Manager Self Service with HR Direct Approval of Time

1. Manager Self Service with HR DirectApproval of Time Step-by-step Instructions for Managers

2. Approval of Time – Role Definitions • Supervisor/Approver – Approve Time • A supervisor is responsible for approving their direct reports’ time • Delegate – Approve Time • Time may be approved by the manager or supervisor or by assigning a delegate to approve time on their behalf • The delegate assumes all responsibility and accountability for the compliance of a department’s payroll in accordance with UMMS policy • The delegate must be another manager or supervisor with similar rank and authority in managing department approvals • Not any employee may approve his or her own time • The delegate will have unrestricted access to your employee’s time sheet in order to approve on your behalf • The manager or supervisor is ultimately responsible for all of the • delegate’s actions

3. Approval of Time – Steps • Hours reported by all employees will be displayed for each day and in total for the pay period through the Manager Self Service (MSS) section. Click the NavBar, then click the “Time Management” folder, then select “Approve Time and Exceptions,” and “Payable Time” • Employees are required to submit their anticipated working hours for the week by Thursday • Managers and Supervisors approve their employees’ timesheets on Fridays for the current week

4. Approval of Time – Steps (Cont’d) The manager and supervisor clicks on the magnifying glass in the time reporter group and clicks “Look Up”. The “Look Up” will show your Group ID. Once you click on your Group ID, scroll to the right of the screen and click “Get Employees”. Change the date range to reflect the current pay period and then click the refresh “two green arrows next to the end date” If the reported hours are correct, the supervisor can click on “select all” and click “approve”. Employees name

5. Entering Exception Time – Steps If you want to change the payable time on an employee’s profile then click on the employee name to retrieve the employee “Approval Details” screen. If you wish to make a correction to a particular day, click on the “select” button of the day you wish to change and the “Adjust Reported Time” button.

6. Entering Exception Time – Steps (Cont’d) • Enter the corrected number of hours on the day you selected and locate the correct Time Reporting Code (TRC) by clicking on the drop down menu, then click Submit. • Note: If the employee takes less than a full days’ worth of accrual time, the day must account for the full days’ worth of hours.

7. Approval of Time – Steps • Changes to the hours are able to be made either by the manager or supervisor, department timekeeper or the employee until Monday prior to noon. • Any changes made to an employee timesheet will need to be processed by Time Admin at the 12 pm and 5 pm run times. After the process runs, the Manager or Supervisor will need to approve the new reported time.

8. Approval of Time – Email Reminder • If manager or supervisors have still not approved employees’ timesheets by Monday morning, an email reminder will notify the supervisor that they need to approve one or more of their employees’ timesheets. • Any changes made to an employees timesheet will need to be processed by the time administrator prior to 12 pm and 5 pm run times, at which time you may approve the new time. • Note: If the employee takes less than a full days’ worth of accrual time, the day must account for the full days’ worth of hours.

9. Contact Information Questions about Approval of Time and/or HR Direct should be referred to: The Payroll Department 508-856-5260, option 4 Payrollumms@umassmed.edu