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How to submit a timesheet as an employee on web platform

Updated

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR plans: Platinum
Available for the following user access levels: Employee

The Timesheet Management feature allows you to submit your time worked through flexible entry options. You can submit a single timesheet entry for one day or submit up to a week's worth of timesheets at once, with the ability to reuse previous week's data for faster submission.

The feature also lets you edit and delete submitted timesheets as required, and link your timesheets to rostered shifts to automatically populate your work details.

With the Employment Hero Work app, you have access to various features for managing timesheets. This lets you handle your submissions from anywhere. For instance, you can make a new timesheet entry, modify previous submissions to correct any errors, and erase any entries added by mistake.

Helpful Hint

If timesheet management is one of your most commonly-used features, then this will appear on the Employment Hero Work home screen as a quicklink for easy access.

Getting started

This section will walk you through the different ways you can submit your timesheets for approval. You can configure your timesheet settings easily in the new unified timesheet settings area. Once this has been done, submitting timesheets is a smooth experience capturing only the information relevant to you.

Add my daily hours timesheet
  1. Click the   Time menu.
  2. Click the Timesheet submenu.
  3. Click the Add New Timesheet button.
  4. Complete the following fields:
    • Date.
    • Start time.
    • End time.
    • Break — if your organisation has paid breaks enabled, you will see a Paid break checkbox next to each break row. Tick this for any rest breaks you are entitled to.
    • Work site.
    • Position.
    • Work type.
    • Shift conditions.
    • Classification.
    • Comment.
    • Attachments.
  5. Click the Save button. 
    upper half of timesheet entry modal 
    lower half of timesheet entry modal 
Add Weekly timesheets

Use Add Weekly Timesheets when you want to submit up to a week's worth of timesheets at once. This is ideal for office workers or anyone with consistent weekly schedules.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click Add Weekly Timesheets. The Weekly Timesheets dialogue will open.
  4. Use the week navigation arrows to select the week you want to submit timesheets for.
  5. Choose how to populate your timesheet data:
    • Reuse previous weekly timesheet: Click this button to copy data from your previous week's timesheets. You can select which fields to copy (Work Type, Shift Conditions, Classification, Notes).
    • Manual entry: Enter your timesheet data directly into each row.
  6. For each day, complete the following columns (available columns depend on your organisation's settings):
    • Date - Pre-populated for the selected week.
    • Break Start and Break End (if enabled). You can click the mug symbol to toggle on/off break times. If your organisation has paid breaks enabled, tick Paid break for any rest breaks you are entitled to.
    • Total Hours/Units - Enter the total time worked.
    • Additional columns may include: Cost Centre, Work Site, Work Type, Position, Shift Conditions, Notes, and Rostered Shift.
  7. To add multiple entries for the same day, click the + icon in the Actions column.
  8. To delete a row, click the delete icon in the Actions column.
  9. Review the Total hours displayed at the bottom of the dialog. weekly timesheet actions.jpg

  10. Click Save. Your timesheets will be added as individual entries to the Timesheet Management page.

    timesheet 1 (1).jpg

Helpful Hint

  • Weekly timesheets will pre-fill with the employee's 'ordinary work day' hours if the employees is required to submit total hours in their timesheets
  • Weekly timesheets will pre-fill with custom total hours if the employee is required to submit total hours in their timesheets
  • Weekly timesheets will pre-fill with custom hours if the employee is required to enter start and stop times in their timesheets
  • If rostered shifts are available and the setting is enabled, you'll see a banner notifying you that rostered shifts have been detected. You can link these to your timesheets to auto-populate shift details.

 

Manage Timesheets from Mobile

If you are an employee at your workplace, you can use the Employment Hero Work app to submit new timesheets.

Add a new timesheet
  1. Log into Employment Hero Work.
  2. Tap on the Work icon.
  3. Scroll across the top bar to access Timesheets.
  4. Ensure you are in the My Timesheets mode by toggling the switch to My Timesheet.

  5. Tap on + Timesheet at the bottom of the screen.

     timesheet mobile.jpg

  6. Add the following work details:

    • Date
    • Work site
    • Position
    • Work Type (Optional)
    • Breaks (Optional) — if your organisation has paid breaks enabled, you will see options to mark a break as paid or unpaid.
    • Hours worked, and
    • Any comments you have.

    Important

    Your employer decides whether you will need to submit a timesheet including specific hours worked, start and finish time, and daily submissions, or weekly. What you see on your version of Employment Hero Work will depend on your employer's timesheet and bookkeeping preferences.

  7. Tap Save at the bottom of the screen.
  8. Tap Confirm to confirm the details you have entered are correct.
Reuse your last submitted timesheet
  1. Log into Employment Hero Work.
  2. Tap on the Work icon.
  3. Scroll across the top bar to access Timesheets.
  4. Ensure you are in the My Timesheets mode.
  5. Tap on your last submitted timesheet that you want to reuse.
  6. At the bottom of the screen, tap on Reuse Last Timesheet.
  7. Review and edit the details as needed, then tap Save.
Edit a timesheet
  1. Log into Employment Hero Work and tap the Work icon.
  2. Scroll across the top bar to access Timesheets.
  3. Ensure you are in the My Timesheets mode.
  4. Tap on the timesheet you wish to edit.
  5. Tap Edit, make your changes, then tap Save.
Delete a timesheet
  1. Log into Employment Hero Work and tap the Work icon.
  2. Scroll across the top bar to access Timesheets.
  3. Ensure you are in the My Timesheets mode.
  4. Tap on the timesheet you wish to delete.
  5. Tap Delete, then tap Delete on the confirmation pop-up.

Further information

Which employees can perform these timesheet actions on the EH Work app?

As an employee, you can add, edit, and delete timesheets if your employer set up your standard hours as one of the following:

  • Start and end times based on daily entries.
  • Daily hours based on daily entries.
  • Start and end times based on weekly entries.

However, if you are under "Daily hours based on weekly entries," you cannot perform these actions on the app.

Manage data

This section will walk you through how you can view, edit, and delete timesheet entries you have submitted for approval.

Filter displayed timesheets
  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click the Filter drop-down.
  4. Choose the required date range.
  5. Click Search.
View my submitted timesheet

Important

The ability to view a timesheet is only available if payroll has processed the timesheet. 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 the Definitions: Symbols section of this article.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click Action  .

  4. Click View.

    Helpful Hint

    You will now see the details of your timesheet on your screen.

Edit my timesheet entry

Important

The ability to edit a timesheet is only available if payroll has not processed the timesheet. 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 the Definitions: Symbols section of this article.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click Action  .
  4. Click Edit.
  5. Make the changes and click Update.
Delete my timesheet entry

Important

The ability to delete a timesheet is only available if payroll has not processed the timesheet. 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 the Definitions: Symbols section of this article.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. In the Action column, click Delete next to the timesheet you want to remove.
  4. Click Delete to confirm.
    weekly timesheet actions.jpg
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 Employment Hero Payroll classic.
Sync successful Determines whether the synchronisation of the timesheet between the Employment Hero platform and Employment Hero Payroll classic platform has been successful.
Edited at Provides a timestamp of the last edit done to the timesheet after a previous Employment Hero Payroll classic synchronisation attempt.
Definitions: Symbols
Icon Name  Description
Blue clock Used for approved, pending, or declined timesheets that have not synchronised with Employment Hero Payroll classic.
Green clock Used for approved timesheets that have synchronised with Employment Hero Payroll classic.
Red clock Used for approved timesheets that has not synchronised with Employment Hero Payroll classic.
Orange clock Used for pending, approved, or declined timesheets that have had changes made to them after synchronising with Employment Hero Payroll classic.
Message The employer has left a note regarding this timesheet.
Customise columns in Weekly Timesheets

When using the Add Timesheets feature, you can customise which columns are visible in the weekly timesheet table to match the information you need to submit.

  1. Open the Weekly Timesheets dialogue by clicking Add Timesheets.
  2. Click the Customise columns button.
  3. Toggle the following columns on or off as needed:
    • Cost Centre
    • Work Site
    • Work Type
    • Position
    • Shift Conditions
    • Shift times
    • Break times
    • Notes
    • Rostered Shifts
  4. The table will update to show only the selected columns.

Helpful Hint

Showing only the columns you need makes data entry faster and reduces clutter in the timesheet table.

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