Reviewing and Approving Your Team's Timesheets

Purpose

Your direct reports' hours are paid only after their timesheet is approved and your company syncs it to payroll. As a Reporting Manager you review the entries during the pay period, fix or accept corrections, and approve each employee's timesheet before the payroll deadline. This article covers the web and the UZIO Mobile App, what approval does, what blocks it, and what you cannot change.

Who can do this: Reporting Managers, for direct reports whose time tracking has been enabled by the employer administrator. Adding, editing, and deleting a team member's time entries is only possible when your company has enabled time entry changes for managers.

When to do this: review exceptions daily and approve once the pay period ends, before your company's payroll approval deadline.

Where to find your team's timesheets

Web. Log in and switch to the Employer Portal. Your team timesheet page lists your direct reports for the selected pay period with each employee's hours and an approval status. Open an employee to see their entries: clock in and out, breaks, duration, notes, and any flags such as Missing Clock Out. You can look at the current pay period and past ones.

UZIO Mobile App. Go to More > Manage Team > Timesheet. The list shows your direct reports, the pay period, each employee's total hours, and their approval status. Tap the date range to change pay period. Tap an employee to see their total paid hours by category (Regular, Overtime, Holiday, Paid Time Off) and a day-by-day list. Tap a day for the work and break breakdown.

Review during the pay period

Work the exceptions as they appear rather than at the deadline:

• Missing Clock Out. The employee forgot to clock out and the entry was flagged after your company's threshold. Either the employee adds the clock-out time or you enter it for them.
• Running time entry. Someone is still clocked in. The employee needs to clock out, or you clock them out or edit the entry.
• Pending employee changes. If your company requires manager approval when employees add or edit their own entries, each such change appears as a pending item on the entry until you Accept or Reject it. A rejected new entry is deleted. A rejected edit reverts to the original times. When you reject, you can enter a reason and choose to email the employee.

Depending on your company's notification settings, you also receive alerts by email, SMS, or push when a team member has been clocked in longer than the configured number of hours, and when they clock in or out early or late against a published shift or miss it entirely.

Correct a team member's time entry

When your company allows managers to change time entries, you can add, edit, and delete entries for your direct reports, on both web and mobile. Use this for a forgotten clock-in or clock-out, a missed break, or an entry the employee never created.

• Add an entry for a day with no entry. Choose Clock In/Out when you know the times, or Duration when you only know total hours. Enter the date, times or duration, the job, and any breaks, then save.
• Edit an entry from its actions menu. Change the times, job, or breaks and save.
• Add a break with the break type and its in and out times.
• Delete an entry from its actions menu. Deletion is permanent.

A reason note is mandatory whenever your company has turned on "Manager notes required for time entry changes". Even then, a note is optional when you accept an employee's own change. Every change is written to the entry's history with who made it, when, from where, and the old and new values. Your team can see that history if your company allows it.

Approve timesheets

Mobile. In Manage Team > Timesheet, select the pay period, then either tap Approve All, or open an employee and tap Approve.

Web. On your team timesheet page, select the pay period, then approve one employee with the Status toggle in their row, approve everyone with Approve All, or open an employee's detailed timesheet and approve there.

What approval does

• It locks the employee's entries. The employee can no longer edit or add entries for that period.
• It marks the employee's hours as ready for payroll. Your company's payroll administrator then runs Sync Hours to Payroll, which sends only approved hours to the pay run. Approval alone does not pay anyone.

What blocks approval

UZIO refuses to approve an employee while any of these is open on the period:

• a running time entry: "Employee's time entry in progress since MM/DD/YYYY. Still want to approve, then clock-out the running entry."
• an employee edit pending your acceptance: "Employee has added time entries which are pending for acceptance. Please review and accept/reject the pending entries before approving." (or "edited")
• a missing clock-out or other exception: "The hours cannot be approved as the employee has some exceptions to be reviewed before approval."

Approve All approves everyone it can and tells you who it skipped: "These employees have pending exceptions to review or an active running time entry." Clear those employees' exceptions and approve them individually.

Changing your mind. Until your company syncs the period to payroll, you can set an approved employee back to Not Approved, make corrections, and approve again.

What you cannot change

Once your company has synced the period or started payroll, the timesheet is locked for you too. You will see one of these:

• "You cannot make a change as hours for this pay period have already been synced with payroll. Please reach out to your employer for more information."
• "You cannot make a change as payroll is initiated or in Draft status. Please reach out to your employer for more information."

Only your payroll administrator can unsync or cancel the payroll. Contact them with the employee's name, the pay period, and the change needed. If the paycheck has already been issued, they will correct it through a special payroll rather than the timesheet.

Common problems

I see "Employee is not belong to that logged-in manager." in the app

You tried to open or change an entry for someone who is not your direct report for that pay period. Manage Team only covers current direct reports. If the person should report to you, ask your HR administrator to update their reporting manager.

I cannot add or edit an entry for my team member

Either your company has not enabled time entry changes for managers, or the entry is already approved or synced. Check the message shown. If there is no message and the options are simply missing, ask your HR administrator about manager edit access.

The approve toggle is greyed out

Hover or tap for the reason. It is one of the blockers above: a running entry, a pending employee change, or a flagged exception such as a missing clock-out. Resolve it and try again.

An employee says their hours are approved but not on their paycheck

Approval is only step one. Your payroll administrator has to sync the approved hours to payroll before the pay run. Ask them whether the period was synced.

Are timesheets ever approved automatically?

No. Nothing approves a timesheet when the pay period ends. The one exception is an employee's termination, when UZIO closes their open entries and approves their remaining periods so their final pay can run.

Related articles

• Getting Started as a Reporting Manager
• Employee side: Clocking In and Out · Forgot to Clock In or Out
• For admins: Approving Timesheets and Syncing Hours to Payroll · Time Entry Exceptions · Time Entry Audit Trail