If for any reason you cannot approve a time card—for example, because the employee charged to the wrong job—you can reject the time card to return it to the employee for correction. You can reject any time card, regardless of status, as long as it has not been archived. When rejecting the time card, you must enter a reason code so that the employee will know why you rejected it.
Note: If you reject a time card that requires multiple approvers, e-timecard sends an email to other approvers who have already approved the time card.
Follow these steps to reject a time card. We assume that you have already logged in to e-timecard and accessed the approval view.
To reject an employee time card
Open and review the employee time card, as described in steps 1 and 2 for approving time cards by employee.
Note: You can always reject a time card from any view: Edit Time Card, View Time Card, View Summary, or View Report.
Verify all entries to determine that you cannot approve the time card.
Click Reject. The Explain Rejection screen appears.
Select the appropriate reason code for the rejection from the dropdown list.
If "(explain)" appears to the right of the reason code that you selected, then you must type specific details about why you rejected the time card in the Explanation field. Otherwise, if there is an Explanation field, it is optional.
If a Password field appears below the Explanation field, enter your password here. This is the same password that you use to log into e-timecard.
Click Continue to finish rejecting the time card. e-timecard updates the time card status to Rejected.
e-timecard presents a message to confirm that you have successfully rejected the time card. The screen that this occurs on depends on whether you selected one time card or multiple time cards to review.
One time card: e-timecard returns you to the Approval View screen.
Multiple time cards: e-timecard brings you to the next time card listed among those that you selected, in the same time card view in which you were viewing the one that you just rejected.
If you rejected the last time card listed among those that you selected, then the Approval View screen appears instead, even if there are more time cards in the selected list that you did not yet approve or reject.