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Time Approval Directions for Supervisors

Once a student has submitted his or her timesheet for final approval, you will receive an automatically generated e-mail message that says, "[Student's name] has completed the time entry task. Please review the time entry to verify that it is correct."

IMPORTANT! The submission of the timesheet by the student to his or her supervisor must be completed within two days following the end of the pay period. Thereafter, the student is no longer able to access his or her timesheet (i.e., the student is locked out), and the timesheet is automatically forwarded to the supervisor for approval.

To review the student's time entry and verify that it is correct, follow the steps listed below. (For assistance, please do not hesitate to contact the Personnel Office at x2122.)

1. Access WebAdvisor by opening a Web browser, going to the Monmouth College home page (http://www.monm.edu), clicking on Campus Quick Links, and selecting WebAdvisor, shown circled below.

Note: You also may access WebAdvisor using Microsoft Outlook by clicking on the WebAdvisor link, shown circled below, in the Resources section on the Outlook Today page.

2. On the WebAdvisor home page, click on the Log In tab, shown circled below.

3. Enter your Monmouth College user name and password.
    
4. Click on the Submit button.
    
5. Click on the Employees menu, shown circled below.

6. On the Employees menu, click on Time approval (for supervisors), shown circled below.

7. On the Time approval (for supervisors) page, select the timesheet that you want to review by checking its checkbox in the Review Entry column only, as shown circled below.

IMPORTANT! Depending on the date, more than one timesheet may appear for the same student. It is extremely important that you only select timesheets for the pay period you want to approve.

8. Click on the Next button.
    
9. On the Time Entry page, check the checkbox immediately following the statement, "The employee has time in/time out data. To review it, check the box," as shown circled below.

10. Click on the Next button.
     
11. On the Time In/Out page, click on the Supervisor Decision down arrow, shown circled below, and select Approve or Reject.

Note: If warranted, you may adjust the student's timesheet on the Time In/Time Out page. If adjustments are made, you are strongly encouraged to include a corresponding explanation as to why the adjustment was made in the Supervisor Comments field. (For more information, see the second note for step 12 below.)

12. Click on the Save/Submit button.
    
    IMPORTANT! Final review and submission of student timesheets must be completed by no later than the 5th day following the end of the semi-monthly pay period. For the semi-monthly pay period ending on the 15th of the calendar month, time entry must be completed on or before the 20th of the month. For the semi-monthly pay period ending the last day of the month, time entry must be completed by the 5th of the following calendar month.
    
    IMPORTANT! Once the timesheet is submitted to the Personnel Office, the student will automatically receive an email indicating that his or her timesheet has been approved. If you made an adjustment to the timesheet, then this email will indicate that a change was made and will include your comments (See the note for step 11.)

13. When you are finished using WebAdvisor, click on the Log Out tab, shown circled below.

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