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For Supervisors, Managers, and Designated Approvers
This guide provides step-by-step instructions for approving employee timesheets in Ellucian Self-Service through the SJR State Portal. It also includes directions for assigning or using proxy access for timesheet approvals.
Table of Contents
Approving Employee Time Sheets
This section is for managers, supervisors, or others designated as direct approvers for employees.
1. Access the Approve Time page
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Log in to the SJR State Portal.
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From the Employee Quick Links card, click Employee Self-Service Dashboard.
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Under My Activities, click Approve Time
2. Narrow the approval queue
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At the top of the Time Approval screen use the drop-down menus to set:
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Department (if you approve multiple departments)
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Pay Period (select the exact pay period you’re approving)
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Status (set to Pending to see timesheets ready for approval)
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You may also search for a specific employee by name or ID number.
Tip: Only timesheets in Pending status can be approved. Other statuses (Returned, Approved) are view-only for that action.
3. Open and review a timesheet
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Click the employee’s Last Name, First Name (or the name link) to open the detailed timecard.
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Verify the following for each employee:
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Correct position and department code.
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Hours for each day (regular, overtime, comp, leave).
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Lunch/deducts and break entries.
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Any payroll warnings or system flags.
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Click the message icon or comments area to view notes from the employee or payroll.
4. Actions available on the timesheet screen
From the employee timesheet view you can take one of these actions (buttons typically at the top/right):
a. Approve — Finalize the timecard for payroll.
- Click Approve. Confirm when prompted. The status will change to Approved and route to Payroll.
b. Return for Correction — Send it back to the employee.
- Click Return for Correction. A comment box appears — required: explain what needs fixing (dates, missing hours, incorrect time type).
- The employee receives the timesheet to update and resubmit.
c. Details (Edit) — Make edits on behalf of the employee (if your Ellucian version allows edits).
- Click Details (or the Edit icon). Select the date/entry to modify and save changes. Always add a comment explaining what you changed and why.
- After editing, either Approve or Return for Correction depending on the situation.
d. Return (Back) — Go back to the main approval list to select the next employee.
5. Approve individually or by group
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Individual approval: Open each timesheet, review, then Approve.
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Group approval: Use Group Approval or select multiple checkboxes in the list view and approve all selected. Only use group approval when you’ve verified each selected timesheet is correct.
Approving Time Sheet as a Proxy
Use this when you are an assigned proxy approving on behalf of another supervisor.
1. Confirm proxy setup (approver action, done before proxy can act)
2. Switch into proxy mode
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Log in to the SJR State Portal and go to Approve Time.
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Click the Proxy Super User button (top-right of the Approve Time screen).
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In the Act as a Proxy for drop-down, select the approver’s name.
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Click Navigate to Time & Leave Approvals (or the equivalent navigation link) to open their queue.
3. Approve in proxy mode
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You will see a banner indicating you are acting as a proxy for [Approver Name].
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Follow Section 1 steps to review and take actions (Approve, Return for Correction, Details) on their employees’ timesheets.
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The system logs your name and notes that the approval was made as a proxy.
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To stop acting as a proxy, return to Proxy Super User and choose your own name (or sign out).
Best practices for proxies
- Communicate: Confirm with the approver that you have completed the timesheet approvals.
- Deadline Awareness: Ensure all timesheets are approved before the payroll deadline to prevent delays in employee payments.
- Documentation: Your approval as a proxy will be documented in the system, and you are accountable for the approvals you make.
Adding/Deleting a Proxy
This guide is for supervisors who need to delegate timesheet approval authority to another employee (a proxy) for periods of absence.
Before you begin: Proxy prerequisites
- Designated approver: Only the supervisor of record can assign proxy access.
- Notify your proxy: Remember to inform your proxy if you will be away and unable to approve timesheets by the deadline.
Steps to add a proxy
1. From the Employee Dashboard, click Approve Time (My Activities).
2. Click Proxy Super User in the top-right corner of the timesheet screen.
3. Click Add a New Proxy (blue button).
4. Select the person from the drop-down list. If Employee is missing contact HR (Tammy Bartelli)
5. The system saves automatically — the proxy can now act on your behalf.
Steps to delete a proxy
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On the Proxy Super User page, locate the proxy you want to remove.
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Check the box beside their name and click Delete Proxies (or the Delete action).
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The removal is saved automatically. Notify the removed proxy if appropriate.
Missed Deadlines and Payroll Compliance
If a supervisor or proxy does not approve employee timesheets by the 4:00 p.m. deadline, the Web Time Entry system automatically locks down, preventing further approvals.
When this occurs:
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The Payroll Department will force-approve the employee’s timesheet on your behalf to ensure the employee is paid on time.
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You will receive notification from Payroll and be required to complete a Paper Approver Form.
About the Paper Approver Form
The Paper Approver Form:
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Must be signed by both you (the approver) and your Vice President (VP).
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Requires you to document:
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Is retained for audit and reporting purposes and reviewed by the VP for Finance and Administration/CFO.
Important Reminders
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Approvers and proxies should always review and approve timesheets before the deadline posted on the Web Time Entry Payroll Calendar attached to this article.
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Failure to approve on time may result in additional administrative review and may delay future payroll processing.
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If you know you will be unavailable on the approval date, make sure a proxy is set up and notified in advance.
FAQs
Frequently Asked Questions (FAQ)
When must I approve timesheets?
What if the proxy I want to add isn’t in the drop-down list?
Can an employee correct a timesheet after submission?
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Yes — if the timesheet has not yet been approved by the supervisor and the payroll finalization time has not passed.
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Once a timesheet is Approved, corrections require Payroll intervention — submit the required documentation to Payroll (email or forms as directed).
What if I need to change hours after approval?
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Once approved, changes generally must be processed by Payroll. Contact Payroll with details and any required forms (e.g., missed pay forms) and include both employee and supervisor signatures where required.
Student work restriction note
- Approvers for students must ensure they do not work during scheduled class time.
What if I need additional assistance?
If you are having access problems, or do not see a time sheet, please call or email Human Resources:
Tammy Bartelli
If you are having issues with your time already entered and need to submit, or you have already submitted and need to make an adjustment, please contact (Payroll)
Lonell Segars
SJRstate IT is here to help! Reach out to us by:
- Calling the Helpdesk at (386)312-4142
- E-mailing Helpdesk@SJRState.edu
- Using the Help Portal at help.sjrstate.edu , and filing a service request ticket for the appropriate service. If you're not sure which service to use, you can submit a general request with the button below and we'll categorize it for you!
Submit General I.T. Helpdesk Ticket (Staff And Faculty)