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Approve Payable Time at End of Pay Period

Note: Payable Time is defined as actual hours worked by the employee (REG hours) and previously submitted by the employee via the timesheet process. Payable time does not include time entries which use the Time Report Code (TRC) of “Other,” nor does it include leave requested and approved through the absence management process.

Payable time also means that the time worked by the employee has been validated by the nightly time administration process and that it has been checked for errors (which means no exceptions exist on the timesheet for the employee). Supervisors/managers will not be able to view or approve all payable time until all exceptions have been resolved.

It is only necessary to approve payable time once. It should be done at the end of the pay period. Supervisors/
managers are to conclude their HRMS duties by close of business at the end of the each pay period. Please refer to the NOVA pay date information at http://www.nvcc.edu/faculty-and-staff/finance/controller/payroll/index.html.

  1. Click the Manager Self Service link.
  2. Click the Time Management link.
  3. Click the Approve Time and Exceptions link.
  4. Click the Payable Time link.
  5. This page allows you to make a selection for the employees assigned to you. Enter the appropriate Dynamic Group ID code. You can click on the Get Employees button and see ALL employees assigned to you.
    You can narrow down your search, for example, by entering an EMPLID. Doing so will show you one employee as each employee has a unique number.
  6. Enter the desired information into the Value field.
  7. Enter the desired information into the Start Date field.
    Note: This is the start of the pay period you want to approve.
  8. Enter the desired information into the End Date field.
    Note: This is the end of the pay period you want to approve.
  9. Click the Get Employees button.
  10. All employees that report to you will appear.
  11. Click and select the link for an employee.
  12. Click the Select All link. This will allow you to select and approve time for the dates listed.
    Note: Select All only if all time reported is accurate. Also, if a negative (-) number and the same positive (+) number show in the payable time summary, it indicates that the employee made a change to their timesheet at some point during the current pay period. However, as long as the numbers of hours are exactly the same, the positive and negative elements cancel each other out. The supervisor/manager must make sure the employee’s timesheet is an accurate account of hours worked for each day of the current pay period.
  13. However, if the time reported on the payable time screen is inaccurate, go back to the employee’s timesheet to review the discrepancy and have the employee correct the timesheet. To access the employee’s timesheet, click on the Adjust Reported Time link. Or, as the supervisor/manager, you may want to use the following steps to review the payable time that has been previously approved to see which negative or positive number you should not approve.
    Use the following steps to access the Payable Time Detail screen:
    • Manager Self Service
    • Time Management
    • View Time
    • Payable Time Detail
    • Enter employee’s EMPLID # under Value and press Get Employees.
    • Click on the employee’s name.
    • Enter the start date of the time period and the end date of the time period and press Get Rows.
    • The number of payable work hours will appear for each day of the pay period; make sure there is a positive (+) number for each day worked under Quantity.
    • Return to Approve Payable Time to approve the appropriate entries to result in the correct work time for each day for this employee.
    Reminder: Approved leave requests and the Time Reporting Code of Other are NOT reflected in the Payable Time Detail, only actual hours worked.
  14. If the time reported on the payable time screen is correct, click the Approve button.
    Note: Once payable time is approved, it can only be changed by NOVA Human Resources for full-time employees.
  15. To review what you have just approved, review the Payable Time Detail screen by following the actions listed below:
    • Manager Self Service
    • Time Management
    • View Time
    • Payable Time Detail
    • Enter employee’s EMPLID # under Value and press Get Employees.
    • Click on the employee’s name.
    • Enter the start date of the time period and the end date of the time period and press Get Rows.
    • The number of payable work hours will appear for each day of the pay period; make sure there is a positive (+) number for each day worked under Quantity.
    • Payable Time Detail should match the exact time worked as reflected on the employee’s timesheet.
    Reminder: Approved leave requests and the Time Reporting Code of Other are NOT reflected in the Payable Time Detail, only actual hours worked.
  16. Click the OK button.

NOVA Classified Handbook (chapters 6 & 7) provide guidance regarding the supervisor’s responsibility for managing such issues as: work schedules, time worked, tardiness and attendance, appropriate use of breaks, obtaining approval for use of overtime, adjusting employee work schedules, appropriate use of the Commonwealth’s leave policies, etc.

Based on the above, NOVA supervisors and managers are reminded of the following:

  • Review and obtain a thorough understanding of NOVA’s policies and procedures (Classified Handbook) and The Commonwealth of VA DHRM policies. (DHRM policy 1.25 Hours of Work, DHRM policy 1.60 Standards of Conduct, DHRM policy 1.61 Teleworking; DHRM policy 3.10 Compensatory Leave; DHRM policy 3.15 Overtime Leave; DHRM policy 4.05 Civil and Work Related Leave; DHRM policy 4.10 Annual Leave, among others).
  • Automated timesheets are official legal documents and approval by the supervisor signifies that the time entries are accurate and true. Falsification of automated actions and approvals will be handled in the same manner as the falsification of other official government documents and in accordance with the Commonwealth’s or VCCS policies and procedures; this type of violation may result in formal disciplinary action which could include termination of employment.
  • Best Practice: Carve out a specific time of day to perform management tasks related to HRMS (i.e., reviewing employee payable time worked (a.k.a., timesheets), and resolving exceptions and to approve payable time.
  • Remember: Manager-approved time goes directly to the Payroll Unit, therefore, the supervisors/managers must ensure payable time is accurate before approving payable time. Approving Payable Time without reviewing the employee’s timesheet is like signing a blank timesheet.
  • Note: If you see something on the employee’s payable time detail or summary that you do not understand, before you approve the payable time, contact HR - Employee Services.
  • Ignorance of the law is no defense; it is YOUR responsibility as a manager to know the rules of time and labor.