Timecard Approval Setup
Access the Supervisors window in J1 Desktop.
Right-click and select Add Row. A new row appears.
In the ID Number column, enter the ID number for the employee being added as a supervisor.
Tip
To search for an ID Number, right-click and select Advanced Search.
In the Number of Employees column, enter the number of employees they supervise.
Click the Save button.
Access the HR Positions via Payroll window in J1 Desktop.
In the ID Number column, enter the ID number for the employee being assigned to the supervisor.
Tip
To search for an ID Number, right-click and select Advanced Search.
From the Supervisor drop-down list option, select the employee's supervisor for the position.
Note
If an employee has multiple positions within your organization, scroll down and select the supervisor for each active position to be available via CRM Staff.
Click the Save button.
Access the HR Employee Master via Payroll or HR Positions via Payroll window in J1 Desktop.
In the ID # column, enter the ID number for the user to be available via JICS. The employee's information on the Name tab appears.
Click the Positions tab. The position information for the selected employee appears.
Notice
If an employee has multiple positions within your organization, scroll down and select the Show On Web? checkbox for each position to be available via CRM Staff.
Select the Show On Web? checkbox.
Click the Save button.
Log into the Campus Portal as a Timecard Approval administrator.
Access the main screen of the Timecard Approval feature.
Click Admin Options. The Admin Options screen appears.
Click Timecard Submission Deadlines. The Set Up Deadlines screen appears.
In the Time Entry Cutoff Date column, enter the numbers of days after each pay period ends in which employees have to enter their worked hours.
Note
After this number of days, the period appears closed to the employee and they are unable to make changes to the hours they have saved on their timecard for the period.
In the Time Entry Submission Deadline column, enter the number of days after the Time Entry Cutoff Date that a manager has to submit their employees' timecards to Payroll.
Note
If a timecard has not been submitted after this number of days, it is considered overdue in any list of current pay periods.
Click the Save Deadlines button. The configurations are established and the Admin Options screen reappears.
Log into the Campus Portal as a Timecard Approval administrator.
Access the main screen of the Timecard Approval feature.
Click Admin Options. The Admin Options screen appears.
Click Timecard Entry Rules. The Define Timecard Entry Rules screen appears.
To allow employees to enter hours for future dates and times, select the If selected, employees may enter hours for dates and times later than the current time checkbox.
Click the Save Entry Rules button. The configurations are established, and the Admin Options screen reappears.
Log into the Campus Portal as a Timecard Approval administrator.
Access the main screen of the Timecard Approval feature.
Click Admin Options. The Admin Options screen appears.
Click Supervisor and Alternate Approver Assignments. The Supervisors and Alternate Approvers screen appears.
From the Supervisor(s) section, click Edit Supervisors. The Edit Alternate Approvers screen appears.
Click Edit Approver(s). The Select Users window appears.
From the users panel, scroll down to find the users.
Select the users and click the Add button.
Click the OK button. The Select Users window closes and the selected users can now view, edit, and submit timecards for all pay groups.
Click the Save Approvers button. The Edit Alternate Approvers screen closes and the Supervisors and Alternate Approvers screen reappears.
Alternate approvers can edit or submit timecards for selected departments, pay groups, or pay groups within any departments.
Click Add Approvers for a new Group. The Add Alternate Approvers by Employee Group screen appears.
From the Pay Groups list, select the pay groups for which you are adding approvers. The Add Approvers link appears.
Click Add Approver(s). The Select Users window appears.
From the users panel, scroll down to find the users.
Tip
To quickly find a user, sort them by role or enter a specific name in the Last Name and First Name search options. If the user is not displayed, they may not be in the system. Contact your IT Department for more information.
Select the users, and click the Add button.
Click the OK button. The Select Users window closes, and the selected users can now edit or submit timecards for the selected pay groups.
Click the Save Approvers button. The Add Alternate Approvers by Employee Group screen closes, and the Supervisors and Alternate Approvers screen reappears.
Locate the pay group to which you want to add alternate approvers.
Click the Edit icon. The Edit Alternate Approvers screen appears.
Click Edit Approver(s). The Select Users window appears.
From the users panel, scroll down to find the users.
Tip
To quickly find a user, sort them by role or enter a specific name in the Last Name and First Name search options. If the user is not displayed, they may not be in the system. Contact your IT Department for more information.
Select the users, and click the Add button.
Click the OK button. The Select Users window closes and the selected users can now edit or submit timecards for the selected pay groups.
Click the Save Approvers button. The Edit Alternate Approvers screen closes, and the Supervisors and Alternate Approvers screen reappears.
Alternate approvers for managers can edit and submit timecards for any of the selected manager's employees.
Click Add Approvers for a new Manager. The Add Alternate Approvers for a Manager screen appears.
Select the manager for whom you want to add alternate approvers. The Add Approver(s) link appears.
Click Add Approver(s). The Select Users window appears.
From the users panel, scroll down to find the users.
Tip
To quickly find a user, sort them by role or enter a specific name in the Last Name and First Name search options. If the user is not displayed, they may not be in the system. Contact your IT Department for more information.
Select the users, and click the Add button.
Click the OK button. The Select Users window closes, and the selected users can now edit or submit timecards for the employees of the selected manager.
Click the Save Approvers button. The Add Alternate Approvers for a Manager screen closes, and the Supervisors and Alternate Approvers screen reappears.
Locate the manager for whom you want to add alternate approvers.
Click the Edit icon. The Edit Alternate Approvers screen appears.
Click Edit Approver(s). The Select Users window appears.
From the users panel, scroll down to find the users.
Tip
To quickly find a user, sort them by role or enter a specific name in the Last Name and First Name search options. If the user is not displayed, they may not be in the system. Contact your IT Department for more information.
Select the users and click the Add button.
Click the OK button. The Select Users window closes, and the selected users can now edit or submit timecards for the employees of the selected manager.
Click the Save Approvers button. The Edit Alternate Approvers screen closes, and the Supervisors and Alternate Approvers screen reappears.