Managing daily hour based timesheets | HR Web Platform

Jimmy

Updated 29 March 2023 05:33

Overview

Within your organisation, you may have employees who need to submit a timesheet that lists out their start and end times they have worked each day and any breaks they took over their last working week. By utilising an online timesheet submission platform, your employees can submit their hours worked wherever they are, be it in the office or the field, with this information sent through to their manager to review and approve on the spot.

The HR Manager Timesheet 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 enable Start and End Times based on Daily Entries. To read further details on how to enable this feature, refer to this article.

Getting started

Select the payroll platform you integrated with for the relevant instructions. If you do not have an integrated payroll product, click the HR Only tab.

Availability

HR Plan:

Standard

Premium

Platinum

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.

Submit start and end times for an employee

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.
Complete the following fields:
- Date.
- Start time.
- End time.
- Employee.
- Work type.
- Cost centre.
Click the Break button.
Complete the following fields:
- Start time.
- End time.
If required, add a comment.
Click the Save button.

Approve timesheets

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.

Decline timesheets

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.

Availability

HR Plan:	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.

Submit start and end times for an employee

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.
Complete the following fields:
- Date.
- Start time.
- End time.
- Employee.
- Work type.
- Cost centre.
Click the Break button.
Complete the following fields:
- Start time.
- End time.
If required, add a comment.
Click the Save button.

Approve timesheets

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.

Decline timesheets

Click the Timesheet menu.
Click the 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.

Availability

HR Plan:

Standard

Premium

Platinum

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.

Submitting start and end times for an employee

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.
Complete the following fields:
- Date.
- Start time.
- End time.
- Employee.
- Work type.
- Cost centre.
Click the Break button.
Complete the following fields:
- Start time.
- End time.
If required, add a comment.
Click the Save button.

Approve timesheets

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.

Decline timesheets

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

Select the payroll platform you integrated with for the relevant instructions. If you do not have an integrated payroll product, click the HR Only tab.

Availability

HR Plan:

Standard

Premium

Platinum

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.

Filter timesheets

Click the Time menu.
Click the Timesheets Management submenu.
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.
Click the Run Report button.

Edit an employee's timesheet

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.

Delete an employee's timesheet

Click the Time menu.
Click the Timesheets Management submenu.
Click the Action button.
Click the Delete button.
Click the OK button.

Availability

HR Plan:	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.

Filter timesheets

Click the Time menu.
Click the Timesheets Management submenu.
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.
Click the Run Report button.

View submitted timesheets

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.

Edit an employee's timesheet

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.

Delete an employee's timesheet

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.

Availability

HR Plan:

Free

Standard

Premium

Platinum

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.

Filter timesheets

Click the Time menu.
Click the Timesheets Management submenu.
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.
Click the Run Report button.

View submitted timesheets

Important

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.

Edit an employee's timesheet

Important

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.

Delete an employee's timesheet

Important

Click the Time menu.
Click the Timesheets Management submenu.
Click the Action button.
Click the Delete button.
Click the OK button.

Further information

Select the payroll platform you integrated with for the relevant instructions. If you do not have an integrated payroll product, click the HR Only tab.

Availability

HR Plan:

Standard

Premium

Platinum

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.

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 symbols

Created at	Provides a timestamp of the timesheet creation date.
Approved by	Provides the name of the user that approved the request.
Approved at	Provides the date and time of approval

Definitions: Symbols

Icon	Name	Description
	Message	This means the employer has left a note regarding this timesheet.

Availability

HR Plan:	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.

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 your EH payroll platform.
Sync successful	Determines whether the synchronisation of the timesheet between your EH HR and payroll platform has been successful.
Edited at	Provides a timestamp of the last edit done to the timesheet after a previous EH payroll platform synchronisation attempt.

Definitions: Symbols

Icon	Name	Description
	Blue clock	Used for approved, pending, or declined timesheets that have not synchronised with your EH payroll platform.
	Green clock	Used for approved timesheets that have synchronised with your EH payroll platform.
	Red clock	Used for approved timesheets that have not synchronised with your EH payroll platform.
	Orange clock	Used for pending, approved, or declined timesheets that have had changes made to them after being synchronised with your EH payroll platform.
	Message	This means the employer has left a note regarding this timesheet.

Availability

HR Plan:

Standard

Premium

Platinum

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.

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 your KeyPay platform.
Sync successful	Determines whether the synchronisation of the timesheet between Employment Hero and your KeyPay platform has been successful.
Edited at	Provides a timestamp of the last edit done to the timesheet after a previous KeyPay synchronisation attempt.

Definitions: Symbols

Icon	Name	Description
	Blue clock	Used for approved, pending, or declined timesheets that have not synchronised with your KeyPay platform.
	Green clock	Used for approved timesheets that have synchronised with your KeyPay platform.
	Red clock	Used for approved timesheets that have not synchronised with your KeyPay platform.
	Orange clock	Used for pending, approved, or declined timesheets that have had changes made to them after being synchronised with your KeyPay platform.
	Message	This means the employer has left a note regarding this timesheet

Author recommended

So you have now managed your employees 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.

Overview

Getting started

Availability

Important

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Maintain

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Helpful Hint

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Availability

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Helpful Hint

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Further information

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Author recommended