DCDS SUPERVISORAPPROVAL

APPROVING EMPLOYEE REQUESTS

Employees submit leave/overtime requests through the DCDS Employee Leave/OT Request dropdown

The Supervisor will receive an e-mail stating employee has requested leave

The Supervisor accesses the DCDS program to Approve/Reject leave request

At the end of the pay period, employees are required to submit their timesheet for supervisor approval

Supervisors will not receive an e-mail when the timesheet is submitted

Supervisors will have to access the DCDS system at the end of the pay period to review, modify if necessary and approve the timesheet

Second line supervisors will also have access as a backup in case of absences of the first line supervisor

TIMESHEET ACTIONS

Click on Functions

Click on Approval-Supervisor

The Selection tab will list all requests and timesheets submitted for approval in alpha order.

The Category lists whether the request is for Leave/OT or for Time (timesheet).

MY EMPLOYEES VS ALL EMPLOYEES

• My Employees - as a 1st line supervisor

• All Employees - as a 2nd line supervisor

Select the Employee by clicking on their name.

Click on the Detail tab to view the request.

Click on Emp Info tab to review general information and leave balances for the employee.

Note the Approve/Reject buttons at the bottom become activated.

REVIEWING THE REQUEST

Review leave balances

Review for comments

Is the type of leaveusage appropriate?

Verify they have enough leave available for the request.

Click back on the Detail tab.

Note: The Appr/Comments button does not transmit the comment to the employee

Click on the appropriate button to approve (without or with a comment) or reject the request.

NOTIFICATION

The employee will receive an e-mail stating leave has been Approved or Rejected.

If Approved, leave will automatically be placed on the timesheet.

APPROVING A TIMESHEET

Review for appropriate leave usage

Review for Comments

Review for totals

Review for errors on the Error tab

EMPLOYEES ON MEDICAL EMPLOYEES ON MEDICAL LEAVE OF ABSENCE (FMLA)LEAVE OF ABSENCE (FMLA)

It is the responsibility of the supervisor to It is the responsibility of the supervisor to ensure the time sheet is completed ensure the time sheet is completed correctly.correctly.

You will receive the approval letter from You will receive the approval letter from the Disability Management Office with the the Disability Management Office with the leave usage the employee wants to use leave usage the employee wants to use while on medical leave. However, if you while on medical leave. However, if you have questions on entering their time you have questions on entering their time you will have to contact them at will have to contact them at 1-877-766-6447.1-877-766-6447.

VIEW A TIMESHEET

Click on the employees name.Click on the Detail tab.

VIEW A TIMESHEET

Check leave balances on Emp Info tab.If everything is correct, click on Approve.

If you notice an error, click on Modify.

MODIFYING A TIMESHEET

Once a timesheet has been submitted by the employee, the employee can no longer access the timesheet

Supervisors cannot reject a timesheet Supervisors have the ability to modify a

timesheet

MODIFY A TIMESHEET

Modifying will create a new version.

Enter the correct information. Click on Submit and Close.

APPROVE MODIFIED TIMESHEET

Click on Approve to approve the timesheet with the modifications.

REMINDERS Leave usage should be prior approved Leave/OT is to be submitted, approved, and

electronically placed on the employee’s timesheet prior to submitting the timesheet

Errors listed on the Error tab must be reviewed and fixed prior to the timesheet being approved

IF AN EMPLOYEE IS ABSENT DURING PAYROLL ENTRY

• Timekeepers and Supervisors have the ability to enter and submit the employee’s timesheet

• The timesheet will go through the regular approval process

• Leave requests/timesheets may be submitted in advance due to known absences (e.g. medical leave, vacations)

QUESTIONS?

Consult your Timekeeper, or call your HR Office @ 517-373-4769