Managing weekly hours based timesheets | HR Web Platform

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. For details on how to enable this feature, refer to the following article.

Availability

HR Plan:   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.

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 declining.
  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__HRO__1.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 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
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