Timecard states of approval and sign-off

It is important to understand the different behaviours for various timecard approval and sign-off states, as described in the following table.

State	Prerequisites	Option to undo	Data edits allowed
No approval or sign-off	Function Access Profile (FACP) and DAP (Data Access Profile) permissions are required to edit timecard	Not Applicable	All data can be fully edited by managers or employees, based on their FACP and DAP permissions to edit timecards.
Employee approval	Employees should verify that timecard data and totals are correct.	Can be removed by employee with FACP permission	Timekeeping data cannot be edited by employees. Timekeeping data can be fully edited by a manager. Configuration data – See How configuration changes in Application Set-up can affect the timecard
Manager approval	Employee should approve timecard first. There may be configured Approval Restrictions that must be met.	Can be removed by approving manager with FACP permission to remove their own approval.	Timekeeping data cannot be edited by employees. Timekeeping data can be fully edited by a manager with a FAP configuration of Allowed. Configuration data – See How configuration changes in Application Set-up can affect the timecard
Sign-off	The timeframe must be the Previous Pay Period, if performing within a timecard. There may be sign-off restrictions that must be met.	Can be removed by employee or manager with FACP permission to remove sign-off, unless Historical Corrections Edits that occur after timecards are approved and signed-off. are present.	Timekeeping data can be edited by an employee with a FAP configuration of Allowed, if editing is enabled. Timekeeping data can be edited by a manager with a FAP configuration of Allowed, if editing is enabled. Configuration data – See How configuration changes in Application Set-up can affect the timecard Scheduling data cannot be edited.
Payroll Lock	Suggested timeframe for payroll lock is at least 1 or 2 years in the past.	Cannot be removed	Transactional data cannot be edited.

How configuration changes in Application Set-up can affect the timecard

If the employee's timecard is unapproved or signed off, then any edits made in Application Set-up, such as Pay Rules or Accruals, update the data in the timecard upon the next BGP/CT call.
If the employee's timecard is approved by anyone, then any edits made in Application Set-up, such as Pay Rules or Accruals, update the data in the timecard upon the next BGP/CT call.
If the employee's timecard is signed off but edits are not enabled, then any edits made in Application Set-up, such as Pay Rules or Accruals, stay in a pending state until edits are enabled until the next BGP/CT call. The Timecard calculates and displays updated totals, but corrections for those totals are not created.
If the employee's timecard is signed off and edits are enabled, then any edits made in Application Set-up, such as Pay Rules or Accruals, stay in a pending state until the next BGP/CT call.
If the employee's timecard has a payroll lock on it, then any edits made in Application Set-up, such as Pay Rules or Accruals, are never applied.

If the employee does not have any data from the date of hire, only one sign-off is issued at the end of the previous pay period and only one record is written in the database. In this situation, if the sign-off is removed, the employee is no longer signed off.
If the employee has transactional (timekeeping) data between the date of hire and now, multiple sign-offs are issued – one for each pay period – and the record for each sign-off date is written in the database. If the sign-off is removed in this situation, it is removed for one pay period at a time, but the employee is still signed-off for all pay periods prior to the one where the sign-off was removed.