Time Approval for Supervisors

Accessing Time Entry

1. Sign in to Okta at aurorauniversity.okta.com
2. Launch the Self-Service app from the Okta dashboard.
   
3. Click Employee.
   
4. Click Time Approval.
   

Reviewing Timecards

1. Apply filters to display specific employees or clear filters to display all employees.
   
2. Click the down arrow next to an employee's name to expand their timecard details.
   
3. The status indicates whether each timecard is marked as "Not Complete" or "Submitted."
   • In the below image, the student worker has submitted their time entry for the pay period.
   • In the below image, the hourly employee has not entered or submitted their timecard yet.
4. Select View to review hours for each week individually.
   
5. Review the time worked for each day and verify that weekly totals, which can include regular hours, Paid Time Off, Holiday Pay, Personal Day, Sick, Jury Duty, or Funeral Leave, and/or Overtime are accurate.

Approving Timecards

1. Open the timecard and select Approve if the entered hours are accurate.
   
2. After selecting Approve, select the right arrow to move on to the next week’s timecard for review.
   

Unapproving Timecards

1. If you approved a timecard, you can still unapprove it if an error is discovered that requires correction by following one of two methods. An email notification is sent to the employee notifying them that their timecard has been unapproved by their supervisor.
   • Select the Other Actions button, then click Unapprove from the drop-down menu.
     
   • Click the down arrow to expand the employee timecard, then click Unapprove.

Rejecting Timecards

1. If a timecard is incorrect, and the employee should correct it, you can "reject" the timecard by following one of two methods.. An email notification is sent to the employee notifying them that their timecard was rejected by their supervisor. This can only be completed before the pay period deadline. If you discover an error after the deadline, email payroll@aurora.edu so the Business Office can manually correct the timecard.
   •  Click the Other Actions button and select Reject from the drop-down menu.
     
   • Click the down arrow to expand the employee timecard, then click Reject.
2.  A "Reject Time Sheet" box appears where the supervisor must enter a reason for the rejection, then click Reject. The employee will receive an email notification about the rejected timecard. They can then unsubmit their timecard, make the necessary changes, and resubmit it for supervisor approval.
   
3. To return to the summary screen to view the status of an employee’s timecard, select Time Approval.
   
4. The summary level displays the status of each week's timecard. For instance, you might notice that the first week's timecard has been approved, while the second week's timecard is still pending approval or rejection.
   

Need Help?

Self Service Login Issues

itshelp@aurora.edu

ITS Helpdesk (630) 844-5790

Timecard or Payroll-Related Questions

payroll@aurora.edu 
Ana Anguiano, Senior Payroll Accountant (630) 844-4916
Marlen Rodriguez, Accounting Manager (630) 844-5487