Time and attendance - Review, edit, approve, authorise, commit and submit timesheets for payroll

This article explains the process for:

• Reviewing and editing timesheets
• Approving timesheets
• Authorising timesheets
• Committing timesheets
• Submitting timesheets for payroll.

For general information about the time and attendance feature, please see this article.

Note, if you are using Roubler's outsourced payroll service, you will only need to approve and authorise timesheets. Roubler will take care of the other steps.

Review timesheets

1. Click Time in the main navigation bar.
2. Use the filter to sort timesheets by Status
3. Review timesheets to ensure they are correct and make any amendments necessary. An example would be if an employee has worked certain hours, but those hours are not reflected in the timesheet.
4. This can be done by clicking on a particular row to expand the timesheet and view all the relevant details.
   Visible on the expanded timesheet will be:
   
   • Any alerts pertaining to the shift
   • Details of the Scheduled shift times as per the roster
   • Clock in and Clock out details
   • Break details
   • The Scheduled cost of the shift
   • The Actual cost of the shift
   • The Variant between the scheduled and actual costs of the shift
5. Edit any details as needed. Edits can be made by either of the following processes:
   • Click in the summary line of the timesheet to edit Start and End times.
   • Click Edit (pencil icon) to edit multiple details on a timesheet and Save.
     
6. IMPORTANT: Ensure you do this for timesheets in the top table, as well as for timesheets in the Unassociated shifts and clock entries section.

Approve timesheets 

1. Click Approve (tick icon) to change the status a shift to Approved. Alternatively click Settings (cog icon) and click Approve.
2. Note, once approved, no further changes to that shift can be made. To make changes to an approved timesheet, please view our guide on Unapproving and Unauthorising Timesheets.

Authorise timesheets

Depending on your access level as a Manager, you may be able to Authorise your approved timesheets. This Authorisation process lets your payroll team know that these shifts should be included in your pay run.

There are a couple of ways to authorise your timesheets, please see both options below. 

Authorise timesheets individually

1. Select the approved timesheet you want to authorise.
2. Click Authorise (tick icon) to change the status a shift to Authorised. Alternatively click Settings (cog icon) and click Authorise.

Authorise multiple timesheets at once

1. Click on the tick boxes to the left of the employees name on the timesheet summary.
2. OR select all, this tick box is to the left of the "Employee" table title. Please remember that you can only authorise approved timesheets.
3. Click on the green cog icon and select the Authorise option. This will authorise any approved timesheets from your selected list and authorise them.
4. Once authorised you will notice that the status icon will change to yellow and the actions options will be restricted. These options will be visible/invisible dependant on your access level as a Manager.

Commit timesheets

Complete this step if you are NOT using Roubler's outsourced payroll service.

IMPORTANT: ONLY Commit the timesheet when it is ready for payroll, as it can no longer be updated after this point.

1. Select all employee timesheets you wish to commit by ticking the tickbox next to their name individually or click the tickbox to the left of the Employee title. 
2. Click the Settings cog icon to view the dropdown menu showing the available actions for your timesheets. From this menu, select Commit to Payroll.

Submit to payroll

Complete this step if you are NOT using Roubler's outsourced payroll service.

1. Select all the employee timesheets you wish to submit to payroll by ticking the tickbox next to their name individually or click the tickbox to the left of the Employee title. 

2. Click the Settings cog icon to view the dropdown menu showing the available actions for your timesheets. From this menu, select Submit to Payroll.

You can now create your Pay Run.