Approving Timesheets and leave requests

Issue/Question

How do I approve my employees’ timesheets and leave requests?

Environment

• Employees
• Supervisors
• SNAP
• Time Reporting

Cause

A supervisor or superuser needs to approve their employees’ timesheets and leave requests.

Resolution

All employees under South Dakota Board of Regents submit timesheets and leave requests through the SNAP portal. After an employee’s timesheet is approved by a supervisor, monthly payroll is processed electronically from the information on the employee’s timesheet. Employee leave balances are also automatically updated based on the monthly submission.

Pay periods run from the 22nd of the month through the 21st of the following month. For example:

• The January pay period runs from Dec. 22 – Jan. 21
• The February pay period runs from Jan. 22 – Feb. 21

Approving Leave Requests

Leave is requested through the online leave request system in SNAP (with the exception of Holidays and Administrative Leave which are entered directly onto the timesheet). All leave requests for the current pay period must be entered and approved before the employee submits the timesheet for approval. 

Once approved by the supervisor, leave requested in the online system is automatically populated onto the employee’s timesheet. Leave requests that are changed or approved after the timesheet has been submitted will not populate onto the timesheet.

1. Login to the SNAP portal – http://snap.sdbor.edu
2. Click on the Employee tab
3. Go to the Leave Request channel
4. Click SDBOR Leave Request System
5. Login to the leave request site using your USD email address and password
6. The system defaults to the ‘Create a New Request’ page. Click on the Administrator link at the top of the page
7. Select the appropriate pay period for the request (and the department and employee if necessary)
8. Click the link to open and view the leave request
9. Approve or deny the request. Approving will automatically update the appropriate employee timesheet and notify the employee by email that the request is approved

Approving Timesheets

The timesheet approval deadline is typically 5:00 p.m. on the 22nd of each month. If the 22nd is a weekend or a holiday, advanced announcements are sent via email to employees informing them of the deadline date for that pay period. Timesheet deadlines are also posted under the announcements channel on the SNAP portal employee tab. The system cut-off for approvals is 5:00 p.m. on the deadline date. If a timesheet remains pending approval after this time, contact USD Human Resources.

1. Login to the SNAP portal – http://snap.sdbor.edu
2. Click on the HR tab
3. Go to the Time Approval – Direct Link section
4. Click on Approve Time
5. This will take you to the Time Reporting Selection screen shown below:

6. Select Approve or Acknowledge Time
7. Click on the Select button, which will bring you to the Approver Selection Screen as shown below:

On this screen, you can select an appropriate department and pay period

8. Click on the ‘Select’ button and it will take you to a Department Summary screen where you will see your employees listed
9. Click on their name to access the time approval screen
10. Click on ‘Approve’ – this approves the timesheet for payroll. The employee will be notified by email that the timesheet has been approved

Note: If there are any errors on the timesheet, please refer to Correcting Submitted Timesheets article.