Managing weekly HR timesheets: Hours based

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 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 Daily Hours based on Weekly Entries. For details on how to enable this feature, refer to the following article.

Availability

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

Getting started

Submitting daily hours 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.
    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
Submitting half/full days 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. 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
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.
    Weekly_4.jpg
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.
    Weekly_5.jpg
  5. Type in a reason for declining the timesheet.
  6. Click the Decline button.
    Weekly_6.jpg

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.
    Weekly_7.jpg
Editing an employee's daily hours
  1. Click the Timesheet menu.
  2. Click the 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
Editing an employee's half/full day
  1. Click the Timesheet menu.
  2. Click the 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
Deleting an employee's timesheet
  1. Click the Timesheet menu.
  2. Click the 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 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
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