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Reverse a processed timesheet back to approved

Updated

If a timesheet is stuck in "Processed" status but is no longer linked to a pay run, you can now reverse it back to "Approved" directly from the timesheet list — without raising a support ticket. This applies whether you need to fix a single timesheet or a batch of them at once.

This article explains how to:

Check whether a processed timesheet can be reversed

Before attempting a reversal, you can confirm at a glance whether a processed timesheet is eligible. The Reverse timesheet to approve action in the timesheet list shows its availability — or explains exactly why it is blocked — so you always know what to do next.

Steps to check reversal eligibility for a processed timesheet
  1. Log in to payroll platform.
  2. Click Timesheets, then click Approve timesheets.
  3. Locate the processed timesheet you want to review. Make sure that the timesheet is ticked.
  4. Look at the Reverse timesheet to approve action for that timesheet:
    • If the action is available, the timesheet is not linked to any pay run and can be reversed.
    • If the action is disabled, hover over it to see the reason — for example, the timesheet is still in an open pay run and must be removed from it first, the pay run has been finalised, or (in Australia) the pay run has already been reported to the ATO via Single Touch Payroll (RTI/FPS).
    • If a loading indicator is shown on the Reverse timesheet to approve action, wait for it to finish — the system is still checking eligibility.

Reverse a single processed timesheet to approved

Once you have confirmed a timesheet is eligible, you can reverse it back to "Approved" status in a few steps. You must select a reason before the reversal can be confirmed.

Steps to reverse a single processed timesheet to approved
  1. Log in to payroll platform.
  2. Click Timesheets, then click Approve timesheets.
  3. Locate the eligible processed timesheet and select Reverse timesheet to approve.
  4. In the confirmation window that opens, select a reason for the reversal from the reason field. A reason is required — you cannot confirm without selecting one. If you try to confirm without choosing a reason, an error message appears under the reason field.
  5. Select Confirm.
  6. The timesheet status changes to Approved and a confirmation message is shown.

Helpful Hint

To cancel at any point, close the confirmation window — no changes will be made and the timesheet status remains unchanged.

Reverse multiple processed timesheets to approved at once

If you have several processed timesheets to fix, you can reverse them all in a single bulk action rather than repeating the process one by one. A results summary will tell you the outcome for each timesheet in the selection.

Steps to reverse multiple processed timesheets to approved at once
  1. Log in to payroll platform.
  2. Click Timesheets, then click Approve timesheets.
  3. Select the checkboxes next to all the processed timesheets you want to reverse.
  4. Choose the Reverse timesheets to approve bulk action.
  5. In the confirmation window, select a reason for the reversal.
  6. Select Confirm.
  7. All eligible timesheets are reversed to Approved status. A confirmation message shows how many timesheets were reversed. If the reversal takes longer than a few seconds, a progress message is shown while you wait.
  8. If some selected timesheets were ineligible, a results summary lists which ones were not reversed and the reason for each.

Helpful Hint

To cancel, close the confirmation window before selecting Confirm — none of the selected timesheets will be changed.

Further information

Get help from the Employment Hero Community

If you are looking for further ideas, try our community.

Who can use this feature?

Reversing a processed timesheet is available to Full access users and Business Admins. This is the same access tier that internal Employment Hero admins have always had for this correction, now available directly to eligible users so you don't need to raise a support ticket for routine corrections.

When is the "Reverse timesheet to approve" action blocked?

The reversal action is only available when a processed timesheet is not currently linked to any pay run. It is disabled — with an explanation shown on hover — in the following situations:

  • Timesheet is in an open pay run: The timesheet must be removed from the pay run through the pay run screens first, before it can be reversed here.
  • Pay run has been finalised: Once a pay run is finalised, the timesheets within it cannot be reversed.
  • Pay run has been reported via Single Touch Payroll (AU only): Once a pay run has been reported to the ATO, the timesheets within it cannot be reversed.
What happens if a timesheet becomes ineligible while I'm confirming?

If another process adds the timesheet to a pay run between the moment you open the confirmation window and the moment you confirm, the reversal will not proceed. An error message will explain why the timesheet can no longer be reversed, and the status will remain unchanged. Close the window and check the timesheet's current eligibility in the list.

What if the reversal request fails to connect?

If the request cannot reach the server, a connection-failed message is shown along with a Retry option. The timesheet status remains unchanged until you retry successfully.

Which regions is this feature available in?

This feature is being rolled out region by region, starting with Australia, followed by New Zealand, the United Kingdom, Singapore, and Malaysia. If you don't see this feature yet, check back soon — it's not available in Canada.

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