Managing weekly hours based timesheets | HR Web Platform

Jimmy

Updated 29 March 2023 05:52

Overview

Within your organisation, you may have employees who need to submit a timesheet that lists out what hours they have worked over their last working week. By utilising an online timesheet submission system, 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 Daily Hours based on Weekly Entries. To read further details on how to enable this feature, refer to the following 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 daily hours for an employee

Important

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

Click the Time menu.
Click the Timesheets Management submenu.
Click the Add New Timesheet button.
Click the Hourly button.
Select the starting date in the Week field.
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.
Click the Save button.

Submit half/full days for an employee

Important

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

Click the Time menu.
Click the Timesheets Management submenu.
Click the Add New Timesheet button.
Click the Full Day/Half Day button.
Select the starting date in the Week field.
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.
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 daily hours for an employee

Important

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

Click the Time menu.
Click the Timesheets Management submenu.
Click the Add New Timesheet button.
Click the Hourly button.
Select the starting date in the Week field.
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.
Click the Save button.

Submit half/full days for an employee

Important

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

Click the Time menu.
Click the Timesheets Management submenu.
Click the Add New Timesheet button.
Click the Full Day/Half Day button.
Select the starting date in the Week field.
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.
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

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 daily hours for an employee

Important

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

Click the Time menu.
Click the Timesheets Management submenu.
Click the Add New Timesheet button.
Click the Hourly button.
Select the starting date in the Week field.
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.
Click the Save button.

Submit half/full days for an employee

Important

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

Click the Time menu.
Click the Timesheets Management submenu.
Click the Add New Timesheet button.
Click the Full Day/Half Day button.
Select the starting date in the Week field.
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.
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.

Filtering 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 daily hours

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.

Edit an employee's half/full day

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.

Edit an employee's daily hours

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.

Edit an employee's half/full day

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

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 daily hours

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.

Edit an employee's half/full day

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.

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	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	Shows 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 synchronising with your EH payroll platform.
	Message	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	Shows 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 synchronising with your KeyPay platform.
	Message	The employer has left a note regarding this timesheet.