Once your team has reported their hours, approving them for payroll should be quick and straightforward. Raken offers both an administrator approval workflow and a worker sign-off feature. Explore the details of these features below to learn more.
How Signing Off & Approving Time Cards Works
Supervisor and Administrator Time Card Approval
As an Account Administrator, you have the ability to review and approve your team's time cards. Approving a time cards is an indication that the time card information is correct and locks the timecard from being edited and adjusted in the future. This approval process can be performed on the Raken Web App.
Worker Time Card Approval
Those people who are creating time cards can also approve and sign off on their time cards. This approval is an indication that each employee agrees that their time cards are accurate and correct. This approval process occurs via a text message for workers or the Raken mobile app.
Steps
Supervisor and Account Administrator Time Card Sign Off
Approval Notification Setup
Log into the Raken Web App.
Click the Company button on the menu on the left side of the page.
Click Time in the menu that appears.
Click Approvals in the sub-menu that appears.
Activate the Supervisor approvals option on the page that appears.
You can then specify the day and time at which you would like Raken to send out approval notifications to your organizations supervisors.
Approving Time Cards
Log into the Raken Web App.
Click the Time button on the menu on the left side of the page.
Select the pay period for which you would like to approve time cards for by clicking the date picker.
You can then approve time cards.
You can approve all time cards for that pay period at once by click the orange Approve all button in the top right corner of the page.
You can approve time cards individually by clicking the checkbox that is on the right side of each persons name and each individual time entry. Once you have selected the desired time entries you click the orange Approve selected button in the top right corner of the page.
The approved time entries are now not able to be edited or adjusted.
Worker Time Card Sign Off
Sign Off Notification Setup
Log into the Raken Web App.
Click the Company button on the menu on the left side of the page.
Click Time in the menu that appears.
Click Approvals in the sub-menu that appears.
Activate the Employee sign off option on the page that appears.
You can then specify the day and time at which you would like Raken to send out sign off notifications to your organizations workers. You can also customize the Sign off disclaimer that appears when your employees sign off on their time cards.
To ensure that all employees receive time card sign off notifications all Team Members and Workers should have a valid phone number that can receive text messages listed as part of their profile.
Signing Off On Time Cards
Text Message
Workers will receive a text message on the day and time that you selected on the Raken Web App.
That text message will include a web link. Once tapped, the web link will take the worker to a web page that will walk them through the process of reviewing and signing off on their outstanding time cards.
You'll be able to review and sign for your hours and will be provided a summary of your hours as shown below.
Payroll admins will know when everyone has signed off on their hours, via the Timesheets section of the web application
Payroll Admin Web View
If you navigate to the Timesheets landing page you'll be able to see which workers have signed off on their timecards by a little signature indicator icon by their name. If there are any discrepancies in the hours a worker entered you can fix it right on the spot.
The Timesheets web view gives you the ability to see all of your timecard data in one place that you can then use to make sure the hours entered are accurate.
PDF Reports by Worker
You have the ability to pull a .PDF timecard review for the pay period from the Timesheets web view. You'll notice a little download icon in the upper righthand corner that lets you download a PDF time card report for all workers. These reports come with everything you need to be compliant in your documentation: the weeks, projects, cost codes, totals, signatures, and more are all right in the same PDF report.
We hope these new updates to the time card features in Raken help you gather time card data in the field even faster and work with it easier in the office.
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More Questions?
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