Time - Approving or Declining Time and Expenses

The Approving Time and Expenses functionsallow the Department Head (see Note) to quickly and easily review all time and expense submissions prior to approving or declining, for multiple projects and/or specific tasks. This is the final step prior to invoicing.

The My Time Entry Profile page is the preferred page for Approving Time and Expenses. This function can also be done from the Time link icon on the Time and Billing Overview page.

Note: Approving time requires Department Head permissions to access the information.

Approving Time

Once time is approved it will display in the time this week and/or time last week child forms on the My Time Entry Profile and the time child form on the Project Profile. The Approved field will be automatically checked but the record will NOT be editable by the user.

To approve time, complete the following steps:

  1. Expand the Module Menu in NetForum.
  2. Click the Time hyperlink to launch the Time module.
  3. Hover over the Time Entry group item to expand the Time Entry fly-out menu.
  4. Click the Time Entry Profile link to open your Time Entry Profile.
  5. Click the Approve Time icon located in the Action Bar of the Time Entry Profile.

    Only individuals with the department head permission will see this icon.

    This will open the Time Approve pop-up window.

    This form allows you to specify certain search criteria to locate Time Entries you wish to approve.

  6. Expand the Selected User drop-down menu to search for a specific user whose time you wish to approve. This drop-down menu defaults to All in order to display all Time Entries for the selected Billing Period.
  7. Expand the Billing Periods drop-down menu to view Time Entries from a specific Billing Period.

    As you make these selections, Time Entries will be listed in the Time Approval section of the Time Approve pop-up window.

  8. If needed, click the Edit icon next to a Time Entry to modify that entry.
  9. Click the approve button to approve the Time Entries displayed on the Time Approve pop-up window.

Declining Time

If Time is declined, ALL of the information is returned to Submitted status. The information is displayed on the Time child form, the Submitted and Approved fields are not checked, and an e-mail is automatically generated informing the staff member that the time was declined.

To decline time, complete the following steps:

  1. Expand the Module Menu in NetForum.
  2. Click the Time hyperlink to launch the Time module.
  3. Hover over the Time Entry group item to expand the Time Entry fly-out menu.
  4. Click the Time Entry Profile link to open your Time Entry Profile.
  5. Click the Approve Time icon located in the Action Bar of the Time Entry Profile.

    Only individuals with the department head permission will see this icon.

    This will open the Time Approve pop-up window.

    This form allows you to specify certain search criteria to locate Time Entries you wish to decline.

  6. Expand the Selected User drop-down menu to search for a specific user whose time you wish to decline. This drop-down menu defaults to All in order to display all Time Entries for the selected Billing Period.
  7. Expand the Billing Periods drop-down menu to view Time Entries from a specific Billing Period.

    As you make these selections, Time Entries will be listed in the Time Approval section of the Time Approve pop-up window.

  8. If needed, click the Edit icon next to a Time Entry to modify that entry.
  9. Click the decline button to decline the Time Entries displayed on the Time Approve pop-up window.

    Once time is declined, an email will be generated to the individual whose time was declined informing them of this decision.

Approving Expenses

Once an expense is approved it will display in the expense this month and/or expenses last month child forms on the My Time Entry Profile and the expense child form on the Project Profile. The record will NOT be editable by the user. Approvals of expenses are not linked to any specific billing periods.

To approve expenses, complete the following steps:

  1. Expand the Module Menu in NetForum.
  2. Click the Time hyperlink to launch the Time module.
  3. Hover over the Time Entry group item to expand the Time Entry fly-out menu.
  4. Click the Time Entry Profile link to open your Time Entry Profile.
  5. Click the Approve Expenses icon located in the Action Bar of the Time Entry Profile.

    Only individuals with the department head permission will see this icon.

    This will open the Approve Expenses pop-up window.

    This form allows you to specify certain search criteria to locate Expenses you wish to approve.

  6. Expand the Expenses By drop-down menu to search for a specific user whose expenses you wish to approve. This drop-down menu defaults to All in order to display all Expenses.

    As you make these selections, Expenses will be listed in the Expenses Approval Grid section of the Approve Expenses pop-up window.

  7. If needed, click the Edit icon next to an Expense to modify that Expense.
  8. Click the approve button to approve the Expenses on the Approve Expenses pop-up window.

Declining Expenses

If Expenses are declined, ALL of the information returns to the submitted status.

The information is displayed on the expenses child form, the submitted and approved fields are not checked, and an e-mail is automatically generated informing the staff member that the expenses were declined.

To decline expenses, complete the following steps:

  1. Expand the Module Menu in NetForum.
  2. Click the Time hyperlink to launch the Time module.
  3. Hover over the Time Entry group item to expand the Time Entry fly-out menu.
  4. Click the Time Entry Profile link to open your Time Entry Profile.
  5. Click the Approve Expenses icon located in the Action Bar of the Time Entry Profile.

    Only individuals with the department head permission will see this icon.

    This will open the Approve Expenses pop-up window.

    This form allows you to specify certain search criteria to locate Expenses you wish to decline.

  6. Expand the Expenses By drop-down menu to search for a specific user whose expenses you wish to decline. This drop-down menu defaults to All in order to display all Expenses.

    As you make these selections, Expenses will be listed in the Expenses Approval Grid section of the Approve Expenses pop-up window.

  7. If needed, click the Edit icon next to an Expense to modify that Expense.
  8. Click the decline button to decline the Expenses on the Approve Expenses pop-up window.

    An email will automatically be sent to the user informing them that their Expense was declined.