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Purpose:  When an employee is setup in I-Time they are assigned a user role.  Their user role determines what functions and capabilities they can perform in I-Time.  Each user can create, and has access to time sheets for the current pay period and up to 25 future pay periods.

Time sheets will remain as current until the specific pay period has been processed and is closed.  Typically this happens on Thursday after the pay period end date.  Employees can create future time sheets however they cannot be approved until the pay period begin date approaches.

Note:   If changes have been made to an employee's time sheet after the employee has signed it, the employee will be required to re-sign the time sheet before a new time sheet can be created.  This will ensure the employee is aware that something may have changed on their time sheet, and they need to sign and acknowledge the changes.

The employee will not have to re-sign the time sheet if only the Shift or Overtime indicators have been changed.  A TEA, TEA/Reviewer, Reviewer, Approver, Approver/Reviewer and CPO will not see their own time sheet in the review.

Employee

• Can create their own time sheet, unless they have 'Time Not entered by employee, Signed time sheet on file?' set to 'Y' on their I-TIME profile.
• They have the option to override their Shift indicator.
• Have the ability to 'Save', 'Submit', add 'Comments', or 'Reset' their time sheet.
• Note:  DEQ employees can only view their time sheets and no comments can be added.  They can make updates or changes to their time sheet until it has been approved.
• Employees that have their time sheet created by someone else cannot open their time sheet until it has been created by the TEA or CPO.  In this instance when the employee opens their time sheet it will be 'Read' only.

TEA - Time Entry Assistant

For additional information on the TEA - Time Entry Assistant Role, please click here: Entering Time as a Time Entry Assistant (TEA)

• Can create time sheets on behalf of other employees in designated Time Entry Locations (TELs).
• TEAs can make changes to the Shift indicators on time sheets created by employees. 
• A TEA can 'Edit' a time sheet that has been completed and submitted by an employee. 
• When a TEA edits and submits a completed time sheet for an employee, comments are required and the employee must sign their time sheet prior to creating a new time sheet for the next pay period.
• Once a time sheet is reviewed and approved, a TEA cannot edit it.
• Have the ability to 'Create', 'Edit', and 'Approve' all leave/overtime requests for an employee. 

TEA/Reviewer

• Can 'Create' and/or 'Review' time sheets. 
• TEA and Reviewer responsibilities can be set by TEL which allows the option to only review time sheets for a specific TEL and create time sheets for other TELs.
• All involved TELs must be selected on the employee profile.
• Note:  An adjustment would be made on the TEL Maintenance screen to remove either role from a specific TEL. 
• If the TEA/Reviewer is assigned to the TEL, they will have the options of both roles to choose from.
• If a TEA/Reviewer is designated as a TEA in select TELs and a Reviewer in other TELs, then they will only be able to perform the functions of the role for the specific TEL.

Reviewer

For additional information on the Reviewer role, please click here: The Designated Reviewer's Role

• Can review time sheets, but have do not have edit capabilities. 
• They can disapprove time sheets when corrections are necessary, but cannot approve time sheets. 
• Reviewers have the option to select 'Review Complete' or 'Disapprove'.
• Once a time sheet is in review status, it must be marked 'Review Complete' before an Approver can approve it.

Approver

• Can 'Create', 'Edit', and 'Approve' time sheets for employees in their immediate level TELs.
• Note:  Approvers higher in their agency I-Time structure can 'Edit' and 'Approve' all time sheets for all TELs.
• If more than one Approver is set up for a TEL, all Approvers would have the same capabilities.
• Approvers can also 'Create', 'Edit', and 'Approve' all leave/overtime requests for an employee.  

Approver/Reviewer

• An Approver can 'Create', 'Edit', and 'Approve' time sheets for employees in their immediate level TELs.
• Note:  Approvers higher in their agency I-Time structure can 'Edit' and 'Approve' all TELs, but cannot create time sheets for the lower level TELs.
• Approver/Reviewers can only 'Review', they have do not have 'Edit' capabilities.
• If an employee is set up as an Approver/Reviewer for the same TEL they will have the ability to perform the functions of both the Reviewer and Approver roles.
• From the review they have the 'Review Complete' option as well as the 'Approve/Disapprove' option when opening an employee's time sheet.
• If an Approver/Reviewer is set up as an Approver in select TELs, and as a Reviewer for other TELs, they will have the capabilities to perform the functions for the appropriate role in that TEL.

CPO - Central Payroll Officer

• An agency I-Time CPO is empowered by the head of the agency to submit the Payroll Authorization form on his/her behalf certifying true and accurate information.
• CPOs can create, correct, disapprove, or approve time sheets.
• They have the ability to make changes to their agency I-Time structure and employee profiles.
• A CPO can also create, edit, and approve all leave/overtime requests for an employee.  
• The role of CPO is established by submitting an online Security Access Request form to the State Controller's Office.