TimeSMART Department/Work
Group – approving and rejecting submitted timesheets

1.
When a Technician submits a timesheet for approval,
the system generates automated email notifications to all approvers (e.g. the
Technician's home Department/Work Group Approver, Supervisor/Line Manager and the
Principal Investigator(s)/Co-Investigator(s) for any research project(s)/sub-project(s)
time).

2.
The text of the approval message directs the
approver to click on the underlined link to access the timesheet that is
waiting for approval (see Figure 1).

Figure 1

3.
When the Approver clicks on the underlined email
link, their TimeSMART Login screen is displayed.

4.
The Login screen prompts the Approver to enter their
College Username and Password and click on the Login button (see Figure
2).

Figure 2

5.
The Timesheet waiting for approval is then displayed.

6.
The Department/Work Group approver is responsible
for checking all entries on the submitted Timesheet.

7.
The Department/Work Group approver will see all
recorded hours for both cost centres and research projects/subprojects submitted
by Technicians in cost centres that they have approval responisbility for.  If there are any discrepancies which
require to rectification, the timesheet must be rejected.  If there are no discrepancies, approve
the timesheet by clicking on the Approve button (see Figure 3).

Figure 3

8.
When the system has processed the Approval, a
message will appear in green font to confirm that the approval has been
recorded (see Figure 4).

Figure 4

9.
If the Approver requires the Technician to make an
amendment, they must add comments explaining why the timesheet has been
returned for amendment in the Reason for rejection: box.  When the comments have been added, click
on the Reject button (see Figure 5).

Figure 5

10.
When the system has finished processing the
rejection request, a confirmation message in green font will be displayed.  This message confirms that the timesheet
has been rejected back to the Technician for amendment (see Figure 6).

Figure 6

11.
To exit the timesheet, click on the Close button
(see Figure 7).

Figure 7

12.
The Technician will receive a system generated email
notification to inform them that the timesheet has been returned for amendment.

13.
The message will include a reason why it has been
returned and will direct the Technician to click on the underlined link to
access the timesheet (see Figure 8).

Figure 8