Bulk Approval

Note: When bulk approval is enabled, the x Timesheets (awaiting action) link on your homepage takes you directly to the Bulk Timesheet Approval screen.

If you can see the Bulk approve employee timesheets link on the Manager Timesheets page, or Manager Bulk Timesheet in the menu, then you can approve multiple timesheets at a time.

Use the following procedure to use bulk approval.

1. Review all of the timesheets.
2. Click the Bulk approve employee timesheets link (or Manager Bulk Timesheet in the menu).

   The Bulk Timesheet Approval page appears.

   Note: You cannot approve an employee's timesheet if it contains unapproved leave, so the timesheet is not displayed on the Bulk Timesheet Approval page.

   

   If you are unsure of any of the timesheets, then click the Detail link to view the details of the timesheet.

   • If you want to approve all of the timesheets, then click the checkbox in the header row to tick all checkboxes.
   • If you want to approve some timesheets, then click the checkboxes for the timesheets that you want to approve (or click the header checkbox to tick all, and then remove the ticks for the timesheets that you do not want to approve).
3. Click the Approve selected link.

   All of the selected timesheets are approved. This procedure has the same effect as approving the timesheets individually from the Timesheets summary page. For example, emails are sent, the Recall timesheet option appears, and the Timesheet Admin can finalise the timesheets.

   The x timesheet(s) were successfully approved message appears below the header.

   Note: If an error occurs while the timesheets are being approved:
   - the timesheets that can be approved are approved.
   - the timesheets that cannot be approved will remain on the Bulk Timesheet Approval page and a message will notify the user that some timesheets could not be approved.

Approved partial leave that clashes with Group 2 Timesheets - bulk approval outcome

Timesheets that include timebands (Group 2) can in some circumstances contain approved partial leave that clashes with existing timebands in the timesheet.

The above scenario can occur in cases where partial leave has been approved after the timeband timesheet has been submitted by an employee and before the timesheet has been approved by a manger / admin.

If a manager/admin singly chooses this timesheet for approval (by viewing or editing the employee's timesheet), they cannot approve the timesheet.

When bulk approving timesheets as a manager / admin, the timesheet with clashing timebands will appear for list for bulk approval and can be thus selected for approval, but will fail the approval action.

The failed timesheet will remain in the list shown for bulk approval. This failure will then allow the timesheet to be corrected before approving it in its corrected form.

Topic: 38418