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

# Project Manager Time Entry Approval in FieldTime

> As a Project Manager, review and approve individual time entries for your assigned projects in FieldTime before they advance to Supervisor review.

As a Project Manager in FieldTime, you are the first approver in the three-tier workflow. Your job is to review every time entry an employee has charged to a project, phase, or task where you are the assigned Project Manager in Deltek Vantagepoint. You work at the line level — approving or rejecting individual entries — so supervisors and payroll only ever see work that you have already validated against your project records.

<Note>
  Your PM queue only shows entries for projects where you are the assigned Project Manager in Vantagepoint. If you expect to see an entry and it is not in your queue, ask your Admin to confirm your PM assignment in Vantagepoint and re-sync the project data.
</Note>

## How FieldTime Assigns Entries to You

When an employee submits a timesheet, FieldTime resolves the responsible PM for each line by checking the Vantagepoint project hierarchy from the most specific level upward:

1. The **task's** assigned Project Manager in Vantagepoint
2. If not set, the **phase's** assigned Project Manager
3. If not set, the **project's** assigned Project Manager

FieldTime then matches the resolved name to an active FieldTime employee record. If a match is found, the entry appears in that employee's PM queue. If no match is found, the entry is marked **Missing Approver** (see below).

## What You See in Your PM Queue

Your PM queue groups pending entries by employee and by project so you can review related work together. For each entry you can see:

| Column                     | What it shows                                                   |
| -------------------------- | --------------------------------------------------------------- |
| **Employee**               | The employee who submitted the time                             |
| **Date**                   | The day the work was performed                                  |
| **Project / Phase / Task** | The Vantagepoint work breakdown charged                         |
| **Classification**         | The labor classification billed                                 |
| **Hours**                  | Regular, overtime, or double-time hours logged                  |
| **Notes**                  | Any note the employee attached to the entry                     |
| **Compliance flags**       | Overtime or meal-break findings surfaced by FieldTime           |
| **PM Status**              | Current state: Pending, Approved, Rejected, or Missing Approver |

## Approving Time Entries

<Steps>
  <Step title="Open your PM queue">
    Navigate to **Approvals → PM Review** in the left sidebar. You will see all entries awaiting your approval, grouped by employee and project.
  </Step>

  <Step title="Review the entry details">
    Expand any row to see the full entry — project, phase, task, hours breakdown, employee notes, and any compliance flags. Cross-check the hours and project codes against your project records.
  </Step>

  <Step title="Approve the entry">
    Click **Approve** on an individual entry to mark it approved. To approve all entries for a single employee on a project at once, use the **Approve All** button at the group header. FieldTime writes an audit record for each line you approve.
  </Step>

  <Step title="Timesheet advances automatically">
    Once every entry on a timesheet has been PM-approved, FieldTime automatically changes the timesheet status to **Pending Supervisor Review** and routes it to the employee's supervisor queue. You do not need to take any further action.
  </Step>
</Steps>

## Rejecting a Time Entry

If an entry contains incorrect project codes, wrong hours, or any other error, reject it rather than approving it.

<Steps>
  <Step title="Click Reject on the entry">
    Click the **Reject** button next to the specific entry. Do not reject the whole group if only one line needs correction.
  </Step>

  <Step title="Enter a rejection reason">
    A dialog prompts you to type a reason. Be specific — the employee sees exactly what you write. For example: *"Charged to Phase 03 but site visit was for Phase 04 — please correct."*
  </Step>

  <Step title="Confirm the rejection">
    Click **Confirm Reject**. The entry's PM status is set to Rejected, the timesheet status returns to **Needs Revision**, and the employee is notified. The employee must correct and resubmit, which restarts the approval process from Tier 1.
  </Step>
</Steps>

## The Missing Approver Status

If FieldTime cannot match a project's assigned PM in Vantagepoint to an active FieldTime employee record, the time entry is marked **Missing Approver** instead of Pending. This means:

* The entry does **not** appear in any PM's queue.
* The timesheet is **blocked** — it cannot advance to Supervisor review until the gap is resolved.
* Payroll cannot give final approval to a timesheet that contains any Missing Approver entry.

**What to do:** Contact your FieldTime Admin. The Admin needs to confirm that the Project Manager named in Vantagepoint has a matching active employee record in FieldTime and that the Vantagepoint project data has been re-synced. Once the PM is resolved, the entry is re-assigned and appears in the correct PM queue.

## Approval Status Reference

<Tabs>
  <Tab title="Pending">
    The entry is waiting for your review. It appeared in your queue when the employee submitted their timesheet.
  </Tab>

  <Tab title="Approved">
    You have approved this line. If all other entries on the timesheet are also approved, the timesheet has advanced to Supervisor review.
  </Tab>

  <Tab title="Rejected">
    You rejected this entry. The timesheet has returned to the employee for correction. Your rejection reason is visible to the employee and recorded in the audit log.
  </Tab>

  <Tab title="Missing Approver">
    FieldTime could not resolve a PM for this entry from the Vantagepoint project hierarchy. Admin intervention is required. This entry does not appear in any PM queue and blocks payroll finalization.
  </Tab>

  <Tab title="Not Required">
    The entry is not linked to a project (for example, a non-project administrative entry) and does not require PM approval. It advances directly with the rest of the timesheet.
  </Tab>
</Tabs>