DCDS SUPERVISOR APPROVAL

1. DCDS SUPERVISORAPPROVAL

2. APPROVING EMPLOYEE REQUESTS • Employees submit leave/overtime requests through the DCDS Employee Leave/OT Request dropdown • The Supervisor will receive a GroupWise e-mail stating employee has requested leave • The Supervisor accesses the DCDS program to Approve/Reject leave request

3. TIMESHEET ACTIONS • 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

4. Click on Functions Click on Approval-Supervisor

5. 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).

6. MY EMPLOYEES VS ALL EMPLOYEES • My Employees - as a 1st line supervisor • All Employees - as a 2nd line supervisor

7. Select the Employee by clicking on their name. Click on the Detailtab to view the request.

8. Note the Approve/Reject buttons at the bottom become activated. Click on Emp Info tab to review general information andleave balances for the employee.

9. REVIEWING THE REQUEST • Review leave balances • Review for comments • Is the type of leave usage appropriate?

10. Verify they have enough leave available for the request. Click back on the Detailtab.

11. Click on the appropriate button to approve (without or with a comment) or reject the request. Note: The Appr/Comments button does not transmit the comment to the employee

12. 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.

13. APPROVING A TIMESHEET • Review for appropriate leave usage • Review for Comments • Review for totals • Review for errors on the Error tab

14. VIEW A TIMESHEET Click on the employees name. Click on the Detailtab.

15. 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.

16. 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

17. MODIFY A TIMESHEET Modifying will create a new version. Enter the correct information. Click on Submit and Close.

18. APPROVE MODIFIED TIMESHEET Click on Approveto approve the timesheet with the modifications.

19. 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

20. 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)

21. QUESTIONS? Consult your Timekeeper, or call the OFM Help Desk: Toll Free: 1-800-856-6246 Local: 517-373-6222