Check out the webinar: Administering Timesheets

Getting started

To access the Timesheet Review Center, navigate to: Employees > Time Sheets > Timesheet Review Center.

This centralized dashboard provides a comprehensive overview of employee time sheets, their current statuses, and powerful filtering tools. By default, the system filters to the most recent pay period, but you can adjust the date range or choose to view all time sheets across periods.

You’ll immediately see a grid displaying time sheets categorized by their status, such as:

• Not Started
• In Progress
• Submitted for Review
• Approved

Each row represents an employee's time sheet, and the grid is fully customizable. Administrators can add or remove columns, filter the data, and even export it to Excel or PDF for reporting purposes.

Viewing individual time sheets

Selecting View on a time sheet brings up a detailed breakdown of hours worked. You’ll see:

• Daily hour entries
• Source of entries (e.g., employee, HR admin, or time clock)
• Associated time or pay codes

For example, if a time sheet shows 53 hours and 5 minutes, and 13 hours fall under overtime, you won’t see an overtime code directly on this screen. However, once the time sheet is approved, those hours are mapped to the correct overtime earning codes and carried into payroll processing automatically, based on how you’ve configured hourly thresholds and earnings codes.

Copying a Time Sheet

One useful feature is the ability to Copy Time Sheet. This allows employees to duplicate a previous time sheet – ideal for recurring schedules. Based on the employee’s pay group settings, they can select a past pay period and auto-populate the current time sheet with matching entries, saving time and reducing errors.

Making edits & tracking changes

Administrators can make last-minute adjustments directly from the Timesheet Review Center. Each change is tracked, maintaining a full audit trail. This transparency ensures accountability and makes it easy to trace any modifications made to an employee’s record.

Understanding timesheet statuses: the lifecycle explained

Each time sheet follows a clear lifecycle:

1. Not Started – The employee hasn’t viewed or interacted with the time sheet.
2. In Progress – At least one entry has been added, but it hasn’t been submitted for approval.
3. Submitted for Review – The employee has reviewed and submitted their hours.
4. Approved – A manager or administrator has approved the time sheet.
5. Queued for Payroll – Once approved, the time sheet is ready to be pulled into the payroll module.

Administrators have full control to move time sheets along the lifecycle if employees forget to submit or if approvals are delayed.

A visual touch: Timesheet status bars

One of the subtle but impactful UI features is the color-coded status bar at the top of each time sheet. It visually reflects where a time sheet is in its lifecycle: yellow for In Progress, green for Approved, and so on. Moving your cursor over each segment reveals who performed each action. It’s a simple but effective way to quickly assess progress.

Submitting and approving time sheets in bulk

From the Review Center, administrators can submit or approve multiple time sheets simultaneously using Submit All or Approve Selected options. This bulk functionality is especially helpful when closing out a pay period, ensuring all data is ready for payroll processing.

Managing time sheet exceptions

The system highlights errors or warnings directly in the Review Center with icons (e.g., red circles or triangles). This helps administrators identify overlapping entries, missing clock-outs, or hours that exceed overtime thresholds.

Exploring other key tabs

Entries provides a detailed breakdown of all time entries within a selected pay period. You can group and filter entries by attributes such as:

• Time code
• Department
• Position
• Location

This tab is particularly useful for cost accounting and audit purposes, allowing data to be exported for further analysis.

Current Clock-Ins shows a real-time view of which employees are currently clocked in. This is essential for:

• Preventing submission/approval of incomplete time sheets
• Identifying employees who forgot to clock out
• Manually clocking out employees when necessary

This tab includes employees using both the web and kiosk-based time clock systems, depending on your organization's configuration.