Using self-service timesheets

During each timesheet period:

  • Employees need to add information to a timesheet to record the hours they have worked
  • Line managers/approvers can:
    • Check and update timesheets for their direct reports. From the Advanced section of the HR navigation menu, go to Timesheet > Self Serve Timesheet > Timesheets I can Access.

    • View whether employees are working. Use the Timesheet Status List option in the Home in HR.

At the end of each timesheet period:

  • Employees need to send their timesheets to their line manager or other approver
  • Line managers/approvers need to check and approve employees’ timesheets

The Timesheets screen in HR is a read-only view of the data held in Self Service Timesheets and cannot be updated. However, if you select View beside an entry on the Timesheets screen, you will then see the corresponding self-service timesheet, which can be edited. Line managers can access timesheets for their direct reports in the same way, unless you restrict their access to the Timesheets screen in Profiles.

Complete a timesheet (for employees)

  1. In HR, select Advanced > Timesheet

    You can access HR from the top hand menu.

  2. On the Timesheet menu screen, select Self Serve Timesheet. If you have not already used timesheets in the current timesheet period, you will see this screen:
  1. Click Click here to create and start using your Timesheets, you will see this screen:
  1. To add hours worked in a day, select the first box for the day, type the time in 24-hour format, and then press TAB on your keyboard to add a colon to the time and move to the next box. When you have added all the times for a day, select Save at the end of its row. If the hours you have added are affected by any rules, you will see a warning message and the relevant time in red text.
  2. To add a note to the timesheet for the authoriser, select the pencil icon.Type the note in the box that is displayed, and then select Save. 
  • To copy the times for one day to another, select the Date column of the day you want to copy, then select the day you want to copy to.
  • To view a breakdown of the times for a day, select the value in the Daily Total column.
  • To add overtime, type the hours worked in the Extra Work column. Only use this column for hours worked outside the times specified in your timesheet ruleset.
  • To clear all entries for a day, select the trash icon.

The system automatically adds information in the following columns:

  • Non-Work Activity: any absence events (for example, holiday or sickness)
  • Contract Hours: hours set in your working calendar
  • Balance Hours: flexi balance hours (format configured in Admin > Timesheets > Parameters)
  • Alert: any alerts raised for the day
  • At the end of the timesheet period, when you have finished adding information, select Submit for Approval. This sends the timesheet to your line manager/approver via the authorisation route configured in Admin. The approver will see the timesheet on their My Requests screen, and also receive a reminder email, if configured.

Check and approve a timesheet (for line managers/approvers)

  1. In the My Request Summary section of your homepage, select the entry for the timesheet you want to process, or select Go to Requests, and then select the My Requests (For Approval) tab. You will see this screen, listing any requests that need your approval.
  1. Click the entry for the timesheet you want to process.
  2. Check the timesheet details, then at the bottom of the screen, select Approve Timesheet or Reject Timesheet.