How do I set up the approval process for work time, project time and expenses?

TimeStatement offers a submission and approval process for work time, project time and expenses.

Employees can send their recorded entries for a specific period to their responsible supervisor for approval. The supervisor then receives an email notification about the new approval request.

If needed, supervisors can remind their employees to submit pending entries for approval.

The supervisor can review the submitted entries and either approve them or reject them with a reason.

If an entry is rejected, the employee can see the reason, correct the details and submit the entry for approval again.

If a period has already been submitted by the employee and approved by the supervisor, it can no longer be edited. In this case, a supervisor must reset the approval. After that, the period can be edited again.

How do I enable and configure the approval process?

To enable the approval process, go to:

Management > Settings > Features

There you can enable the approval features you need:

• Approve work time by supervisor
• Approve project time by supervisor
• Approve expenses by supervisor

Once one of these features is enabled, the matching default approval period setting appears as well (e.g., "Default work time approval period").

Here you can set the intervals at which employees should submit their entries for approval:

• Weekly
• Every two weeks
• Monthly

The selected period determines the time period for which employees submit their entries for approval.

How does an employee submit work time, project time or expenses for approval?

Employees can submit their entries for approval directly in the same view where they record their work time, project time or expenses.

To do this, click "Submit hours" (for expenses: "Submit expenses"). This button is only visible if an administrator has enabled the approval process feature.

After submission, the entries are forwarded to the responsible supervisor for review.

How can supervisors approve or reject work time, project time or expenses?

When the approval process is enabled, supervisors have an additional view. Under Timesheets > Approvals, supervisors can review and manage the submitted work time, project time and expenses of their employees.

The following actions are available for each entry:

• Approve: The entry is confirmed and can no longer be edited afterwards.
• Reject: The entry is rejected with a reason. The employee can then correct the details and submit it for approval again.