How to Approve a Timecard

In business, we all have to "sign on the dotted line" at some point, meaning we are agreeing to and approving the terms.

And typically, that agreement also includes the date we signed it as a reference.

This is especially important with employee timecards or timesheets, as they are proof of what the employee should be paid for, and a record of how to run payroll.

A timecard or timesheet is not a contract, bill, or invoice, but nonetheless a legal document to keep record of.

Why approve a timecard?

For the employer, someone should act as an approver. This tells the future that someone looked at the timesheet, thought it was correct, and signed off on it.

Then, from that approval, someone running payroll was given the thumbs up to pay the employee based on those hours.

For the employee, they too should act as an approver. This tells the future that the employee looked at the timesheet, thought it was correct, and signed off on it.

This process also gives the employee a chance to voice any concerns. For example having to work through lunch one day, or why they don't see overtime when they thought they should.

By having the employee approve (sign off) their time card, all those concerns should be laid to rest.

Later, if shown to an auditor (or attorney), your records will show the employee approved their hours, and when they were approved.

Who should approve a timecard?

It really depends on your organization and how strict you wish to be. Here are a few possibilities...

• A direct supervisor
• A direct manager
• A timekeeping administrator
• A payroll specialist
• An HR manager
• The company owner
• The employee

Each time card could be approved by as many as you need, but generally it's just one person representing the employer along with the employee themselves.

How to approve a timecard

First, review the time card for accuracy. If not, don't approve it until it is corrected, or at least ask for an explanation of why the hours show what they do.

For example, an employer may need to ask an employee about questionable hours, or an employee may need to ask the employer how hours were calculated.

Then once satisfied, go ahead and approve the hours.

With our online time clock, approving a timecard is very simple.

From the timecard, click the Approve button, then click Add to enter your approval. You can enter comments at the same time too, but it is completely optional.

Your approval will then show right below the timesheet along with the date, time, and any comment you added.

Since our system knows you from your login, approvals can be saved by anyone who has access to the timecard editor.

Conclusion

A good practice is the habit of approving timecards and timesheets. Sure, it is one more step, but it helps ensure accuracy, and can protect you in the future.

And it is easy to do.