Approving Time & Expenses in our New Portal

Table of Contents

Approve or Reject Submitted Timesheets

Approving and Rejecting Expenses

Steps to Approve or Reject Expenses

Important Notes

Viewing Expenses

Approvers must authorize that the time recorded for employees for a period is accurate. If you are set up as a time approver in Bullhorn Time & Expense, you will be emailed a link to the Approval Application. No username or password is required. Follow the steps below to approve employee time.

Approval Request Emails are sent to the approver automatically based on a set schedule from support@peoplenet-us.com. No email will be sent if there is nothing to approve (ie: if no time is submitted or if all time has already been approved).

Approval Reminder Schedule:

• Time Approval Reminder 1 – 10 AM EST Monday

• Time Approval Reminder 2 – 4 PM EST Monday

• Time Approval Escalation Reminder 3 – 10 AM EST Tuesday

Approve or Reject Submitted Timesheets

• Carefully review any time for the assignment before approving it, this action cannot be reversed.

• If needed, you can assign an alternate approver to handle this responsibility on your behalf.

• By Approving Consultant Time, you are authorizing that the time entered for that assignment is accurate.

In the Approval Application:

• Hover over the Total Hours hyperlink to view additional details about hours worked. (If any overtime or double time entries are present, they will appear in this view.)

• To view the timesheet with more detail, select click to view. This will display more information about the day-to-day time entered for the employee.

  

Approving Options:

• Individual Approval: Select the checkmark at the end of the row for the assignment.

  

• Multi-Approval: Click Multi Approval Option and select all the timesheets you want to approve. Then, click Submit.

  

Rejecting a Timesheet:

• On the line of the timesheet you need to reject, click the red REJECT icon and enter a reason for the rejection in the pop-up comment field – the consultant will see your comment directly.

• Click Return Timesheet. This will notify the consultant that their timesheet was rejected with your comment and prompt them to correct and re-submit their timesheet for approval.

  

Confirmation:

• After completing time approval, you will receive a Confirmation email outlining the time approved and/or disputed.

  

• If you have already approved the time and then notice an error or mistake, contact payroll@eightelevengroup.com directly or work with your representative for support. There is no way to "un-approve" time once it has been approved.

Approving and Rejecting Expenses

The Web Time Entry Expense application is a tool used to make a detailed report of a consultant's work-related expenses. The report is created by the consultant in the self-service expense portal and then submitted to an expense approver. The approval request is emailed to the designated approver according to the schedule.

Expense Approval Reminder Schedule:

• First Request to Approve Expenses – 10:00 AM EST Monday

  

• Second Request Email – 4:00 PM EST Monday

• Escalation Request Email – 10:00 AM EST Tuesday

After the report is approved, details are delivered to Eight Eleven Group and the employee receives payable compensation for the items on the report. Consultant will always be notified if the Expense Report is rejected but will not be notified if it's approved.

Steps to Approve or Reject Expenses

1. From your approval email, click Access the Expense Approval Application.

   

2. In the approval application, review each submitted report per your company’s standards.

3. Choose one of the following:

   • Check the Approve option to the right of the report

   • Select the Approve All button at the top of the report

   • Or check Reject and enter a reason for rejecting the expense report (the employee will see your comments).

     

4. Click Submit to approve or reject the selected reports.

   

5. After approving, you will receive a confirmation email with a summary of approved or rejected expenses. Employees will also be notified of the approval or rejection status via email.

Important Notes

• The Expense Approval Application does not require a User ID or Password.

• You may receive up to three email reminders if you are listed as both primary and escalation contact.

• No emails are sent if there are no expenses to approve.

• Do not reply to the approval reminder emails.

• If you receive an approval email not intended for you, contact your agency representative to update the system.

• If you do not receive your expense request email, check your Spam or Outlook Junk folder and add DoNotReply@Peoplenet-us.com to your safe sender list or contacts.

Viewing Expenses

Standard View - View basic details about an expense report.

Click OPTIONS for easy access to:

• View All Receipts: Review all images attached to the expense report.

• View History: Displays additional details (date of creation, submission, etc.).

• PDF with Receipts: Creates a PDF report including receipts.

• PDF without Receipts: Creates a PDF report excluding receipts.

• View Past Reports: Review previously submitted reports from the employee.

Detailed View - Select the PLUS icon to the left of the employee’s name to open detailed view:

Details include:

• Assignment: The assignment name

• Date: The date the employee entered for the report

• Expense Type: Mileage, hotel, food, etc.

• Project: Associated project (may be blank)

• Receipts: Click View to see receipt images

• Amount: Dollar amount of the line item

• Description: Select Details for more information