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Manage weekly hour-based timesheets

Available for the following HR plans: Standard, Premium, Platinum
Available for the following Payroll plans: Standard, Premium
Available for the following user access levels: Admin   

An online timesheet system helps your employees log their work hours easily, whether they are in the office or in the field. This ensures accurate records are submitted to managers for prompt review and approval.

The HR Manager Timesheet feature lets you approve or decline timesheets in bulk or individually, edit entries, or submit them on behalf of employees. You can also delete records if they are no longer required.

Important

To use this timesheet type, you need to enable Daily Hours based on Weekly Entries. For details on how to enable this feature, refer to this article.

Getting started

Submit daily hours for an employee

Important

When you submit a timesheet for an employee, the system will automatically approve the timesheet.

  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Click the Add New Timesheet button.
    Weekly_1.jpg
  4. Click the Hourly button.
  5. Select the starting date in the Week field.
  6. Complete the following fields:
    • Employee
    • Cost centre
    • Work type
    • Monday to Sunday work hours
    • Comment

    Helpful Hint

    You can add a new row by clicking the Add New Row button. You can delete a row by clicking the Delete button at the end of the timesheet row.

  7. Click the Save button.
    Weekly_2.jpg
Submit half/full days for an employee

Important

When you submit a timesheet for an employee, the system will automatically approve the timesheet.

  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Click the Add New Timesheet button. Weekly_1.jpg
  4. Click the Full Day/Half Day button.
  5. Select the starting date in the Week field.
  6. Complete the following fields:
    • Employee
    • Cost centre
    • Work type
    • Monday to Sunday half day or full day
    • Comment

    Helpful Hint

    You can add a new row by clicking the Add New Row button. You can delete a row by clicking the Delete button at the end of the timesheet row.

  7. Click the Save button.
    Weekly_3.jpg
Approve timesheets
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Use the Tick box to select each timesheet that needs approval.
  4. Click the Approve Selected button.
    Weekly_4.jpg
Decline timesheets
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Use the tick box to select each timesheet that needs to be declined.
  4. Click the Declined Selected button.
    Weekly_5.jpg
  5. Type in a reason for declining the timesheet.
  6. Click the Decline button.
    Weekly_6.jpg

Maintain

Filter timesheets
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. In the Timesheets Approval section, 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
  4. Click the Run Report button.
    Weekly_7.jpg
Edit an employee's daily hours
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Click the Action button.
  4. Click the Edit button.
    Weekly_8.jpg
  5. Make the required changes and click the Save button.
    Weekly_9.jpg
Edit an employee's half/full day
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Click the Action button.
  4. Click the Edit button.
    Weekly_10.jpg
  5. Make the required changes and click the Save button.
    Weekly_11.jpg
Delete an employee's timesheet
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Click the Action button.
  4. Click the Delete button.
    Weekly_12.jpg
  5. Click the OK button.
    Weekly_13.jpg

Further information

Definitions: Timesheet status
Pending A manager needs to approve the timesheet.
Approved A manager has approved the timesheet.
Declined A manager has rejected the timesheet.
Definitions: Clock messages
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
Definitions: Symbols
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 synchronising with Employment Hero Payroll
  Message The employer has left a note regarding this timesheet.
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