Overview
Within your organisation, you may have employees who need to submit a timesheet that lists out what units they have worked and the breaks they took over their last working week. By using an online timesheet submission platform, your employees can submit their units worked wherever they are, be it in the office or the field. With this information sent through to their manager to review and approve.
The Timesheet Management feature allows you to approve or decline employee timesheets either in bulk or individually, and also submit an entry for one of your employees. You can also use this feature to edit a timesheet entry and delete a record if it is no longer required. To use this timesheet type, you need to create the work type within the payroll platform. To read further details on how to enable this feature, refer to the following guide.
Availability
| HR Plan: | Free | Standard | Premium | Platinum |
| Payroll Plan: | Standard | Premium | ||
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
Getting started
The below premises will walk you through how to approve and/or decline an employee timesheet.
Important
When you submit a timesheet for an employee, the platform will automatically approve the timesheet.
- Click the Time menu.
- Click the Timesheets Management submenu.
- Click the Add New Timesheet button.
- Select the Employee that needs a timesheet added.
- In the Work Types field select the Units of Work option.
- Complete the following fields:
- Date.
- Unit of work.
- Cost centre.
- Add a comment.
- Click the Save button.
- Click the Time menu.
- Click the Timesheets Management submenu.
- Use the Tick box to select each timesheet that needs approval.
- Click the Approve Selected button.
- Click the Time menu.
- Click the Timesheets Management submenu.
- Use the tick box to select each timesheet that needs declining.
- Click the Declined Selected button.
- Type in a reason for declining the timesheet.
- Click the Decline button.
Maintain
The below premises will walk you through how to view, edit and/or delete an employee timesheet.
- Click the Time menu.
- Click the Timesheets Management submenu.
- Use the following fields to filter your employee timesheet requests:
- Date range.
- Employee.
- Cost centre.
- Work type.
- Group by.
- Status:
- Pending timesheets.
- Approved timesheets.
- Declined timesheets.
- All.
- Click the Run Report button.
Important
The ability to view a timesheet is only available if payroll has processed the timesheet in a pay run. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.
- Click the Time menu.
- Click the Timesheets Management submenu.
- Click the View Details button.
Helpful Hint
You will now see the details of the timesheet on your screen.
Important
The ability to edit a timesheet is only available if payroll has not processed the timesheet in a pay run. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.
- Click the Time menu.
- Click the Timesheets Management submenu.
- Click the Action button.
- Click the Edit button.
- Make the required changes and click the Save button.
Important
The ability to delete a timesheet is only available if payroll has not processed the timesheet in a pay run. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.
- Click the Time menu.
- Click the Timesheets Management submenu.
- Click the Action button.
- Click the Delete button.
- Click the OK button.
Further information
| Pending | A manager needs to approve the timesheet. |
| Approved | A manager has approved the timesheet. |
| Declined | A manager has rejected the timesheet. |
| Created at | Provides a timestamp of the timesheet creation date |
| Synced at | Provides a timestamp of when the timesheet tried to sync with Employment Hero Payroll. |
| Sync successful | Determines whether the synchronisation of the timesheet between Employment Hero and Employment Hero Payroll has been successful. |
| Edited at | Provides a timestamp of the last edit done to the timesheet after a previous Employment Hero Payroll synchronisation attempt. |
| Icon | Name | Description |
|---|---|---|
| Blue clock | Used for approved, pending or declined timesheets that have not synchronised with Employment Hero Payroll. | |
| Green clock | Used for approved timesheets that have synchronised with Employment Hero Payroll. | |
| Red clock | Used for approved timesheets that has not synchronised with Employment Hero Payroll. | |
| Orange clock | Used for pending, approved, or declined timesheets that have had changes made to them after being synchronised with Employment Hero Payroll. | |
| Message | This means the employer has left a note regarding this timesheet |
Author recommended
So you have now managed your employee timesheets and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:
- Employee leave management | HR Web Platform This feature allows you to approve or decline employee submitted leave requests, with the ability to see their leave balance and any conflicting leave requests.
- Expense management | HR Web Platform This feature allows you to approve, approve pending further information, or decline employee expense claims either in bulk or individually.
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