Approving & Rejecting Timecards
How to approve, bulk-approve, and reject timecards as an administrator, and what happens to the timecard after each action.
After reviewing a timecard's hours (see Reviewing Timecards), you'll approve it to lock in the hours for invoicing and payroll, or reject it and send it back to the candidate for corrections.
Which timecards can you act on?
| Status | You can… |
|---|---|
| Pending Approval | Approve or reject |
| Partially Approved | Approve (overrides remaining client approvers) or reject |
| Pending Admin Approval | Approve or reject |
| Approved | Un-approve |
| Draft | Send an unsubmit reminder |
The Admin Review Time Cards tile on the dashboard shows only timecards currently waiting for your action. Use it as your daily queue.
Approve a single timecard
Navigate to Time & Expenses → Time Cards and open the timecard you want to approve.
Click Approve in the timecard toolbar, or open the Actions menu (⋯) and choose Approve.
Confirm the action in the dialog that appears.
The timecard status changes to Approved. Hours are now locked — the candidate can no longer edit them — and the timecard is included in the next invoicing and payroll run.
Admin approval bypasses any remaining client approver steps. When you approve, the timecard moves directly to Approved regardless of how many client contacts haven't reviewed it yet.
Bulk approve
When you have a large batch of timecards to process at once:
Navigate to Time & Expenses → Time Cards.
Use the checkboxes on the left to select the timecards you want to approve.
In the bulk-action bar that appears above the table, click Approve.
Confirm the action.
All selected timecards are approved simultaneously.
Bulk-approve only when you've verified the candidates are reliable and the placements are consistent. For new candidates or new placements, review individually for the first few periods.
Reject a timecard
Use rejection when hours are incorrect, incomplete, or coded to the wrong block type.
Open the timecard you want to reject.
Click Reject in the toolbar, or open the Actions menu (⋯) and choose Reject.
Enter a Rejection Reason. This message is sent directly to the candidate — be specific about what's wrong and what they should fix.
Click Confirm.
The timecard status changes to Rejected. The candidate is notified and the card is returned to them for editing. Once they correct and resubmit it, it re-enters the approval workflow from the beginning.
Reverse an approval
If a timecard was approved in error:
Open the approved timecard.
Open the Actions menu (⋯) and choose Un-Approve.
This removes your approval from the timecard. What happens next depends on the placement's approval strategy:
- If other approvers had also signed off, the timecard reverts to Partially Approved.
- If you were the only approver, it reverts to Pending Approval or Pending Admin Approval depending on the timecard's content.
Send an unsubmit reminder
If a timecard has been sitting in Draft and the candidate hasn't submitted their hours:
Open the draft timecard.
Open the Actions menu (⋯) and choose Send Unsubmit Reminder.
The candidate receives a notification prompting them to submit.
Create a supplemental timecard
If additional hours need to be recorded after a timecard is already approved — for example, a candidate worked extra time that was omitted from the original card:
Open the approved timecard.
Open the Actions menu (⋯) and choose Create Supplemental.
Enter the additional hours in the new supplemental timecard that opens.
Submit and approve the supplemental timecard as you would a regular one.
The supplemental is linked to the original placement and period. Both cards are included when invoicing and payroll are calculated.
Create Supplemental only appears on timecards in Approved status. For a deeper look at supplemental timecards, see Supplemental Timecards.
After approval: what happens next
Once a timecard reaches Approved:
- Hours are locked — the candidate cannot edit the card.
- Hours flow into the next invoicing run for the client.
- Hours are included in the next payroll calculation for the candidate.
- Any PTO block types update the candidate's PTO balance.
See Invoicing and Payroll for the downstream steps.