Overview

This guide provides step-by-step instructions for Payroll Approvers on how to approve time sheets in Web4U. It includes how to access time sheets, approve, return for corrections, handle errors, use Superuser features, proxies, and correct time sheets after the deadline.

Web4U Login URL: https://web4u.wwu.edu
Banner Login URL: https://banner.wwu.edu

Contacts

Payroll - hr.payroll@wwu.edu

Ben Harvey - Human Resources - harvey4@wwu.edu

Accessing and Approving Time Sheets (Non-Superuser)

This process allows you to log in, review time sheets, and approve or return them for corrections as a non-superuser approver.

1. Log in to Web4U:

   • Open Web4U and log in using your credentials.

2. Navigate to Time Sheet Approval:

   • Click “Approve Time” on the homepage.

3. Locate Pending Time Sheets:

   • Review the list of employees with “Pending” time sheets.

   • Click on an employee’s name to view their time sheet.

4. Review the Time Sheet:

   • Check hours and leave taken.

   • Ensure accuracy before proceeding.

5. Approve the Time Sheet:

   • Click “Preview”, then “Approve”.

   • You’ll see a confirmation message, and the time sheet’s status will change to “Approved”.

6. Return for Correction (if needed):

   • Click “Return for Correction” if changes are needed, and notify the employee.

Approving Multiple Pending Time Sheets

This process allows you to approve multiple pending time sheets at once, streamlining the approval process for larger teams.

1. Log in to Web4U and click “Approve Time”.

2. Select Pending Time Sheets:

   • Locate time sheets with the “Pending” status.

   • Review the details for each employee.

3. Select All:

   • Check the box next to each employee’s name or check the “Pending” status title to select all time sheets.

4. Approve:

   • Click “Approve/Acknowledge”.

   • The status of all selected time sheets will change to “Approved”.

Adjusting a Time Sheet After It’s Already Been Approved

This process lets you recall, adjust, and re-approve a time sheet that has already been approved before the payroll deadline.

1. Log in to Web4U and click “Approve Time”.

2. Locate Approved Time Sheets:

   • Find the employee’s time sheet with the “Approved” status.

3. Recall the Time Sheet:

   • Click “Recall”, and the time sheet’s status will revert to “Pending”.

4. Edit the Time Sheet:

   • Click the employee’s name, then click “Details”.

   • Make necessary edits to the time sheet entries.

5. Save and Re-Approve:

   • Click “Save”, then “Preview”, and “Approve”.

   • The time sheet will return to “Approved” status.

Approving Time Sheets as a Superuser

Superusers have elevated permissions, allowing them to approve time sheets across all departments and org codes. This process details how to approve time sheets as a Superuser.

1. Log in to Web4U and click “Approve Time”.

2. Activate Superuser Mode:

   • Click “Proxy Super User” in the upper right corner.

   • Check “Act as Time Entry Superuser”.

3. Filter Time Sheets:

   • Filter by pay period, department, time sheet status, or WID/Name.

4. Approve Time Sheets:

   • Review and approve time sheets like a non-superuser, but with the added ability to manage across departments.

Fixing a Time Sheet with an Error

This process helps resolve errors in time sheets by using Banner to make adjustments that cannot be done in Web4U.

1. Log in to Web4U and locate time sheets with an Error status.

   • Click the red triangle next to the employee’s name to view the error message.

2. Log in to Banner (PHATIME):

   • Open Banner and enter PHATIME in the search bar.

3. Find the Time Sheet:

   • Use your org code and pay period to search for the employee's time sheet.

4. Approve in Banner:

   • If the time sheet hours are correct, go to Tools and click Approve Time.

   • This will resolve the error, and the time sheet’s status will update to Approved.

5. Check in Web4U:

   • Verify that the time sheet now shows as Approved in Web4U.

Setting Up and Using a Proxy

Proxies are employees who can approve time sheets on behalf of the Payroll Approver. This process outlines how to add, remove, and use a proxy in Web4U.

1. Log in to Web4U and click “Approve Time”.

2. Add a Proxy:

   • Click “Proxy Super User” in the upper right corner.

   • Under Existing Proxies, click “Add a new proxy”.

   • Select the employee to act as a proxy from the list.

3. Removing a Proxy:

   • In the same menu, under Existing Proxies, check the box next to the proxy you want to remove.

   • Click “Delete proxies”.

4. Approving as a Proxy:

   • Log in as yourself, then select the Payroll Approver you are acting as a proxy for, and approve time sheets as usual.

Correcting a Time Sheet After the Deadline

If a time sheet correction is needed after the payroll deadline has passed, use the Time Sheet Adjustment Request (TAR) process.

1. Fill Out the Time Sheet Adjustment Request Form:

   • Complete the TAR form before 3:00 p.m. on the Time Sheet Approval Deadline day.

2. Supervisor Approval:

   • Ensure the form is approved by the employee’s supervisor.

3. Employee Acknowledgment:

   • Have the employee sign the form to acknowledge the changes made to their time sheet.

4. Submit to Payroll:

   • Submit the form to Payroll for the necessary adjustments to be made.