Approving PTO

TimeForge Attendance is a powerful tool that saves management time and effort by tracking things like PTO and employee attendance. After you set up PTO or any other leave type, TimeForge can track how many hours your employees are accruing. That way, your managers can make sure things like productivity and customer happiness are where they need to be, and HR can more efficiently keep everything working.

The process to approve PTO is done during the approve and export payroll process. After you approve the employee attendance, you will be prompted to review and approve PTO and other leave types (sick, vacation, holiday). Once your PTO and leave types are approved, you can export that information to many different payroll providers including ADP, QuickBooks, SurePayroll, CompuPay, and many others.

Here’s how you can approve PTO, including the steps to approve employee attendance that come immediately before. The first step is to view who has PTO and who has used PTO during the pay period.

Go to the “Attendance Reports” page.

Go to the "Attendance Reports" page.
  • Log in
  • Hover over the “Attendance” tab
  • Click “Reports”

Run the “Personal Time Off Report”.

Run the "Personal Time Off Report".

Scroll down the page and find the “Personal Time Off Report”, which will display any available leave types, as well as what has been used.

Configure the report.

Configure the report.

1. Choose which departments you would like to show up on the report.

2. Choose an appropriate period of time for the report to display. In this case, we’d recommend the “Last Pay Period” range.

3. Decide if you would like the report to be a PDF, or an Excel file.

Click “Run Report” once you’re finished. Your report will either be downloaded to your computer (if you select the Excel File) or appear below as a PDF.

Begin the “Approve/Export Payroll” process.

Begin the "Approve/Export Payroll" process.
  • Hover over the “Attendance” page
  • Click on “Approve/Export Payroll”

Choose an employee payroll period.

Choose an employee payroll period.

Choose an employee payroll period to export. This will normally be the most recent payroll period that has ended.

Note: To use TimeForge payroll approval, you must configure the payroll period for your location.

Review and approve employee attendance.

Review and approve employee attendance.

If you have not yet processed the selected pay period, TimeForge will display a list of time card punches for the pay period. You can review staff member time cards by date, time, employee, position, or cost.

Note: You will not be able to approve payroll if employees are currently clocked in for the time period.

When you are ready to Approve payroll, click on the Approve Attendance Export at the bottom of the screen.

Review and approve PTO.

Review and approve PTO.

After approving attendance, you will have a chance to review, edit, and approve PTO as well as other leave types.

You will first see a summary of all of the PTO and leave types, and you’ll be able to edit it wherever necessary.

Next, you will see the Totals by Leave Type followed by the Totals by Employee.

If you are sure all of your Leave Type hours are correct, click the Approve Sick/Vacation/PTO button at the bottom of the page.

Note: Rolling back the pay period will not roll back the Sick/Vacation/PTO Approval page. Do not click the Approve Sick/Vacation/PTO button unless you are positive the totals are correct.

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We are one year into it now, well past being enamored with the newness. We are married to TimeForge. It's as essential to us now as any of our management tools today, and we very happy about that.- Steve @ Hermosa Cyclery
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I would highly recommend TimeForge to anyone making work schedules. ... What used to take 1-2 hours, now takes 15 minutes. The reports section is comprehensive and useful.- Lawrence Payne @ Mid Pacific Country Club
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