Approval

Approval is the process of reviewing and accepting timesheets before they are used for payroll processing or client billing. Approval workflows ensure accuracy, policy compliance, and create an audit trail.

Key Characteristics

• Review-based: Managers examine submitted time entries.
• Decision point: Timesheets are approved, rejected, or sent back for revision.
• Lock mechanism: Approved timesheets are typically locked to prevent changes.

Why Approval Matters

Accuracy

Catch errors before they affect payroll or invoices.

Compliance

Ensure time entries follow company policies and labor regulations.

Accountability

Create a clear record of who approved what and when.

Client Trust

Verified timesheets support defensible billing.

Approval Workflow Steps

1. Submission: Employee completes and submits their timesheet.
2. Review: Manager reviews activities for accuracy.
3. Decision: Approve, reject, or request changes.
4. Lock: Approved timesheets become read-only.
5. Processing: Approved time feeds into payroll or billing.

Impact on Workforce Planning

For businesses using time tracking software like Sandtime.io:

• Payroll accuracy: Only reviewed time enters payroll calculations.
• Billing confidence: Approved hours support client invoices.
• Compliance documentation: Approval history supports audits.
• Manager oversight: Ensures time entries are reasonable.

Approval Levels

Single-Level

One manager reviews and approves.

Multi-Level

Multiple approvers (e.g., project lead, then department head).

Auto-Approval

Low-risk timesheets approved automatically based on rules.

Best Practices

• Set clear deadlines for submission and approval.
• Configure approval reminders for managers.
• Review regularly to avoid end-of-period bottlenecks.
• Document rejection reasons for future reference.
• Keep approval chains as short as practical.

Common Challenges

Bottlenecks

Managers delay approvals, blocking payroll. Use reminders and escalation.

Bulk Rejections

Rejecting many entries frustrates employees. Coach on expectations early.

Over-Approval

Rubber-stamping without review undermines the process.

Related Terms

Approval applies to timesheets, validates activities, and supports accurate billing. It often follows time tracking submission.