Table of content
1. As a superior, how do I check and approve...
If no other person in your company has been designated as the approver for absences or travel expenses, you, as the superior, are responsible for approving submitted absence and travel authorization requests, as well as travel expense reports for your team.
In addition, depending on the system settings, you may also be responsible for approving remote work/home office and equipment requests.
my employees' absences
In your user interface, you can approve all requests submitted for approval via the ‘My Team/Approval’ menu. This section provides the most important information about each request.
Once an employee has submitted an absence request, you can review it by clicking the ‘three-dot menu’ and opening the employee's profile in a new tab. There, under ‘Time Management/Absences,’ you can check their available holiday entitlement.
Under ‘Time Management/Absence Year Overview,’ you will find a basic overview of the entire year, including the employee’s absences, travel, substitutions, and more. If the absence affects the employee’s time account, you can view the current status under ‘Time Management/Time Account.’
To identify potential scheduling overlaps within your team, use the Team Calendar in your user interface under ‘My Team/Team Calendar.’
After checking the absence, you can approve or reject the request.
my employees' travel authorization requests
In your user interface, you can approve all submitted requests in the ‘My Team/Approval’ menu. This section provides the most important information about each request.
Once an employee has submitted a travel authorization request, you can open it in a new tab for review.
The travel authorization request will then be displayed with the relevant travel request data and attached travel request documents. Once you have viewed and checked these, you can approve or reject the trip. If you wish to reject a request you must enter a reason in the appearing comments.
my employees' travel expense reports
In your user interface, you can approve all requests submitted for approval in the ‘My Team/Approval’ menu. This section provides key information about each request.
Once an employee has submitted a travel expense report for your approval, you can open it in a new tab using the ‘three-dot menu’.
In the menu that opens for travel expense reports, you can review the attached digital receipts and receipts for accuracy. Furthermore, you can check the mileage and daily details to see whether the employee has reduced the daily allowances. In the ‘Reports’ menu, you also have the option to generate a report for travel expense submissions.
After reviewing, you can then approve or reject the travel expense report in the travel expense report overview. Please note that a travel expense report, including all attached receipts, can only be approved or rejected as a whole — individual receipts or days cannot be approved or rejected separately.
Note: The following link will take you to an interactive tour showing you how to approve your employees' requests. To do this, log in to your HRworks account and follow the individual steps.
my employees' remote work/home office work equipment requests
In your user interface, you can approve all submitted requests via the ‘My Team/Approval’ menu. This section provides key information about each request
my employees' remote work/home office request
Once an employee has submitted a request to work remotely or from home, you can open the request in a new tab. This will take you to all remote work/home office requests, including those that have already been reviewed. Here, you can check how many times the employee has submitted such requests. For a more detailed review, you can use the annual overview in the employee menu.
After completing your review, you can approve or reject the request.
Note: If the administrator has set your employees' permissions so that they are not allowed to approve their own home office requests, the requests will be sent to you, their superior, for approval.
my employees' equipment requests
Once an employee has submitted an equipment request through their user interface, you can open the request in a new tab. This will take you to the employee’s equipment requests, where you can approve or reject them. After approval, the administrator is responsible for assigning the equipment for the requested period.
Note: You will only receive a equipment request from your employees if the equipment type has been set to require approval by a superior. This is a setting that administrators can configure in the admin interface.
2. As a superior, what events am I informed about?
As a superior, you will be notified by email when events are approved. You can manage the settings for approval emails in your user interface under ‘My Profile/Email Settings’ in the ‘As a superior’ section.
In addition to approval emails, as a superior you will also receive an informational email if an employee reports sick on the day of their sick leave.
However, you will not be notified by email about retroactive sick notes (e.g., if an employee reports sick on Tuesday for Monday), since you are expected to already be aware of the absence. Only the absence administrator will receive email notifications for retroactive sick notes.