HR administrators and authorized HR specialists can approve
changes that employees have made to their Personal Information in Employee Self-Service. Approved changes flow into
your Spectrum ERP system.
HR specialists must be assigned approval
permissions to complete this task. HR admins assign approval permissions by company on
the Permission Groups page.
Note: Currently,
Spectrum rejects approvals that
are sent when an employee record is in use within
Spectrum or during payroll
processing because that process locks system records in the ERP. As a best
practice, work with your Payroll department regarding the timing of payroll
processing. You can resend approvals that
Spectrum has
rejected. See
Resend Approvals
for details.
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Access the Approvals page in either of
the following ways:
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On the home page in Employee Self-Service or Trimble Construction One, select a quick link from the
Approvals section. This opens the
Approvals page already filtered for the
selected company and employees with pending approvals.
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From the Personal Info Approvals page, filter by .
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On the Approvals page, select an
employee name in the grid.
The Employee Details page opens to the Personal & Employment
Info tab. You will notice that a Pending indicator is
showing on the sections where the employee has made a change.
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To view pending approvals, you can select either the
Approvals tab on
the left side of the Employee
Details page, or select the Pending Approvals button in
the upper right.
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The Approvals tab on the left reflects the
total number of approvals pending for this employee.
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The Pending
Approvals indicator in the upper right reflects the
number of pending approvals in the selected area only (for example,
Personal Info). You may need to review each tab to determine where
the employee made changes.
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On the Approvals page, you will see
a tile or tiles showing the number of pending changes to approve in that area
(for example, Personal Info or Direct Deposit). Select the arrow on a tile to review
changes.
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For direct deposit approvals, employees may have
uploaded a copy of a voided check. If you are validating bank details entered in
Employee Self-Service against a
voided check, use the following recommended workflow:
- Bank details match the voided check
-
If an employee's voided check and bank account
details match, approve the direct deposit update as usual (see
step 6).
- Bank details do not match the voided check
-
If the employee's voided check and bank
account details do not match:
- Approve the direct deposit update as usual (see step 6). This
allows the data to flow into Spectrum
where you will make the necessary corrections. You can
right-select on the check image in HR Management and select to save it for
reference purposes.
- Open Spectrum,
and manually correct the employee's bank account details
using the bank information shown on the voided
check.
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To approve a request, select the Approve button.
When a change is approved, the Pending indicator on the
Personal Information page is removed, and the page retains the updated
information as entered by the employee. This same change is pushed to your
Spectrum ERP system
immediately. On the Approvals page, the count on the Sent to ERP indicator
increases to indicate the new number of approvals waiting to be accepted in
the ERP
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To deny a request, select the Deny button for that
request.
When a change is denied, the Pending indicator on the
Personal Information page is removed, and the page reverts to the
information as shown prior to the employee's edits. No changes are made in
Spectrum.
