Encouraging employees
to approve timecards
Examples of how departments encourage employees to
approve timecards.
1. Some departments have created separate training manuals for
supervisors and employees.
 Explain roles & responsibilities of the employee
 Give step by step instructions on how to log in, make changes and
when & how to approve
 Payroll can send examples to interested departments
2. Departments can give a short explanation of responsibilities &
consequences.
Employee Approval of Worked Time Compliance:
Each employee is responsible for approving his/her time record at the time clock at the end of
his/her shift on the last day of each pay period – Wednesday. If an employee’s last day for the
pay period is prior to Wednesday, the employee shall add his approval when he/she clocks out
on that last day.
Consequences for Non Compliance:
When an employee does not approve on the last day of the pay period or his/her last day
worked for the pay period a paper time card will be printed and must be signed. Discipline is
progressive.
1st Offense will result in verbal counseling/coaching
2nd Offense will result in written warning/counseling
3rd Offense will result in unpaid suspension
4th Offense will result in Termination of the Employee
3. Supervisors can send emails on a per pay period basis to individual
employees who haven’t approved timecards.
 Log into the Kronos system
https://mytime.uga.edu/wfc/applications/wtk/html/ess/logon.jsp
 Choose Pay Period Close under Timekeeping
 Select the group of employees whose timecards you approve
 Highlight employees who don’t have a check in Employee Approval column
 Click on Actions drop down just above list of employees
 Send approval reminder email to employee’s UGA email
 Supervisors can also send a copy to a text email address
(i.e. Where 800-555-1212 is the telephone number, type the email address as
[email protected] for AT&T, [email protected] for T-Mobile,
[email protected] for Sprint or [email protected] for
Verizon.
4. Supervisors can allow employees to send an email
approving their time after the payroll has been signed off.
 Attach email to print out of timecard
 Keep in file for audit trail
4. As the final option, a department can send a list of
employees to Payroll.
 Employee will automatically receive emails at the end of each pay
period reminding the employee to approve his time card.
 Text emails can’t be set up for this option due to the rule of only
sending emails to UGA email addresses from UGA systems.
 Note: Emails are tied to the normal pay period cutoff of Wed.
Therefore, emails will not be sent for early cutoffs during the
Christmas holidays because the deadlines are different.
Questions?