Change requests

Once a staff member submits their hours, they can no longer edit them directly, because those hours are now with you for review. That is the right safeguard, but people do sometimes spot a mistake after they have submitted. A change request is how they flag it without being able to quietly rewrite a figure you have already seen, so corrections stay visible and stay yours to approve.

From an instructor's side, a change request is a short note raised against a specific entry that is no longer editable, for example one that is submitted, approved, or locked. They describe what is wrong, such as a wrong time, the wrong class, an entry that should be added, or one that should be removed, and it comes straight to you. Nothing about the entry changes on its own; the request simply puts the correction in front of you.

You see change requests in your pay review, alongside the hours they relate to, so a disputed entry is never just silently sitting wrong. Each request is either pending, approved, or declined, and you resolve it by making the actual correction to the entry if you agree, then marking the request approved, or declining it if the entry was right as it stood. Because the request and the entry sit together, it is easy to see what is being asked and act on it in the same place. Handling these as part of your normal review is covered in Review and approve hours.

The value of the change request is that it keeps a clean line between what staff can do and what you sign off. Staff can always raise a concern, right up to the point an entry is paid, but the figure that goes into pay is only ever one you have approved. That protects both sides: your team has a way to be heard, and you keep control of every number that becomes money.