Approving Time Sheets - Jacksonville State University

Approving Time Sheets

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Advantages

 Web-based application - time sheets can be completed and
approved from any workstation or anywhere there is internet
accessibility.

 Provides easier access to employee time and leave information

 Eliminates lost or misplaced paper time sheets. Absence
report will no longer be submitted to Payroll. However,
Internal Audit requires that your department retain the
official absence report.

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Logging Into Web Time Entry
https://my.jsu.edu

Enter User Name & Password

Approver - Click on the Employee Tab to access time
approvals. See page 13 for Proxy instructions.

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From the EmployeeTab Screen:
 Look for the Time Approval Block (Appears for Approver only) located to the far

right of the screen.
 Select the pay period for which you are approving time.

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 On the Department Summary page, click the Approve or FYI checkbox next to the employee’s time you want to
approve.

 For Employee Details, click on that employee’s name.

 To make changes to an employee’s time sheet, click the ChangeTime Record link.

 Click on Leave Balance to view available leave.

 After you are ready to apply your actions, and approve time sheets or return them for correction, scroll to the bottom of
the page and click the Save button.

 The approved time sheets are ready for the Payroll Office to begin processing.

 NOTES: Time sheets marked to be returned for correction are sent back to the originating employee. Please notify the
employee that the time sheet has been returned and is awaiting action from them. After the employee has corrected their
5 time sheet, it will be submitted back to you for approval.

Employee Details
 To return a time sheet to an employee for correction, click the Return for Correction

checkbox.
 To view comments added by the employee, or to create additional comments on the time

sheet, click the Comments link.
 After you are ready to apply your actions, and approve time sheets or return them for

correction, select Previous Menu and scroll to the bottom of the page and click the Save
6 button.

Time Sheet Status Definitions

 Not Started - Until an employee opens their time sheet it will be in a Not Started status.
 In Progress –Time sheet has been initialized by the employee, but is not completed. The

employee has not submitted for approval.
 Pending – Employee has submitted for approval and is in the queue. If the employee needs to

make a change they can click the Return Time button.
 Approved – Approver has approved time sheet. The employee cannot make changes at this point.
 Return for Correction – Approver has the ability to return the time sheet to the employee for

correction after it has been submitted by the employee for approval.
 Completed –The time sheet has been fully processed.

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Time sheet has been approved

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Deadlines for Submitting

 Employees will have until 2:00 PM on the Wednesday following the end of the
pay period to submit their time for approval. Time can be entered daily.

 Time sheets have to be submitted and approved NO LATER THAN 9:00 AM
on the Thursday following the end of the pay period in order for the employee to be
paid.

 Time sheets will typically be open for time entry on the Tuesday following the
beginning of the pay period. Please note there will be occasions when time will
need to be submitted early due to holidays or to accommodate system updates. A
calendar is posted on the Payroll's website.

 Time sheets not approved will be considered incomplete by the system. The Payroll
Office cannot process an incomplete time sheet.

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Setting up a Proxy

Designating a Proxy allows approvers to set up one or more proxies to approve time sheets in their absence.
ALL APPROVERS ARE REQUIRED TO HAVE A PROXY. An approver can also remove a proxy if
needed.
NOTE:This link is only available to approvers.
From the Employee Tab Screen:
 Look for the Time Approval Block located to the far right of the screen.
 Select Update Approval Proxies.

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Selecting Your Proxy

Once name is selected check the box
and click “Save”. Review to verify that
proxy was selected.

 Choose a name from the Name drop-down list.
NOTE:This list is comprised from IDs entered in Banner. If your proxy’s name is not listed, please
email their name and Banner ID to [email protected].

 Select the Add checkbox.
 Click the Save button.

(The name is then alphabetically displayed under the Name column)
NOTE:To remove a proxy, select the Remove checkbox corresponding to the proxy you wish to
remove, then click the Save button.

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Proxy Instructions

To approve time sheets:
 Go to the MyJSU web page: https://my.jsu.edu
 Enter your User Name & Password
 Click the Self Service Banner link
 Access the “Employee” tab
 Choose “Time Sheet”.
 Choose “Approve or AcknowledgeTime”, under “Act as Proxy” choose the name of the person you are acting as a

proxy for, and click “Select”
 Choose the department and pay period you are approving time for and how you want the names to be sorted and click

“Select” (defaults to Status then by Name).
 If you would like to see the details of the time sheet or need to change the hours see the instructions below.
 If you do not need to change the hours or want to see the details check the box under “Approve or FYI” for the time

sheet(s) you want to approve. Click “Save”

To view the details of the time sheet or to change the hours:
 To view the complete time sheet click on the employee’s name
 If you need to change hours click “Change Record” and see instructions below. However, the preferred action would

be to “Return for Correction” and have the employee make the change then again submit for approval.
 Click “Enter Hours” next to “Regular Earnings” (or next to the applicable earnings code) on a day that you want to

record hours
 Enter the number of hours the employee worked that day and click “Save”
12  Click “Next” to progress through the weeks

Thank you for your time!

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