Timecard Approval Setup

Access the Supervisors window in J1 Desktop.
Right-click and select Add Row. A new row appears.
In the ID Number column, enter the ID number for the employee being added as a supervisor.

To search for an ID Number, right-click and select Advanced Search.

In the Number of Employees column, enter the number of employees they supervise.
Click the Save button.

Assigning Supervisors to the Positions Their Employees Work

Access the HR Positions via Payroll window in J1 Desktop.
In the ID Number column, enter the ID number for the employee being assigned to the supervisor.

To search for an ID Number, right-click and select Advanced Search.

From the Supervisor drop-down list option, select the employee's supervisor for the position.

If an employee has multiple positions within your organization, scroll down and select the supervisor for each active position to be available via CRM Staff.

Click the Save button.

Making an Employee and Their Position(s) Available via the Campus Portal

JICS Setup

Configuration settings in JICS can be done by roles with permission to access and administer global and portlet settings.

If you are an administrator and need help setting up and configuring this feature, see the detailed setup sections below.

Set Up Timecard Submission Deadlines

1. Log into the campus portal as a Timecard Approval administrator.

2. Access the main screen of the Timecard Approval feature.

3. Click Admin Options. The Admin Options screen appears.

4. Click Timecard Submission Deadlines. The Set Up Deadlines screen appears.

5. In the Time Entry Cutoff Date column, enter the numbers of days after each pay period ends in which employees have to enter their worked hours.

After this number of days, the period appears closed to the employee and they are unable to make changes to the hours they have saved on their timecard for the period.

6. In the Time Entry Submission Deadline column, enter the number of days after the Time Entry Cutoff Date that a manager has to submit their employees' timecards to Payroll.

If a timecard has not been submitted after this number of days, it is considered overdue in any list of current pay periods.

7. Click the Save Deadlines button. The configurations are established and the Admin Options screen reappears.

Set Up Timecard Entry Rules

1. Log into the campus portal as a Timecard Approval administrator.

2. Access the main screen of the Timecard Approval feature.

3. Click Admin Options. The Admin Options screen appears.

4. Click Timecard Entry Rules. The Define Timecard Entry Rules screen appears.

5. To allow employees to enter hours for future dates and times, select the If selected, employees may enter hours for dates and times later than the current time checkbox.

6. Click the Save Entry Rules button. The configurations are established, and the Admin Options screen reappears.

Select Timecard Approval Supervisors and/or Alternates

1. Log into the campus portal as a Timecard Approval administrator.

2. Access the main screen of the Timecard Approval feature.

3. Click Admin Options. The Admin Options screen appears.

4. Click Supervisor and Alternate Approver Assignments. The Supervisors and Alternate Approvers screen appears.

Assign a supervisor that can view, edit, and submit timecards for all pay groups:

Assign alternate approvers to a new pay group:

Assign alternate approvers by an existing pay group:

Assign alternate approvers for a new manager:

Assign alternate approvers for an existing manager:

Remove Timecard Approval Supervisors and/or Alternates

1. Log into the campus portal as a Timecard Approval administrator.

2. Access the main screen of the Timecard Approval feature.

3. Click Admin Options. The Admin Options screen appears.

4. Click Supervisor and Alternate Approver Assignments. The Supervisors and Alternate Approvers screen appears.

Remove a supervisor and/or supervisor alternate:

Remove alternate approvers from a pay group:

Remove alternate approvers for a specific manager:

Define How Recorded Hours are Rounded

1. Log into the campus portal as a Timecard Approval administrator.

2. Access the main screen of the Timecard Approval feature.

3. Click Admin Options. The Admin Options screen appears.

4. Click Rounding of Hours. The Rounding of Hours screen appears.

5. From the Rounding Increment options, select the time increment for rounding hours. For example, if you want hours rounded down to the nearest 15 minutes, then an employee who clocks in or out at 12:07 would be shown as clocked at 12:00.

6. From the Round Direction options, determine if you want to round hours up, down, or to the closest time.

7. Click the Save Rounding button. The hour rounding configurations are saved, and the Admin Options screen reappears.

Establishing the Timecard Format for a Pay Group

You can choose the format employees in a selected pay group will use to enter their hours.

1. Log into JICS as a Timecard Approval administrator.

2. Access the Timecard Approval feature. The current year automatically appears.

3. From the Active Periods for Your Pay Groups drop-down options, you can select the period year for the pay group for which you want establish the timecard format. The pay groups are displayed.

4. The active periods for the current year automatically appear.

5. From the Pay Group column, click on the pay group for which you want to establish or update the timecard format. The Pay Group page appears with the current timecard card format displayed in the upper right-hand corner.

6. Click Change. The Primary Timecard Format Select page appears.

7. Select the timecard format for the pay group.

Hourly allows employees to enter start and end times to log the exact hours they worked for every shift.
Real Time allows employees to clock in and clock out using an online real time clock.
Daily Total allows employees to enter the number of hours they logged each day of the pay period.
Period Summary allows employees to enter their total hours worked for the entire pay period.

8. Click the Save Format button.

Setting Up the Timecard Approval Feature

J1 Desktop Setup

Defining Supervisors

Assigning Supervisors to the Positions Their Employees Work

Making an Employee and Their Position(s) Available via the Campus Portal

JICS Setup

Set Up Timecard Submission Deadlines

Set Up Timecard Entry Rules

Select Timecard Approval Supervisors and/or Alternates

Remove Timecard Approval Supervisors and/or Alternates

Define How Recorded Hours are Rounded

Establishing the Timecard Format for a Pay Group