Approving Time through Approve Time and Exceptions (Reported Time)

• Log on to Self Service

• Enter User ID and password. 

 The User ID is your firstname.lastname (use all lowercase letters).  Ensure you use the name you registered with in the Self Service system. 
When signing on for the first time, your password will be your 6-digit Employee ID Number, plus the first three digits of your Social Insurance Number.

 

• A main menu will appear with a list of different functions you can use on Self Service. 
  Important news and time entry cut offs will be posted.

 

• Click Manager Self Service

 

• Click Reported Time under Approve Time and Exceptions

 

• Enter the correct Group ID or enter the Employee’s ID number.

• Click

 You will only be shown employees who need to have their time approved.  If the employee has not submitted any time approval, they will not appear in this page.  To see a list of all your employees, you will need to approve time under Report Time.

 If you cannot see specific employees, there may be a problem with either the Approval Ladders or the employee’s record. Contact the HR Helpdesk to address this problem. If you see employees who do not report directly to you, contact the HR Helpdesk to have them removed.

 

• A list of employees who have time or leave to approve will display.

 

• Click on the Employee’s name to view their time and leave for approval.

 

 

 If your employee is taking a partial day of leave, they must also enter their regular hours worked.  The hours MUST add up to regularly scheduled working day.

 The Leave Balances are shown on the bottom of the Timesheet.  The Annual Leave Detail and Compensatory Time Detail  links provide a breakdown on the Employee’s leave balances.

Plan Type (from screenshot above)

Sick leave balance above includes carry over from the previous fiscal year plus any earned and taken to date.

Annual leave balance includes the employee’s full year entitlement.  If they terminate before the end of the fiscal year you will not have earned the full entitlement.  The  “to date” annual leave balance can be viewed under Annual Leave Detail.

Special leave balance includes your carry over from the previous fiscal year plus any earned and taken to date.

Compensatory time – (Lieu, Callback, and/or Statutory Banks if applicable) include any earned and taken hours that have been processed.  A breakdown of your earned and taken can be viewed under Compensatory Time Detail.

How the Balances Update

Annual, sick and special leave balances will update as the employee enters leave.  For example, if they request future dated annual leave, their balance will updated immediately.

If you deny an employee’s leave request for sick, annual or special leave, the denied hours will return to their leave bank and their balance will be updated immediately

Compensatory time balances will not update as the employee submits a request.  These entries will need to be processed by the Self Service system.  This process is completed on a daily basis, however only entries with a status of ‘Approved’ will be processed. If you want to deny an employee’s  Compensatory Time, either you or the employee must manually delete these compensatory hours  from their Timesheet.  Once deleted, these hours will be immediately returned to the employee’s Compensatory Balance.

If your employee is eligible for a Compensatory Time Plan, and they do not have one displayed, contact the HR Helpdesk.

 

• Once you have reviewed your employee’s time, you can choose to approve or deny the employee’s requests individually or all at once.

 Self Service allows Employees to charge overtime to a different combination code.  There may be times when they work for another division within your  Department and these hours are billed to that division.  You will responsible for approving hours billed to another division.

 

• To approve or deny individual requests, click the ‘select’ box next to the request.

• To approve or deny the employee’s requests all at once, click “Select All” to highlight all requests for approval or denial.

•  Click  to approve selected requests.
  
• Click to deny selected time or leave.

 If you would like to approve some requests and deny others within the same list, these steps must be done separately.

Return to main menu