Users can use the multi-approval functionality to approve the portions of time in a worked shift that pertain to them. When configured, Dayforce treats each portion of a shift (that is, time spent working different job assignments, or on certain projects or dockets) separately for approval purposes. Without configuring multi-approval, when a user approves the details of a worked shift using the Authorize button in Timesheets, it applies to the entire shift. With multi-approval, Dayforce can be configured so that only appropriate users can approve time recorded against specific job assignments, projects, dockets, or pay codes. Any shift that contains a labor metric that requires specific approval is split so that the portion with this labor metric is approved separately.
For example, in a retail chain the receiving manager is responsible for the quarterly inventory projects and sales staff can be asked to help out after hours. A sales associate works a six hour shift which involves four hours on the sales floor and two hours taking inventory. The sales associate’s manager can approve the four hours the employee worked on the sales floor as normal but the receiving manager needs to approve the time worked against the inventory project.
Multi-approval functions in a similar manner as approving worked time. Users with access select the worked shift they want to approve in Timesheets and click Authorize. Dayforce marks the shift with the approved icon (
) to show that the user has approved the shift’s work details:
In the screenshot above, an employee’s manager has authorized both shifts. In the first shift, the employee transferred to the Quarterly Inventory project, which requires a receiving manager to approve. When the receiving manager reviews the same shifts in Timesheets, Dayforce doesn’t show the approved icon on the first shift. This signifies that there are time and attendance records in this shift that require approval (that is, the time recorded against the Quarterly Inventory project). A user belonging to the approval group assigned to the labor metric must also select the shift and click Authorize to approve the time recorded against Quarterly Inventory project.
If a user edits a previously authorized shift in Timesheets, Dayforce removes the authorizations. For example, if the receiving manager authorized a shift with time recorded against the inventory project and the store manager edits the shift, Dayforce removes the receiving manager’s authorization. After the edits are saved, both the store manager and the receiving manager have to authorize the shift again.
Dayforce tracks the number of shifts that require authorization by another user in Pay Approve Checklist. Any shifts with labor metrics that require line item approval by a user other than the one currently logged on are marked in the Exceptions column.
Configuring Dayforce to support multi-approval involves defining which labor metrics require specific approval and by whom. This involves the following steps:
- Creating the appropriate role features and access authorizations: Users require access to Timesheets and the Authorize button to perform multi-approvals. See Role Features.
- Creating approval groups: An approval group is a set of specific users and user roles who can perform similar approvals. They are used to group users responsible for the same approvals.
- Creating multi-approval labor metrics: Specific job assignments, projects, dockets, and pay codes can be configured to require multi-approval.
- Configuring the Multi Approval Alert, which alerts users when multi-approval labor metrics require authorization. Dayforce sends the alert to any subscribed user that belongs to an approval group if there exists any unauthorized time that contains a labor metric their approval group can authorize.