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Approve employee timesheet submissions

Updated

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

Within your organisation, you may have employees who need to submit a timesheet that lists out what hours they worked and the breaks they took over their last working week. By utilising an online timesheet submission system, your employees can submit their hours 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 Approving Employee Timesheet Submission feature allows you to approve or decline employee timesheets either in bulk or individually, add any required notes and compare to their rostered hours. You can also use this feature to edit a timesheet submission if the details need changing or delete an entry if it is no longer required.

Warning

Timesheets will only flow from the HR platform to your Payroll classic platform, i.e. this data connection is not bidirectional, and any timesheet submissions made in the Payroll classic platform will not flow through to your HR platform. We advise you to submit any timesheet via the HR platform's Timesheet feature.

Getting started

Add a note
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.
  3. Click the Notes button.
    Timesheet_1.jpg 
  4. Write out the required note and click the Save button.
    Timesheet_2.jpg 
Approve timesheets: Individually
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.
  3. Click the timesheet entry that needs approval.
  4. Click the Approve Timesheet button.
    Timesheet_3.jpg 
  5. Click the Ok button.
    Timesheet_4.jpg 
Approve timesheets: In bulk
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.
  3. Click the Approve Timesheets button.
    Timesheet_5.jpg 
  4. Click the Ok button.
    Timesheet_6.jpg 
Decline timesheets: Individually
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.
  3. Click the timesheet entry that needs declining.
  4. Click the Reject Timesheet button.
    Timesheet_7.jpg 
  5. Click the Ok button.
    Timesheet_8.jpg 
Decline timesheets: In bulk
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.
  3. Click the Reject Timesheets button.
    Timesheet_9.jpg 
  4. Click the Ok button.
    Timesheet_10.jpg 
Compare submitted timesheets against the roster
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.
  3. Click the Compare with Roster button.
    Timesheet_11.jpg 

Maintain

Filter timesheets
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.

  3. Choose from the following filters:

    • Ending period.
    • Grouped by:
      • Date.
      • Default location.
      • Employee.
      • Location.
      • Pay schedule.
      • Work type.
    • Status:
      • Any.
      • Any except rejected.
      • Submitted.
      • Approved.
      • Rejected.
      • Processed.
    • Employee.
    • Location.
    • Employee group.
    • Timesheet costs:
      • Hide costs.
      • Show cost.

    Timesheet_12.jpg 

Edit a timesheet entry
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.
  3. Click the Edit button.
    Timesheet_13.jpg 
  4. Make the required changes and click the Save button.
    Timesheet_14.jpg 

Note: Timesheets that have a status of 'Processed' cannot be edited. Once a timesheet is marked as processed, this action is permanent and cannot be undone.

Delete timesheet entries
  1. Click the Timesheet menu.
  2. Click the Approve Timesheets submenu.
  3. Click the timesheet entries that need deleting.
  4. Click the Delete Timesheets button.
    Timesheet_15.jpg 
  5. Click the Delete button.
    Timesheet_16.jpg

Note: Timesheets that have a status of 'Processed' cannot be deleted. Once a timesheet is marked as processed, this action is permanent and the timesheet cannot be edited, deleted, or have its status reversed.

Further information

Who can mark a timesheet as processed?
Only full-access users can manually mark a timesheet as processed. Restricted access users (managers) do not have permission to mark timesheets as processed. 

Important: Once a timesheet is marked as processed, this action is permanent and cannot be undone. Processed timesheets cannot be edited, deleted, or reverted to a different status. This ensures the integrity of payroll data once timesheets have been included in a pay run.

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