---
title: "Timecard and payroll approval workflow"
slug: "timecard-and-payroll-approval-workflow-utc"
updated: 2026-07-07T18:15:11Z
published: 2026-07-07T18:15:11Z
canonical: "help.wrapbook.com/timecard-and-payroll-approval-workflow-utc"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Timecard and payroll approval workflow

> [!NOTE]
> Approving project worker timecards and payroll is permission based.
> 
> To approve project worker timecards and payroll, your account must have one of the following [roles](/v1/docs/roles-permissions) enabled:
> 
> - **Role:** *Company Admin, Company Manager, or assigned Project Coordinator*
> - **Custom role with:** *Projects, People & Approvals/Project management* - *Full access, or Manage; Payroll & Financials/Timecards - Full access, or Create and manage, or Approve only*

## Overview

The Timecards tab on your Approvals dashboard is where you review, manage, and approve worker timecards submitted for a project. From here, you can evaluate individual timecards in detail, approve or deny submissions, and bulk-approve multiple timecards at once. This article walks you through everything on the Timecards tab and how to take action.

**Note:** To learn how to configure your project's timecard approval workflow, see [Approval workflows](/v1/docs/approval-workflows).

## How to access timecard approvals in Wrapbook

Team members that are part of the [timecard approval workflow](/v1/docs/approval-workflows) can approve worker timecards from their Approvals dashboard.

1. In the left-side navigation, click the dropdown menu and select the project
2. In the left-side navigation, click **Approvals**
3. On your *Approvals* dashboard, click the **Timecards** tab

## Understanding the Timecards tab

### Filters

At the top of the *Timecards* tab, you can use the following filters to narrow down the timecards displayed:

- *Week ending* – Filter by the week-ending date of the timecard
- *Requester* – Filter by the worker who submitted the timecard
- *Request date* – Filter by the date the timecard was submitted
- *Status* – Filter by the timecard's current approval status (see [Approval status](/v1/docs/timecard-and-payroll-approval-workflow-utc#approval-status) below)
- *Pending approval from* – Filter by which approver still needs to act on a timecard

**To apply a filter**

- Click any filter dropdown and select your desired option. The list updates automatically.

**To clear all filters**

- Click **Clear filters** in the top-right of the filter bar

![Timecard approvals showing various workers, hours, and approval statuses for review.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T084131.736.png)

*Click on any of the* ***filters*** *to refine the list of approvals. Use* ***Clear filters*** *to remove all filters set.*

### Timecard list columns

Each row in the list represents one worker's timecard. Here's what each column shows:

| **Column** | **What it means** |
| --- | --- |
| *Week ending* | The last day of the work week the timecard covers. Click the date to open the timecard submission. |
| *Worker* | The name of the worker who submitted the timecard. |
| *Days / Hours* | The number of days worked and total hours logged on the timecard. |
| *Allowances* | The number of allowances (like kit fees or meal penalties) included. Click the number to open the submission and view allowance details. |
| *Gross* | The total gross pay calculated for the timecard. |
| *Approval status* | Where the timecard currently stands in the approval workflow. See [Approval Status](/docs/timecard-and-payroll-approval-workflow-utc#approval-status) below. |
| *Timecard status* | The submission state of the timecard (for example *Submitted*). |
| *Batch* | The payroll batch the timecard has been assigned to, if any. |
| *Department* | The department the worker belongs to on this project. |
| *Job title / Union* | The worker's job title and union affiliation, if applicable. |
| *Created on* | The date and time the timecard was created. |

**Sortable columns**

You can sort the list by clicking the column header for:

- *Week ending*
- *Worker*
- *Gross*
- *Batch*
- *Department*
- *Job title*
- *Created on*

![Table displaying timecard approvals with highlighted columns for key information.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T084517.572.png)

*The columns highlighted are sortable. To sort by the column, click its* ***header.***

### Approval status

Each timecard displays a status indicating where it stands in the approval process:

#### Started

The approval workflow is in progress. The timecard is moving through the required steps but hasn't been fully approved yet. By default, the *Approvals* dashboard filters to timecards in this state since they need attention.

#### Waiting on Approval

The timecard is at a specific step and is waiting for action from a particular approver.

#### Ready for Paymaster (union payroll projects only)

The timecard is awaiting review by the Paymaster before the approval process can continue.

#### Ready for Approval (union payroll projects only)

The Paymaster has completed their review and the timecard is ready for the next approver to act on.

#### Approved / You've Approved

All steps in the approval workflow have been completed.

![Approval status of timecards for workers, indicating progress and submission details.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T084717.700.png)

*Use the Approval status column to see where in the approval process the timecard is*

### Option 1: Bulk approve from the dashboard

You can approve multiple timecards at once directly from the *Timecards* tab on your *Approvals* dashboard.

1. Check the box to the left of each timecard you want to approve. To select all visible timecards, check the box in the column header row.
2. A dark action bar appears at the bottom of the screen showing how many timecards are selected
3. Click the **Actions** button on the right side of the bar
4. Select **Approve** from the menu

![Approval interface showing timecards for various workers with selection options.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T084924.089.png)

*Click the* ***checkmarks*** *to select the timecards, then click the* ***Actions*** *button and select* ***Approve***

### Option 2: Review and approve an individual timecard

For a closer look before taking action, open the worker's full timecard.

1. Click the **View** button on the right side of any timecard row. This opens the worker's individual timecard.
2. Review the wages, hours, allowances, and any alerts at the top of the page
3. When you're ready to act, click the **Approve** or **Deny** button in the top-right corner of the timecard

![Overview of a submitted work request with options to approve or deny.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T085136.230.png)

*When reviewing indifidual project worker timecards, you can use the* ***Deny*** *and* ***Approve*** *buttons*

#### What happens when you approve a timecard

When you *approve* a timecard, it moves to the next step in your project's approval workflow. If you’re the final approver, the timecard status updates to *Approved*.

#### What happens when you deny a timecard

When you *deny* a timecard, it is sent back to the worker with your reason for denial. The worker will be notified and can make corrections before resubmitting.

#### Denying a single allowance

If a timecard contains an allowance you want to deny — without denying the entire timecard — you can deny it individually from the timecard detail view.

1. Open the individual timecard by clicking the **View** button from the *Timecards* tab
2. In the *Allowances* section, click the **three-dot menu (⋮)** to the right of the allowance you want to deny
3. Select **Deny**
4. In the *Deny allowance* dialog, enter a reason in the text field
5. Click the **Deny allowance** button to confirm

The denied allowance is moved to a separate timecard so it can be tracked and approved independently. You'll see a confirmation message: *Allowance has been denied and moved to another timecard.*

![Table displaying allowances, breakdown of wages, and options to manage entries.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T085354.631.png)

*Scroll down to the Allowances section, click* ***the three dots*** **(⋮)** *next to the allowance and then select* ***Deny***

## Viewing approval details

To see a full record of where a timecard is in the approval workflow — including which steps have been completed and who still needs to act — open the individual timecard and use the *Actions* menu.

1. From the *Timecards* tab of your *Approvals* dashboard, click the **View** button on the timecard you want to check
2. On the timecard page, click **Actions** in the top-right area of the timecard row
3. Select **View approval details** from the dropdown. This will open the *Approval details* drawer.

### Using the Approval details drawer

The *Approval details* drawer gives you a snapshot of where a timecard stands in the workflow and who still needs to act on it.

At the top of the drawer, you'll see:

- *Approval status* – The current status of the timecard
- *Remaining approvals* – How many approval steps are still outstanding
- *Submitted by* – The worker who submitted the timecard

Below that, the drawer has two tabs:

- *Progress* – Shows each step in the workflow, the approvers assigned to that step, and how many have approved so far (e.g., "0 of 1 approved"). A clock icon next to an approver's name means their approval is still pending.
  - From the bottom of the drawer, you can also take action directly — click the **Approve** or **Deny** buttons without navigating back to the full timecard view
- *Activity* – Shows a timestamped log of all actions taken on the timecard, such as when the worker created the approval request. You can also leave a comment directly from this tab:
  1. Use the **Send to** dropdown to choose who will see your comment — select **Approvers only** to limit visibility to approvers, or choose another option to include the worker
  2. Type your message in the **Add comment** field
  3. Click the **send icon** to submit your comment

![Overview of wage details and action options for Sherley Director's submitted timecard.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T085630.062.png)

*Click the* ***Actions*** *button and then select* ***View approval details***

![Approval details showing pending status and timecard approvers for Sherley Director's submission.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T085749.152.png)

*Example of the approval details for a project worker’s timecard*

![Approval details showing pending status and activity log for Sherley Director's request.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-05-15T090313.901.png)

*In the Activity tab, you can send messages to other members of the timecard approval workflow*