When managers are away from the office, they can use delegation to allow another authorized employee to act upon their behalf to approve employee time cards and/or absences in Sequoia. Separate delegations must be entered for time cards and absences; however, both delegations are managed in the same tile in Sequoia.
When responsibility is delegated, the delegate receives the workflow approval requests that the original manager would normally receive and has the same ability to approve or reject them. Approval workflows already in progress when the delegation is entered remain with the manager who originally received the request.
Learn more about time cards at Topic Overview: Time and Absence Reporting and Approvals.
Delegate Approval Authority
Before You Start
- You need a SUNet ID and password to log in to Sequoia.
- Communicate clearly with your delegate about their approval responsibilities and the associated timelines.
- Go to Sequoia
- Select Sign in with SUNet ID
- Enter SUNet ID and password, if prompted
- Select the Me tab and then the Roles and Delegations tile
- Scroll to Approval Delegation and then select + Add to display the approval delegation fields
- Enter a description that will help you identify the delegation later in the Rule Name field (e.g., Delegation for August vacation)
- Enter Start and End Dates for your delegation. The End Date should be the last day of a pay period to allow the delegate to approve through the approval deadline for that pay period.
- Select Time and Labor from the Category drop-down
- In the Delegate To field, begin typing the name of the person who will receive delegated authority. Select the correct individual from the list that appears.
Note: It is recommended that you do not select the Allow this user to approve their own transaction check box. - Select Save to save your entry
- To delegate authority to multiple employees, select the + button and repeat the steps above
- Select the Me tab and then the Roles and Delegations tile
- Scroll to Approval Delegation and then select + Add to display the approval delegation fields
- Enter a description that will help you identify the delegation later in the Rule Name field (e.g., Delegation for August vacation)
- Enter Start and End Dates for your delegation. The End Date should be the last day of a pay period to allow the delegate to approve through the approval deadline for that pay period.
- Select Global Absence Approval from the Category drop-down.
- In the Delegate To field, begin typing the name of the person who will receive delegated authority. Select the correct individual from the list that appears.
Note: It is recommended that you do not select the Allow this user to approve their own transaction check box. - Select Save to save your entry
- To delegate authority to multiple employees, select the + button and repeat the steps above
- Once the delegation is saved, any workflow approval messages routed after that point will route to your delegate (if today’s date was selected).
- The designated manager will only see those designated employees listed under their Notifications and not as Direct Reports or in Team Time Cards.
- The delegation remains active until the end date you set.
- Update or delete an existing delegation from the Role Delegations section within the Roles and Delegations tile
Approve Delegated Time Cards and Absences
Before You Start
You need a SUNet ID and password to log in to Sequoia.
- Go to Sequoia
- Select Sign in with SUNet ID
- Enter SUNet ID and password, if prompted
From the Home page, you can select the Bell icon to review approval notifications, or view them in Things to Finish.
- Navigate to the My Team tab and select Show More
- Under the Time section, select Team Time Cards
- Select the Reports button
- Update the filter to include Others and delegated
- Search for the employee by name or their 8-digit ID number to open the record
- Once the time card is open, review the entries and click Approve in the upper right corner
If you make any manual corrections to the time card before approving, click Submit and then reopen the card and select Approve. This ensures the approval and audit history are correctly tracked.
Approved time cards are processed as part of the next regular payroll. Approved absences are processed as part of the regular payroll for the period(s) to which they apply. If a correction is needed, the employee or manager should initiate it, which then generates a new Workflow approval request. Learn more in How To: Retroactively Enter Time and Absence Corrections in Sequoia.