards Report

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Distribution

Chief Human Resource Officer

HRMS Timekeeper^*

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Purpose of the Report

The Unapproved Timecard Report identifies (post-payroll) the managers who have employee timecards that remain unapproved. Timekeepers are encouraged to run this report and inform the managers for actions that need their approval. It will be especially helpful to the managers if you run the report prior to the final system-generated 28 day notice. At that time, the notifications will escalate to the next level.

System-generated reminder emails will be sent to Manager on the following schedule:

2 days after pay period end, reminder email notification sent to employee’s manager. The manager can approve the timecard within this email.
5 days after pay period end, 2^nd reminder email notification sent to employee’s manager. The manager can approve the timecard within this email.
15 days after pay period end, final reminder email notification sent to employee’s manager from which they can approve the timecard, and email notification sent to manager’s manager.
29 days after pay period end, email notification sent to Dean/VP.
36 days after pay period end, email notification sent to Executive VP and University Audit.
Notification times out after 70 days. Unapproved timecards set to status of “Closed” by the system.

This report has two sheets. The first sheet shows timecards that are 2 days – 69 days not yet approved. The second sheet shows timecards that are 70 or more days not yet approved. The status of the timecards on the second sheet is shown as ‘ Closed’. This status indicates a serious delinquency in the approval of timecards, and has been escalated to the highest level.

Follow Steps 1 – 5 to Logon to Discoverer

1. Select PAY_Unapproved Timecards Report

2. Select [Open].

Press [Yes]

3. Enter your Org number followed by the wildcard % sign

You can also select MBU to report on (Select MBU from the list of values)

Run by MBU is especially helpful if you are a major unit with multiple organizations

You can also filter the report for specific Managers

Type the name in the correct format, Last name first, comma, first name. Use the wildcard % for any letters that follow.

4. Press [OK]

Review the information in the report.

Contact each manager regarding the information contained in the report so that the timecards can be approved. (Assist managers by referring to Chapter 4, Assist Managers in SSTL.)

5. From the menu, select [File], [Close]

Effective: April 14, 2011

Revision: 2 njk

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