On-Demand / Off-Cycle Timesheet Approval
Overview
The On-Demand / Off-Cycle Timesheet Approval module allows managers and designated approvers to review and approve an employee’s timesheet before the pay period officially ends.
This feature is useful when approvals are needed early for audits, payroll checks, corrections, or urgent exceptions—without disrupting the standard end-of-pay-period approval process.
⚠️ Important:
This module is not enabled by default and must be activated account-by-account by NextGen Workforce Support.
When Should This Feature Be Used?
- Payroll needs early approval for a specific employee
- Corrections must be validated before pay period close
- Managers want to approve completed work ahead of time
- Off-cycle payroll or exception processing is required
Prerequisites
Before using this feature, ensure the following are completed:
- ✅ The On-Demand / Off-Cycle Timesheet Approval module is enabled for your account (via Support).
- ✅ Timesheet approval workflow steps are already defined.
- ✅ The approval workflow is assigned to employees.
- ✅ You are listed as an actor (approver) in the timesheet approval workflow.
If workflow steps or approvers are not configured, off-cycle approval cannot be initiated.
How the Approval Process Works (High-Level)
- The standard timesheet approval still runs automatically at pay period end.
- This module allows an early, manual approval for a specific employee.
- Approval can only be performed by actors defined in the workflow.
- Off-cycle approval applies only to the selected employee, not the entire pay period.
How to Request an On-Demand / Off-Cycle Approval
Step 1: Navigate to Employee Timesheet
- Go to Timecard / Timesheet.
- Open the employee’s timesheet for the current pay period.
Step 2: Initiate Off-Cycle Approval
- Locate the “Request Off-Cycle Approval” option on the timesheet screen.
- Click to initiate the approval request.
This option will only be visible if:
- The module is enabled
- You are an authorized workflow actor
Step 3: Approval Workflow Is Triggered
- Once requested, the system:
- Initiates the timesheet approval workflow for that employee
- Routes the request to the defined approvers
- Approvers can then approve or reject based on workflow rules.
Who Can Approve?
Only users who are defined as actors in the timesheet approval workflow can:
- View the off-cycle approval request
- Take action (approve or reject)
If you are not part of the workflow, you will not see the approval option.
What Happens After Approval?
- The employee’s timesheet is marked as approved for the current pay period.
- This approval is logged and auditable.
Need This Feature Enabled?
Since this module is enabled only on request, please contact NextGen Workforce Support:
