ESS TIME APPROVER USER GUIDE

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ESS Time Approver User Guide https://ess.volt.com

ESS Timesheet Approvers – Home Screen .......................................................................................... 2

ESS – Log In ......................................................................................................................................... 2

Initial Log in – Default Password ........................................................................................................... 2

Timesheet Approvers ............................................................................................................................ 2

Review Timesheets ............................................................................................................................... 2

Approve Reported Time ........................................................................................................................ 3

Employee Search Criteria ..................................................................................................................... 3

View By ................................................................................................................................................. 4

Sort Pending Timesheets ...................................................................................................................... 4

Approving Timesheets .......................................................................................................................... 4

Denying Timesheets ............................................................................................................................. 5

Missing Timesheets .............................................................................................................................. 5

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ESS Timesheet Approver The ESS Time Reporting application enables you to review and approve Volt employee timesheets via the Employee Self-Service (ESS) application from any computer with internet access. If you have been designated as an ESS Time Reporting Timesheet Approver, the approver features will be available via the Home Screen once you have logged in successfully.

ESS – Log In To access the ESS system, use the following URL:

https://ess.volt.com

Log in requires the User ID and Password. Enter your information and click Sign In. Note: To obtain a User ID or for any Log In assistance please contact your Volt representative.

Default Password If this is the first time you are logging in to ESS, you will need to log in using the default password to begin. Instructions on how to log in along with your default password will be emailed to you by Volt. To obtain your default password or for further assistance to log in, contact your Volt representative. Upon initial login, you will be required to change your Password to be compliant with Volt’s Password Policy.

Timesheet Approvers Two (2) levels of approvers exist for ESS Time Reporting to ensure that every employee’s time is reviewed and approved on a weekly basis:

1. Primary Approver – The primary approver is responsible for reviewing and approving (or rejecting) timesheet submissions every week.

2. Secondary Approver – If for any reason the primary approver is not able to review timesheet submissions, the secondary approver is responsible for reviewing and approving (or rejecting) the employee’s timesheet.

Timesheet Approvers will receive email notifications when primary or secondary approver responsibilities have been assigned to them.

Review Timesheets From the My Manager Self-Service section on the Home page, Timesheet Approvers can access submitted timesheets by clicking on the Approve Timecards link.

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Approve Reported Time The Approve Reported Time screen enables Timesheet Approvers to search for employee timesheets, review timesheet summaries, and approve or deny submitted timesheets.

Employee Search Criteria Timesheet Approvers may search based upon the following criteria:

• Employee ID • Last Name • First Name • Department

To locate a specific employee’s timesheets, enter the information in the appropriate field and click Get Employees. Clear Selection Criteria To delete the search criteria and start again with blank fields, click Clear Selection Criteria. Save Selection Criteria To save the selection criteria you have entered so that it will appear as your default search criteria each time you return to the Approve Reported Time screen, click Save Selection Criteria. Get Employees Click Get Employees to initiate the search. Matching search results display below the on-screen instructions.

Best Practice: Leave the search criteria fields blank to return all employees with timesheets submitted for your review.

Employee’s timesheets submitted for your approval display so you may quickly identify the following timesheet information for the current pending timesheets:

• Employee Name • Hours to be Approved – This displays the total hours on all pending timesheets. • Reported Hours - This displays the total hours for the current pending timesheet, dependent

upon your View. See the Timesheet Approvers View By section below for more information. • Exception – This indicates if the current timesheet includes any errors (e.g., invalid time entries).

If no exceptions are found, this field defaults to blank. • Approved/Submitted Hours – This displays the number of hours on the timesheet that have

already been approved, and the total number of hours that have been submitted.

Note: It is not recommended to approve partial timesheets. Timesheet Approvers should wait to approve timesheets until the entire week’s hours have been submitted.

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• Denied Hours – This displays the number of denied hours for the current timesheet. • Employee ID • Department Description – This displays a location or department in which the employee works.

View By The search results default to display the current week’s timesheets pending approval. Select a timeframe from the View By drop-down menu to view the by the following options:

• All Time After • All Time Before • Day • Week

Enter the Date criteria or select a date from the Calendar date-picker. Click the Refresh icon ( ) to update the search results view. Note: Changing the search results View By selection also affects the pending timesheet information displayed in the search results view. Select Column The search results view provides checkboxes beside each employee with pending timesheets. Timesheet Approvers may mark one, several or all of the employees for whom to take related timesheet actions. Clicking Approve or Deny will change the timesheet status for all selected employees for the total hours shown in the Hours to be Approved column.

Best Practice: Review every timesheet in detail prior to approving or rejecting. Also be sure to review comments when available.

Select All Click Select All to instantly mark the checkboxes for all employees in the search results view with pending timesheets. Deselect All Click Deselect All to unmark any checkboxes selected in the search results view.

Sort Pending Timesheets Click on a column header to sort by that value.

Hint: You can quickly identify the timesheets pending approvals which include reported exception time by sorting by the Exception column.

Review each timesheet listed before approving. To view timesheet details, click on the Employee Name. The Timesheet screen displays, indicating if exception pay was submitted and any user notes provided. From the individual timesheet, you may click the Approve or Reject button, as applicable.

Approving Timesheets Timesheets must be approved every week for all employees. Timesheet Approvers are responsible for completing approvals no later than noon every Tuesday for the previous week.

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Best Practice: Approve pending timesheets only once weekly, no later than noon every Tuesday for the previous week.

Approving Timesheets can be completed by one of two methods:

1. Approve from the Search Results View. 2. Approve from the Timesheet.

Approve from the Search Results View To approve timesheets without reviewing the timesheet details, mark the desired Select column checkbox(es) and click the Approve button. Approval confirmation will display. Note: Although the system allows Timesheet Approvers to do so, it is not recommended to approve timesheets without reviewing the detailed time reported.

Best Practice: Always review the timesheet details before approving, especially when there is Time Reporting Codes included. Click the Employee Name link to view the timesheet details. See below for more information.

Approve from the Timesheet Follow these steps to review the timesheet prior to approving:

1. Click the Employee Name link to access timesheet details.

2. Click Select All to select all pending rows of reported time or select only those Date rows you wish to approve.

3. Click the Approve button, located below the reported time rows. Approval confirmation will display.

Denying Timesheets Deny timesheets for employees that had incorrect time inputted. Follow these steps:

1. Click the Employee Name link to access timesheet details. 2. Add a Comment to explain why you denied the timesheet that was submitted. See the Comment

section for more information. You may add comments for each Date row, if needed. 3. Click Select All to select all pending rows of reported time or select only those Date rows you

wish to deny. 4. Click the Deny button. Deny confirmation will display.

Missing Timesheets View which employees have not yet submitted timesheets for a specific pay period by sorting the Report Time screen by the Reported Hours column. Any missing timesheets for that week will display zero (0) hours in this column.