Quick Start Guide for Supervisors – Viewing and Approving Time
Last Updated on April 23, 2025
View Employee Time Off Balances (Available Sick and Vacation Time)
1. Go To the ‘My Team’ tab.
2. To access Quick Actions, click on the Show More link.
3. Under Absences, select Absence Balance.
4. Choose the employee.
5. Select either Sick or Vacation to view balance details as of a specific date.
Approving Absence Requests Benefit Leave Time (Sick, Vacation, Personal Time)
1. The supervisor will receive both an email notification and a notification (within the Oracle dashboard) once an employee submits their request.
2. View notifications by accessing the Notification Icon (Bell).
3. You will be prompted to take action and approve the request by clicking on the ‘Action Required’ hotlink.
4. View Absence Request details to approve or reject.
5. If rejecting the request, provide an explanation in the comments for employee review.
View Employee Existing Absences (Time Off)
1. Click on My Team tab, under Quick Actions, click Show More.
2. Under the Absences category, choose Existing Absences.
3. Choose the employee.
4. Use the drop-down menu to retrieve requests over a period of time (please note that absences will be viewable for those submitted on or after 12/18/2022).
Adding an Absence on Behalf of an Employee
1. Click on the My Team tab, under Quick Actions, click Show More.
2. Under the Absences category, choose Add Absence.
3. Choose the employee.
4. Select the ‘Absence Type’ from the drop‐down.
5. Enter the start date and hours of absence; include an end date if absence includes multiple days.
6. Add comments (optional); Click Submit.
Change or Withdraw an Existing Employee’s Absence
1. Click on My Team tab, under Quick Actions, click Show More.
2. Under the Absences category, choose Existing Absences.
3. Choose employee.
4. Identify the absence to edit and click on the edit icon (pencil).
5. Select the ‘Edit Entries’ button to review details of the absence.
6. Choose the edit icon (pencil) to make the correction or to withdraw the entry, simply click ‘delete’ and ‘submit’.
Approving an Employee Online Timecard
1. To view all time cards, go to My Team, and then click on Team Timecards. Time cards will be automatically submitted for Web Clock employees on Sunday mornings if the time card contains no errors.
2. View Payroll Time Entries details to approve or reject. Click the down arrow under the pencil icon to see details. If an employee has made edits to their time card, you’ll see their notes about the change in the Comments section. See an example of the comments section.
3. If rejecting the request, provide an explanation in the comments for employee review.
Note: Supervisor Approval Deadline and Notifications: Supervisors must approve an employee or student worker’s online timecard by 12:00 pm Monday following the close of the pay period. Supervisors will receive both an email as well as a notification within Oracle dashboard when error-free time cards are available for review and can take action to approve through those notifications. Please make sure to also manually view all time cards by going to My Team > Team Timecards to ensure you’ve seen all time cards, including those with errors.
Add an Employee Timecard Entry (Missed Clock In/Clock Out Time)
1. Click on the My Team tab, under Quick Actions, click Show More.
2. Under the Time category, choose Team Time Cards.
3. Under the Time Cards section, choose the correct pay period and employee time card by clicking on the pay period link.
4. Click on the drop‐down menu for View By and select the option ‘Reported Details by Entry Date’.
5. Click the Add button.
6. Make the correction by entering the date and time of the missed entry, click OK.
Editing an Employee Online Timecard Entry (Correct Start/End Time)
1. Click on the My Team tab, under Quick Actions, click Show More.
2. Under the Time category, choose Team Time Cards.
3. Under the Time Cards section, choose the correct pay period and employee time card by clicking on the pay period link.
4. Click on the drop‐down menu for View By and select the option ‘Reported Details by Entry Date’.
5. Identify the entry you want to edit, and select the edit icon (pencil).
6. Make the correction by entering the new start or end time, click OK.
Setting Up A Delegate for Employee Timecard Approval
1. Click on the Me tab, under Quick Actions.
2. Under Apps, select Roles and Delegations.
3. Go to the Approval Delegations section, click on the downward point arrow to expand the section.
4. Click on the Add button.
5. Type in a user defined Rule Name such as ‘Benefit Leave Approval’ or ‘Time Card Approver’.
6. Enter the date to begin the delegate access, you can also include an end date if preferred.
7. Under Category, choose ‘HCM Approval Delegation’ only.
8. Under Delegate To, type in the individual full name; from the smart list, confirm the individual by clicking on their name; click Save.