Managing daily HR timesheets: Start and end time based

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 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 on behalf of one 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.

Availability

HR Plan:	Free	Standard	Premium	Platinum
Payroll Plan:	Standard		Premium

Getting started

Submitting start and end times for an employee

Important

When you submit a timesheet on behalf of an employee, the system will automatically approve the timesheet.

1. Click the Timesheet menu.
2. Click the Management submenu.
3. Click the Add New Timesheet button.
   
4. Complete the following fields:
   • Date.
   • Start time.
   • End time.
   • Employee.
   • Work type.
   • Cost centre.
5. Click the Break button.
6.  Complete the following fields:
   • Start time.
   • End time.
7. If required, add a comment.
8. Click the Save button.
   

Approving timesheets

1. Click the Timesheet menu.
2. Click the Management submenu.
3. Use the tick box to select each timesheet that needs approving.
4. Click the Approve Selected button.
   

Declining timesheets

1. Click the Timesheet menu.
2. Click the Management submenu.
3. Use the tick box to select each timesheet that needs declining.
4. Click the Declined Selected button.
   
5. Type in a reason for declining the timesheet.
6. Click the Decline button.
   

Maintain

Filtering timesheets

1. Click the Timesheet menu.
2. Click the 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.
   

Viewing 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.

1. Click the Timesheet menu.
2. Click the Management submenu.
3. Click the View Details button.
   
   
   

   Helpful Hint

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

   

Editing 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.

1. Click the Timesheet menu.
2. Click the Management submenu.
3. Click the Action button.
4. Click the Edit button.
   
5. Make the required changes and click the Save button.
   

Deleting 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.

1. Click the Timesheet menu.
2. Click the Management submenu.
3. Click the Action button.
4. Click the Delete button.
   
5. Click the OK button.
   

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

Definitions: Symbols

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