Time Approval Process

Step 1Step 2Step 3Step 4Step 5Step 6Step 7Step 8Step 9Step 10Review Submission

In a web browser, navigate to scotweb.wooster.edu and click “Log In”

Screenshot of Scotweb with Log In highlighted

Click on “Employees”

Screenshot of Scotweb with Employees highlighted

Click on the Time Approval link to access the time entry screen.

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Click on the button next to the employee’s entry that needs approval. Then click “Submit”. Note: the approval deadline is indicated under the “Approve By Date”.

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If you are an alternate approver, select the name of the supervisor that you are approving for from the drop down box. Then, click on the Submit button. Refer to step six your next step.

Screenshot of Scotweb with reviewed time entries on behalf of promoted

After clicking “Submit”, the in/out times will appear for the pay period.

When reviewing the time reported by each employee, please verify the accuracy of all information. Student employees need to report their time using the following policies and procedures.

Regular – student employees need to enter the actual “in” times under the “Time In” column and the actual “out” times under the “Time Out” column. The in/out times need to be rounded to the nearest ¼ hour. Any time within 7 minutes after the ¼ of an hour needs to round down; any time beyond 7 minutes after the ¼ of an hour needs to round up (i.e. 8:07 a.m. needs to be reported as 8:00 a.m. and 8:08 a.m. needs to be reported as 8:15 a.m.). There are 3 ways to enter time; refer below for examples.

Screenshot of Scotweb with times for entry promoted

After reviewing the entry, supervisors need to verify that the employee has submitted his/her electronic signature. If there is no electronic signature and it is prior to the reporting deadline, supervisors need to request the employee to finalize the entry and submit the electronic signature prior to submitting their approval.

When the employee has submitted his/her electronic signature, the supervisor needs to do one of the following:

  • If the information is accurate, supervisors need to click on the drop down box next to Supervisor Decision and select Approve.
  • If the information is inaccurate, supervisors can correct the information for the employee and click on the drop down box next to Supervisor Decision and select Approve. Comments should be entered in the Supervisor Comments box to notify employees of any changes made to the original entry.
  • If the information is inaccurate and it is prior to the employee reporting deadline, supervisors can click on the drop down box next to Supervisor Decision and select Reject and provide comments in the Supervisor Comments to request action for correction. Note: Supervisor will be required to provide comments when rejecting entry. Employee will be required to make corrections to existing entry and submit for re-approval.

If the employee is unable to submit their electronic signature because it is beyond the employee deadline, the supervisor needs to report any time that was not previously reported by the employee. The supervisor also needs to indicate in the Supervisor Comments box that the time was reported to the best of his/her knowledge and that the employee should report any adjustments to Payroll.

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After completing one of the options, click on the Submit button. Regardless of which option is done, a confirmation screen will appear. Note: An email will be automatically sent to the employee to notify him/her that the entry was either approved or rejected.

Click on the OK button to return to the Employees menu. Repeat steps as necessary to approve all employee time.

After time has been approved for all employees, it is simple to verify that all entries have been approved.  Click on the Time Approval link.

Screenshot of Scotweb with an arrow to time approval

Review the Approved column to find “Y” indicated on all entries.

Time Entry showing to be approved by with "Y" for "yes"

After all employee time is approved, click on one of the Log Out tabs to end your ScotWeb session. Important: This step is essential so that confidential information cannot be accessed by others.