Quick Start Guide
Monitoring Forms
Once a time sheet form has been submitted for approval, it is very important to monitor the progress of the form through the approval process. Monitoring forms helps to assure that all forms will be approved in time for the exporting of the forms into the payroll system by the payroll office.
Forms that have not been approved by 5:00 pm on the Wednesday due date will not get exported and the individuals on that form will not get paid.
Accessing Forms for Monitoring
Every form that is created (even those that are deleted) can be accessed through the Form List under the Forms option on the menu bar in eTime.
The page that appears after clicking on the Form List will display a list of all forms that have been created for each/all CUC's for which the Preparer or Department Application Administrator has access. These forms are listed in descending order from most recently created to oldest.
Each form saved in eTime has a status.
The Status of each form saved in eTime can be found on the Form List page. It is listed on the far right hand side of the page under the heading Form Status.
A Form Preparer can look at the list displayed on the Form List page and identify the current status of the forms or a Preparer can use the Search for a form box above the list displayed and tailor their search to suit the find the particular forms that the Preparer wants to monitor.
For example:
A preparer could select a Form Type, Form Status (such as ‘Submitted’), or a Pay Cycle and Click on the [Search] button.
The list of forms displayed on the Form List will now reflect all forms containing that or those specific search parameters. Note that a combination of search parameters can be used.
Once the desired form is located, the preparer can Click the [Open] button next to the form ID# and reveal the form in its entirety.
Every form that has been submitted receives a four digit FTU Routing ID# that appears in the header of the form. This ID # is a link into the approval process.
A Preparer can Click on the FTU Routing ID to access the approval routing path for that form via an FTU Routing Slip that displays all approver groups and all approver levels. (This sample shows a two (2) level approval process.) MOST departments have a simpler one (1) level approval process. The current state of the form within the approval process is designated in the Step column by an * (asterisk) and the Outcome column will be blank awaiting action by the approver. A form’s status will not change to “Approved” until all levels of approvers have approved the form.
Preparers can ‘Click’ on any of the approval groups within the approval process and see who the approvers are at any approval level.
A window will open that displays the names of all approvers at the selected level.
The Preparer can ‘Click’ on an Approvers name to display location and phone number of the approver - or - the Preparer can ‘Click’ on the Approvers e-mail address and send an e-mail to encourage the preparer to act on the form needing approval.
- OR -
These options allow the preparer the opportunity to remind the approvers that the forms they are responsible for approving are time sensitive and must be acted upon quickly.
Understanding Form Status
This table explains the various states an eTime form can be in throughout its life-cycle and the specific conditions for each.
| Status |
Description |
| Created |
when the form has been created or saved but not yet submitted |
| Modified |
when a created form has been modified but has not yet been submitted for approval |
| Deleted |
when a form has been deleted prior to submission for approval |
| Expired |
when a form has expired before being submitted for approval |
| Submitted |
when a form has been submitted for approval |
| SubmittedDeleted |
when a form that has already been submitted for approval is deleted |
| SubmittedExpired |
when a form that has already been submitted for approval has expired |
| Approved |
when a form has been approved by all Approvers. |
| NotApproved |
when a form is modified after a route that resulted in disapproval |
| ApprovedModified |
when a form is modified after a route that resulted in approval |
| NotApprovedModified |
when a form is modified after a route that resulted in disapproval |
| ApprovedDeleted |
when an approved form is deleted after approval |
| ApprovedExpired |
when a form has expired after it has been approved |
| NotApprovedDeleted |
when a disapproved form is deleted after disapproval |
| NotApprovedExpired |
when a form has expired after it has been disapproved |
| Exported |
when an approved form is batched for export |
| Archived |
when an old form is copied to the archive table; only used for approved, exported forms placed in the TimePaymentArchive database |
Note: Modification before approval/disapproval does not change the form status.