How to approve time and expenses
TABLE OF CONTENTS
Notifications
When you have time or expenses to approve, you can be notified in various ways:
- An email will be sent to you per timecard to approve (only if you have set this up, see instructions below)
- A push notification will be sent to your mobile, if you have the Salesforce app installed (only if you have set this up, see instructions below)
- A notification will appear in Apex Business (the bell icon in the top-right corner)
Setting up notifications
Via Apex Business
- Click view profile in the top right hand corner and then click on the settings button.
- There will be a list of headings under My Personal Information on the left hand side. Click Approver Settings.
- To Receive approval request emails, change Never to Only if I am an approver.
Via Salesforce mobile app
- Click your profile in the top left hand corner of the screen and then click on the settings button.
- Click Push notification settings and turn on the Approval requests.
Things to check when approving
When approving a timecard or expense, there are some key fields to review before you approve.
Timecards
- Check each day's hours
- Check each day's notes
- Check the bill rate is correct
- Ensure the timecard is billable if it should be charged to the client
Expense Reports
- Check the Project details are correct under 'Project Information'
- Click through each expense item listed on the right-hand side
- Check the amount on each expense item matches the uploaded receipt, which will be visible under 'Files' on the right-hand side of each expense.
- Ensure the 'billable' checkbox is checked if this is to be on-charged to the client
Approving Time or Expense - Individual
This section covers how to approve a single Timecard or Expense, to approve multiple entries at once please see 'Bulk Approval' below.
via Email
To approve a timecard or expense report you have been notified via email about, simply reply to the email with 'approve' or 'reject'. Details of the timecard or expense are contained in the email message:
via Mobile
To approve a timecard or expense report you received a push notification about, simply click on the push notification to open the mobile app and select 'Approve' or 'Reject'. To view details of the timecard or expense, select the 'Details' button.
via Apex Business
Click on the notification, and then select 'Approve' or 'Reject' button in the top-right corner. To view the details of the timecard, select the 'Timecard Id' link under 'Approval Details'. To view the details of the expense report, select the 'Expense Report Name' link under 'Approval Details'.
Approving Time or Expense - Bulk Approval
Click on the 'Job Manager Workspace' or 'CW Manager Workspace' tab, you can use the 'Timecards to Approve' and 'Expense Reports to Approve' components to select multiple timecards or expenses and approve or reject at once. To view the details of each timecard, select the 'Timecard Id' link. To view the details of each expense, select the 'Expense Report Name' link.
Approval or Rejection Comments
When approving a timecard or expense report, you will be prompted for comments. You may leave this blank and this is generally not used.
When rejecting a timecard or expense report, please enter the reason why you are rejecting it as comments. These will be shown to the creator of the timecard or expense.
Non-Billable or Value Add Time
When submitting a timecard, staff cannot mark the timecard as non-billable or value add. It is the Job Manager's discretion to do so. To mark a timecard non-billable or value add, use the Admin Edit functionality as above, uncheck the 'Billable' checkbox under the 'Financial Data' section and save the timecard.
Admin Edit
If you need to edit a timecard or expense that was submitted, you can do this via the 'Admin Edit' button in the top-right corner when viewing that record.
It is highly discouraged that you edit timecards on behalf of an individual, please always try to reject the timecard and have the staff member fix it themselves.
How to un-approve time
Please see Recalling and Resubmitting Timecards