TimeStation Approval Process 

SOP Number: YES00061 
Effective Date:  4/10/2025 
Revision Date:  4/10/2025 
Owner:  Operations 
Review Frequency: {Quarterly} 

Purpose 

 This Standard Operating Procedure (SOP) outlines the process that front office staff should follow to collect TimeStation reports, obtain client approvals, and submit the reports to payroll for applicable clients. It also details how to handle time adjustments after an initial TimeStation report has already been submitted to payroll. 

 
 

Responsibilities 

List the roles and their responsibilities for this procedure. Be specific about who is responsible for each part of the process. 

1. Role 1: Recruiter  

2. Role 2: Account Manager  

Definitions 

Provide definitions for any terms or acronyms used in this SOP that may not be commonly understood. 

 

 

 

 

 

 

TimeStation Approval Process  

 

TimeStation Report Collection & Approval 

1. Running the Weekly TimeStation Report: 

• Every Monday morning, the account manager must run a TimeStation report for their respective clients that track hours in TimeStation for the previous week worked. 

• Log into TimeStation. 

• In the top blue bar, select "Reports." 

• Use the dropdown menu to select "Employee Daily Summary." 

• Select the correct date range: 

• Some clients follow a SUN-SAT pay period, while others follow MON-SUN. 

• Ensure you know the correct pay period for the client; if unsure, ask Payroll. 

• Set the Start Date to the first day of the previous week’s pay period and the End Date to the last day of the previous week’s pay period. 

• Unselect "Print Separate Pages" and leave "Show Pay" checked. 

• In the "Select Department" dropdown, select the client’s name. 

• Click the green "Run Report" button. 

• Review the report for missing data (e.g., missing pay rates, missing punches, unusually high or low total hours). 

• If pay rates are missing, update TimeStation and re-run the report. 

Export the report to Excel and save it with an easily identifiable name. 

• If errors are present, highlight affected areas in the report. 

 

2. Submitting the Report for Client Approval: 

• Email the Excel report to the client contact for approval. Do not include Payroll in this email. 

• If errors are present, highlight them in the email and request the client’s guidance for corrections. 

• If no errors are found, request client review and approval. 

3. Handling Client Approvals and Corrections: 

• If the client approves the report with no changes, forward the approval email to Payroll, attaching the approved report. 

• If the client requests adjustments: 

• Make the necessary changes in TimeStation. 

• Run a new updated report. 

• Resend the updated report to the client for approval. 

• Once approved, forward the approval email to Payroll with the updated report attached. 

Handling Time Adjustments After Payroll Submission 

1. Confirming Adjustments: 

• If a client reports additional or reduced hours after the report has already been submitted to payroll, confirm the changes with the client before making adjustments. 

• If an employee claims missing hours, verify with the client before proceeding. 

2. Updating TimeStation & Running a New Report: 

• Make the outlined adjustment to the affected employee's time in TimeStation. 

• Run a new report only for the affected employee and week ending date: 

• Follow the standard report-running steps, but in "Select Employee," choose the affected employee. 

• If multiple employees are affected, run separate reports for each. 

• Export each updated report to Excel. 

3. Submitting Adjusted Reports to Payroll: 

• Once the time adjustment is approved by the client, email the adjusted single-employee report(s) to Payroll. 

• In the email, briefly describe the changes made and the reason for the adjustments. 

• Payroll will handle processing the adjustments. 

 

 

 

 

 

 

 

 

 

Guidelines and Best Practices {OPTIONAL} 

Offer any additional guidelines, tips, or best practices to help with successful execution of this SOP. 

 

 

 

 

 

 

 

 

 

 

Approval and Revision History 

Version	Date	Approved By	Changes Made
1.0	4/10/2025	IT , ML	Initial Creation

Contact Information 

For questions or support related to this SOP, contact: 
Role/Department: HR  
Email: [email protected] 
Extension: 117