Guide Guide for Approving Time and Time Approval Delegation (Managers and Supervisors)

The following guide is for managers and supervisors who approve employee time.

Time and Labor WorkCenter

Important Reminders:

  • Use the Time and Labor WorkCenter to approve time for employees who use Reported and Punch timesheets.
  • The Time and Labor WorkCenter can be used to approve time for employees that use a Time Collection Device (TCD) or the Labor Distribution timesheet to record their time. Review the TCD and Labor Distribution Approver job aids for more detailed instructions for these approver types.
  • It is a statutory requirement to approve all time worked.
  • Time approval responsibilities should follow the reporting structure of your department.
  • The deadline for reporting time is each Thursday at 5:00PM.
  • The deadline for time approval is each Friday at 12:00PM; if you approve time for employees who work Friday 2nd or 3rd shift, or anytime on Saturday, the deadline for time approval is Sunday at 6:00PM.
  • Questions regarding time approval policy should be directed to your agency human resources/payroll office.
  • If you have questions regarding how to perform time approval transactions, please contact the MassHR Employee Service Center (ESC) or your Agency Human Resources/Payroll Department if you are not supported by the ESC.

Navigating to the Time and Labor WorkCenter

As a supervisor or manager, you use the Time and Labor WorkCenter to approve employees’ reported time. The Time and Labor Work Center provides two options to select employees that need approval. On the left side under My Work, the first option displays in parentheses all direct and indirect employees that need approval. When selecting the Pending Reported Time link, all the direct and indirect employees display. If the approver prefers to only view thier direct reports, the second option allows approvers to exclude indirect reports. This is done by clicking "Get Employees". Once the approver clicks on "Get Employees" from the Approve Reported Time page, the system will only return those employees who are direct reports and have reported time to approve.

Step Action
1. From the Employee Self-Service homepage, click on the MY TEAM tab. Next Click on the TIME AND LABOR WORKCENTER link located in the MANAGER LINKS box. Note: Users can also navigate to Main Menu, Manager Self Service, Time Management, Time and Labor Workcenter
2. The Time and Labor WorkCenter summarizes time reporting data submitted by your employees. To review and approve time, use the following links listed:

APPROVE REPORTED TIME tab displays pending reported time for employee.
TIMESHEET tab opens employee timesheet to review and approve reported time.
LEAVE BALANCES tab displays detailed view of employee leave balances such as starting balance, hours earned, hours taken, hours adjusted, and ending balance for pay period.
PAYABLE TIME SUMMARY tab displays pending payable time for employee, such as overtime.
MANAGE SCHEDULES tab displays detail view of employee assigned work schedule and default hours.
EXCEPTIONS tab displays reason an employee has low and high exceptions on timesheet.

Approving Time from the Time and Labor WorkCenter:

The Time and Labor WorkCenter summarizes time reporting data submitted by your employees. To review and approve time, use links to visit each employee’s TIMESHEET page.

Step Action
1. On the Approve Reported Time tab, select the Get Employees button to show employees needing approval, then in the LAST NAME column, select the first employee name.

Note: The TIMESHEET for the selected employee displays.
2. To approve time, managers must review their employees daily reported hours.

Note: If applicable, shift differential and weekend differential will calculate automatically for a punch timesheet employee based on the employee’s IN and OUT times.
3. Review each row of punch or reported time. For the row, ensure that the total reported hours match the total scheduled hours for the employee.
4. For every other row of the employee’s time reporting data, review and as appropriate, select the checkbox to select the row.
5. When finished reviewing and selecting all reported rows for the employee, select the APPROVE button.

A dialog box asks if you are sure you want to approve the time selected. Once the page is saved, the time cannot be unapproved.
6. Select OK to approve or Select CANCEL not to save the approval.

Note: A SAVE CONFIRMATION message appears, signaling that the save was successful.
7. Select OK to acknowledge the confirmation.

Note: You are returned to the TIMESHEET.
8. Navigate to the next employee by selecting the NEXT EMPLOYEE LINK at the top of the page.
9. Review and approve the next employee’s time reporting data by repeating Steps 2 through 8.
10. Select the SIGN OUT link to log out of Employee Self-Service.

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Reporting Time for an Employee

Important Reminders:

  • Reporting time for an employee should be the exception, rather than the rule. The recommended business practice is for the employee to enter time on his/her own timesheet or to direct the employee to contact the MassHR Employee Service Center (ESC), or your Agency HR/Payroll Department if you are not supported by the ESC.
  • The deadline for time reporting is each Thursday at 5:00PM.
  • The deadline for time approval is each Friday at 12:00PM; if you approve time for employees who work Friday 2nd or 3rd shift, or anytime on Saturday, the deadline for time approval is Sunday at 6:00PM.

Manager/Supervisor: Reporting Time for an Employee

Step Action
1. From the Employee Self-Service homepage, select the MY TEAM tab. Next select the TIME AND LABOR WORKCENTER link located in the MANAGER LINKS box.
2. On the Time and Labor Workcenter you will have six links under the Welcome, APPROVE REPORTED TIME, TIMESHEET, LEAVE BALANCES, PAYABLE TIME SUMMARY, MANAGE SCHEDULES AND EXCEPTIONS. Select the TIMESHEET link.

On the top of the page is the Employee Selection Criteria table which is pre-populated with your TIME REPORTER GROUP ID.

Note: If you are a delegate time approver, please review the Time Approval Delegation job aid for detailed instructions on how to review and approve time for employees that have been delegated to you.
3. To review and approve time for your direct reports, select the GET EMPLOYEES button. Employee Self-Service will return a list of employees that report to you based on the search criteria entered in the Employee Selection Criteria table.
4. Select the appropriate employee name in the LAST NAME column.

Note: If you select the first employee in the LAST NAME column, you can use the NEXT EMPLOYEE link to navigate through your employee timesheets.
5. On the selected employee, report hours as needed on their timesheet in the applicable format of Reported or Punch time.

Note: If an employee’s timesheet is blank you need to do the following to populate the default timesheet.

1. Select the APPLY SCHEDULE button to populate an employee’s schedule with their in, meal out, meal in and out times.
2. Select the SUBMIT BUTTON. The submit confirmation page will appear.
3. On the submit confirmation page is the employee certification message which states “I certify that the information entered is accurate and complete.” Select the OK button to certify the timesheet. By entering time for an employee you are attesting to their attendance record and are responsible for accuracy.
6. Select the SELECT ALL button to select every day on the timesheet.
7. Select the APPROVE SELECTED button to approve every day on the timesheet.
8. Select the OK button to approve the employee’s reported time.
9. Select the OK button on the confirmation page.
10. Select the RETURN TO SELECT EMPLOYEE link to return to the Timesheet Summary.
11. Review the status column in the reported time status table. Ensure that each day has an approved status.
12. Select the SIGN OUT link to log out of Employee Self-Service.

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Time Collection Device (TCD) Approver

Important Reminders

  • Punches from a TCD will populate the Employee Self-Service punch timesheet.
  • Review the punch timesheet navigation online learning and job aid before you approve and/or edit an employee’s timesheet, to familiarize yourself with the layout of the punch timesheet.
  • Employees cannot edit their own punches. As an approver, you may edit punches on the employee’s behalf, under certain circumstances.
  • Employees cannot perform prior pay period adjustments. As an approver, you have the ability to perform and approve prior pay period adjustments on the employee’s behalf..
  • Approvers may record leave, regular time, or other time reporting codes on behalf of their employees.
  • Employee Self-Service calculates shift differential and weekend differential automatically based upon an employee’s reported IN and OUT times, if applicable.
  • If you need assistance with the time approval process, editing punches, or completing prior pay period adjustments, please contact the MassHR Employee Service Center (ESC) at 1-855-447-7778 for assistance (for ESC user Agencies only). If you work in a non-ESC supported Agency, please direct your questions to your Human Resources/Payroll Department.
  • Please be sure to review your Agency’s policies and procedures regarding time approval. Questions about specific Agency policies should be directed to your Human Resources/Payroll Department.

Manager/Supervisor: Approving Time for Time Collection Device (TCD) Users

Step Action
1. From the Employee Self-Service homepage, select the MY TEAM tab. Next select the TIME AND LABOR WORKCENTER link located in the MANAGER LINKS box.
2. On the Time and Labor Workcenter you will have six links under the Welcome, APPROVE REPORTED TIME, TIMESHEET, LEAVE BALANCES, PAYABLE TIME SUMMARY, MANAGE SCHEDULES AND EXCEPTIONS. Select the TIMESHEET link.

On the top of the page is the Employee Selection Criteria table which is pre-populated with your TIME REPORTER GROUP ID.

Note: If you are a delegate time approver, please review the Time Approval Delegation job aid for detailed instructions on how to review and approve time for employees that have been delegated to you.
3. To review and approve time for your direct reports, click on the GET EMPLOYEES button. Employee Self-Service will return a list of employees that report to you based on the search criteria entered in the Employee Selection Criteria table.
4. Select on the appropriate employee name in the LAST NAME column.

Note: If you select the first employee in the NAME column, you can use the NEXT EMPLOYEE link to navigate through your employee timesheets.
5. The employee’s punch timesheet will display. As a time approver, you will need to:

a. Review the punches in the IN, MEAL OUT, MEAL IN, and OUT columns and the employee’s total reported hours vs. scheduled hours. As an approver, you can see which TCD machine the employee used to record their time by reviewing the TIME COLLECTION DEVICE ID column.
b. You can report time or adjust time as necessary, to report regular (work) time; leave; overtime; comp time; and when needed standby pay to an employee’s timesheet, as well as different time reporting codes (TRC’s).
c. Review the employee’s leave balance table. The TCD will allow the employee to report more time than they have access to; if this happens, you will need to adjust the employee’s reported leave. It is suggested that you should communicate with the employee prior to performing the change.
d. Shift differential and weekend differential will be calculated automatically by SSTA based on the employee’s IN and OUT times, if applicable.
e. If you make any changes to the employee’s timesheet, you must select the SUBMIT button. If no changes are needed, continue to step 6.
6 Locate the SELECT column on the timesheet. Select the check box for each row you wish to approve or click the SELECT ALL button to select all hours that need approval. Select the APPROVE SELECTED button.
7 An approve confirmation message will appear. Review this message carefully. Select OK to approve the employee’s reported time, or select CANCEL to return to the employee’s timesheet. By selecting OK you have electronically signed your employee’s timesheet. After you select OK, the Approve Confirmation page appears which informs you the approval was successful.
8 On the Approve Confirmation page, select OK to return to employee’s timesheet.
9 Select on the SIGN OUT link to log out of Employee Self-Service.

eLearning Video for Manager/Supervisor

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Labor Distribution Approver

Important Reminders:

  • You will use the Time and Labor Workcenter function in Employee Self-Service to review and approve time for Labor Distribution Timesheet users.
    • Using the Time and Labor Workcenter function allows you to view and edit an employee’s time just as you would on your own timesheet.
  • If you are an approver for a Labor Distribution Timesheet user, you will need to review:
    • Employee’s Reported Time (regular time and leave)
    • Reported Combo Codes
    • Reported User Fields (if applicable)
  • Time approval responsibilities should follow the hierarchical reporting structure of your department.
  • Questions on the use of Combo Codes or User Fields should be directed to your Agency’s Human Resources/Payroll Department. Combo Codes and User Fields are customizable by individual Agency.
  • Questions regarding time approval policy should be directed to your Agency Human Resources/Payroll Department.
  • If you have questions regarding how to perform time approval transactions, please contact the MassHR Employee Service Center or your Agency Human Resources/Payroll Department.

Manager/Supervisor: Approving Time for Labor Distribution Timesheet Users

Step Action
1. From the Employee Self-Service homepage, select the MY TEAM tab. Next select the TIME AND LABOR WORKCENTER link located in the MANAGER LINKS box.
2. On the Time and Labor Workcenter you will have six links under the Welcome, APPROVE REPORTED TIME, TIMESHEET, LEAVE BALANCES, PAYABLE TIME SUMMARY, MANAGE SCHEDULES AND EXCEPTIONS. Select the TIMESHEET link.

On the top of the page is the Employee Selection Criteria table which is pre-populated with your TIME REPORTER GROUP ID.

Note: If you are a delegate time approver, please review the Time Approval Delegation job aid for detailed instructions on how to review and approve time for employees that have been delegated to you.
3. To review and approve time for your direct reports, select the GET EMPLOYEES button. Employee Self-Service will return a list of employees that report to you based on the search criteria entered in the Employee Selection Criteria table.
4. Select the appropriate employee name in the LAST NAME column.

Note: If you select the first employee in the NAME column, you can use the NEXT EMPLOYEE link to navigate through your employee timesheets.
5. The employee’s timesheet will display. Review and edit the employee’s reported time as applicable. Reference the Employee Timesheet Navigation for detailed timesheet fields definitions.
  To approve an employee’s reported time, managers must review the following: For Employees with Punch Timesheets:
  • REPORTED versus SCHEDULED hours
  • DAY Column
  • DATE Column
  • IN Column
  • MEAL OUT Column
  • MEAL IN Column
  • OUT Column
  • TRC Column
  • DAILY HOURS Column
  • COMBO CODE Column
  • USER FIELDS 1-5 Columns (If applicable)
For employees with Reported Timesheets:
  • REPORTED versus SCHEDULED hours
  • DAY Column
  • DATE Column
  • TRC Column
  • DAILY HOURSColumn
  • COMBO CODE Column
  • USER FIELDS 1-5 Columns (If applicable)*

*Not all Agencies will use User Fields. If applicable, your Agency Human Resources or Payroll Department will inform you how to use the User Fields appropriately. If you are required to use a User Field, your Agency may determine which combination of fields to use. For example, you may only need to place an entry in User Field 2. Contact your Agency for more direction.
6. Select the SELECT ALL button to approve every day on the timesheet. Notice checkmarks will appear in the SELECT column. Alternatively, you may select each box individually to approve independently.
7 Select the APPROVE SELECTED button to approve every day on the timesheet.
8 Select on the OK button to approve the employee’s reported time.
9 Select on the OK button on the confirmation page.
10 Review the status column in the reported time status table. Ensure that each day has an approved status.
11 Select on the SIGN OUT link to log out of Employee Self-Service.

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Time Approval Delegation

Managers/Supervisors who are time approvers in Employee Self Service have the ability to delegate their time approval responsibilities to another Manager/Supervisor for situations in which they will be out of the office or unable to approve their employee’s time.

As an approver you can delegate to another employee based on your Agency’s policy. You still have the ability to log in to HR/CMS and review your employee’s time during the delegation period; however, you will not be able to approve or edit time. You can revoke the delegation at any time, if needed.

Delegation Functionality in Employee Self-Service

When delegating time approval to another Manager/Supervisor:

  • Ensure the time approval responsibilities follow the hierarchical reporting structure and delegation policy of your department.
  • Inform the selected proxy of your Time Reporter Group. This allows them to filter on your direct reports. Note: Time Reporter Group is a system generated number that is tied to your direct report employees and is defaulted on the Time and Labor Work Center and Timesheet.
  • Ensure the time approval delegation is only for a set period of time (for Example, if you are on vacation). It is not designed to allow permanent delegation of time approval responsibilities.

Note: Group ID is a system generated number that is tied to your direct report employees and is defaulted on the Time and Labor Workcenter.

Important Reminders:

  • Agency Human Resources or Payroll Offices and the MassHR Employee Service Center will monitor the use of time approval delegation.
  • Delegation of time approval responsibilities happens in real time and cannot be retroactively assigned.
  • The deadline for time approval is each Friday at 12:00PM; if you approve time for employees who work 2nd or 3rd shift on Friday or anytime Saturday, the deadline for time approval is Sunday at 6:00PM.
  • During the delegation time period, the delegate will appear on reports as the approver for your employees and will receive system notifications for time approval, if applicable.
  • During the delegation time period, the delegator will not receive emails regarding unapproved or unreported time.
  • During the delegation time period, the proxy will not be able to delegate to another employee.

Before You Begin

There are three types of access which may be required by proxies. Determining the access that your proxy requires will determine the transactions which you will delegate and any additional actions which may be required.

  • Defined Delegation – Should be used when a time approver is unavailable to approve and/or report their employee’s time for a defined period of time (ie. Vacation, Sick Leave, etc.)
    • To delegate to a proxy, select both transaction types, Manage Reported Time and Manage Approve Reported Time.
    • The delegator will have the ability to view their direct reports’ time but will not have the ability to report or approve hours.
  • Time Schedulers – Should be used by selected employees who manage employees’ timesheets and prepare them for approval by a time approver
    • To delegate to a Time Scheduler, select only transaction type, Manage Reported Time.
  • Shared Responsibility – Should be requested for employees who need to have the ability to approve and/or report employees’ time in addition to the time approver (ie. Multiple Supervisors, Administrative Support)

In this Job Aid you will learn how to Delegate Time Approval Authority for Defined Delegation and Time Schedulers.

Step Action
1. Log in to Employee Self-Service using your user ID (employee ID) and password. From the Employee Self-Service homepage, select the MY TEAM tab. Next select Main Menu, Self-Service, then Manage Delegation.
2. Select the Create Delegation Request link.
3. Note: If you have multiple Commonwealth jobs, refer to step 3. If you do not, proceed to step 4.

A table listing your job records is displayed. The table is arranged in 4 columns of information and a row for each job. The columns are:

TITLE: The title of your job displayed as a link.
EMPLOYEE RECORD #: The employee record number that is tied to your job.
POSITION NUMBER: The position number that is tied to your job.
DEPARTMENT: The department that is tied to your job.

Select the job record you want to delegate approvals for by selecting the TITLE link of the correct job.
4. The Create Delegation Request Page will display. Enter the dates of your delegation request. The From Date will default to the current date. Enter a FROM DATE that is today or later. Enter a TO DATE that is the same as or later than your From Date. Your delegation can be future dated, if needed. Select the NEXT button.
5. For Defined Delegation, select the checkboxes beside Manage Approve Reported Time and Manage Reported Time or Select All. For Time Schedulers, select only the checkbox beside Manage Reported Time. Select the NEXT button.
6. A prepopulated list of employee in your hierarchy appears. Select the desired proxy by clicking the radio button next to the employee’s name.
(Note: If the employee you want to delegate to is not listed within the displayed list, click Search by Name. Type the last name of the proxy into the last name field, click the Search button. Select the proxy from the new list that appears by clicking the radio button next to the employee’s name.) Select the NEXT button.
7. Review the delegation request. If all the information is correct, Select the Submit button.
8. You will receive confirmation that the delegation request was submitted. Select the OK button.
9. Refer to the REVIEW MY PROXIES page under MANAGE DELEGATION to view the status of the request. The proxy you selected will now have the ability to ACCEPT or REJECT your Delegation request in their MANAGE DELEGATION page under REVIEW MY DELEGATED AUTHORITIES page. They may reject the request. However, after they accept the request, they will have to contact either you or a system administrator to revoke the request.

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Accept Time Approval Delegation

Managers/Supervisors who are time approvers in SSTA have the ability to delegate their time approval responsibilities to another Manager/Supervisor set up as a time approver for situations in which they will be out of the office or unable to approve their employee’s time.

As an approver you can delegate to another time approver based on your Agency policy. You still have the ability to log in to HR/CMS and review your employee’s time during the delegation period; however, depending on the type of delegation you have selected, you will not be able to approve and/or edit reported time. You can revoke the delegation at any time, if needed. Delegation is an interactive process. The delegator must send the request and the proxy must accept the delegated authority. System generated e-mails are sent throughout the process.

Step Action
1. Log in to Employee Self-Service using your user ID (employee ID) and password. You can navigate to Manage Delegation from the My Delegation pagelet on My Page, by selecting the number under Pending Delegations; or Select Main Menu, Self-Service, then Manage Delegation.
2. Select the Review My Delegated Authorities link.
3. Select the checkbox next to all delegation transactions you are accepting.
4. Select the Accept button.
5. Select the OK button.

Revoke Time Approval Delegation

Managers/Supervisors who are time approvers in SSTA have the ability to delegate their time approval responsibilities to another Manager/Supervisor set up as a time approver for situations in which they will be out of the office or unable to approve their employee’s time.

As an approver you can delegate to another time approver based on your Agency policy. You still have the ability to log in to HR/CMS and review your employee’s time during the delegation period; however, depending on the type of delegation you have selected, you will not be able to approve and/or edit reported time. You can revoke the delegation at any time, if needed. Delegation is an interactive process. The delegator must send the request and the proxy must accept the delegated authority. System generated e-mails are sent throughout the process.

Step Action
1. Log in to Employee Self-Service using your user ID (employee ID) and password. From the Employee Self-Service homepage, select Main Menu, Self-Service, then Manage Delegation. Select the Review My Proxies link.
2. Select the Manage Approve Reported Time option.
3. Select the Manage Reported Time option.
4. Select the Revoke button.
5. Select the Yes - Continue button.
6. Select the OK button.

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