🕑Approve RA Timesheets

In order to approve RA hours you need to be setup as their Manager in OneUSG. When that happens you become their direct reports and you can see their employment details in OneUSG and WorkDay but most importantly you can approve their hours.

RAs clock-in and clock-out on OneUSG to log their hours in their Timesheet. These hours need to be approved every two weeks.

View Timesheets

1. Login to OneUSG

2. Navigate to the Time Approver section using the drop down menu in the top-right (by default OneUSG will be login to the Employee Self Service section).

3. Click on the Team Time box

4. Click on Get Employees in the section (it should load to here by default)

Time Sheet -> Report / Approve Fluid Timesheet

1. You should now see a list of the RAs and how many hours need to be approved

2. Click on one of the RAs to view their timesheet

3. On the top header you there is some useful information there

   • Thee dates you are currently viewing (it defaults to the two weeks that span the current pay period)

   • How many hours they are scheduled for (per week not pay period)

   • How many hours they have reported for the pay period (two weeks). This is an important one to check when approving their hours.

4. Under the header, you can view and even edit their actual reported hours (their clock-in and outs). The interface was newly updated and has made it harder to scroll through their hours. The mouse cursor has to be in that section, not the header, to scroll through their hours)

Timesheet

Edit Timesheets

On occassion you will have to edit the RAs timesheets. This is for several reasons but the three main ones are:

1. The RA forgot to clock-in and/or out for their shift

2. OneUSG was down (happens frequently) so they were not able to clock-in and/or out

3. They started working before all their hire paperwork was completed and so could not clock-in or out yet.

To edit their time sheet:

1. Enter in the correct time for the In and Out. (e.g., 8:00:00 AM)

A short hand way to format the time is to just type in 8:00am and then hit tab. It will automatically format it for you

1. Once you have made all the edits you need to, you have to Submit the changes for them to be saved. The Submit button is a black box on the right hand side of the header section.

Approve Timesheets

Timesheets need to be approved every pay period - which is every two weeks. Pay periods start on a Monday and end on a Friday (not counting weekends).

Approvals are typically due Monday at 10am and you should get an email reminding you about this on the last Friday of a pay period.

There is an exception to the due date of approvals. Whenever there is a holiday on a Monday when approvals would normally be due, approvals will be due on that last Friday of the pay period. You should also get an email notifiying you about this

To approve timesheets:

1. On or before the last Friday of a pay period, post in the #ra-payroll Slack channel. The message should convey that:

   • We are at the end of a pay period

   • They need to verify that their hours are correct (some RAs don't do this, others do this and will regularly send you their correct hours). This is important though.

   • That you will approve hours by Monday at 10am

2. Before viewing their individual timesheets, you can use the screen with a list of RAs that simply shows the total number of hours that need approal to get a quick glance and see if anyone needs some fixes.

   • If an RA forgot to clock-out and then they clock-in for their next shift their number of hours will be very large.

3. On their individual timesheet, first verify their hours are all correct

   • Check that their number of reported hours is approximate with the number of hours they are on the schedule. If there is a major discrepancy here then look at their clock-in and outs or reach out to the RA to verify.

   • Check that they are clocking in and out around their scheduled shift times.

4. Only once you have verified all their hours, click on the Select All check box

5. Click on the Approve button

   • This can take some time so just wait...

6. Click on the Return to Select Employee link under their name to return to the list of RAs=

7. Repeat those steps for each RA.