Tier 7 — People, Timesheets & Leave

Approve, send back or reopen timesheets

See who has submitted this week's timesheet, approve the ones that are right, and send back the ones that aren't. You can also reopen a timesheet that was approved by mistake.

Applies to: the Professional plan. The week view and history need View All Timesheets (erp:hr:timesheets:view). Approving, sending back and reopening need Approve Timesheets (erp:hr:timesheets:approve). Starting a sheet for someone else needs Edit Any Timesheet, and settings need Full Management.

See where the week stands

Go to Employees > Timesheets > All Timesheets. The Week tab lists everyone employed that week with their status, hours, and hours Logged on jobs. Logged hours with no timesheet stand out, so you can see who has worked but not started a sheet.

Step between weeks with the arrows, jump back with This week, or pick a date. For someone with no sheet, the row's menu offers Start timesheet.

You can also open one person's history from Employees > All Employees. Select View Timesheets on their row, or open their record and select the Timesheets tab.

Approve

  1. Go to Employees > Timesheets > Approvals. This lists every sheet awaiting approval, across all weeks. In the app, open the menu and select Timesheet Approvals.
  2. Select a sheet to review its days, lines and any warnings.
  3. Select Approve.

To approve several at once, tick them on the Approvals list and select Approve selected. Each is approved on its own, so one that can't be approved doesn't hold up the rest.

A warning that job time was logged after the sheet was locked means the sheet doesn't include that time. Send the sheet back if it should.

Send back for changes

  1. On a sheet awaiting approval, select Request changes.
  2. Type What needs to change? — the employee sees this at the top of their sheet.
  3. Select Send back.

Reopen an approved timesheet

  1. Open the approved sheet and select Reopen.
  2. Type a Reason for reopening, then select Reopen.

The sheet returns to Draft, its job time unlocks, and the employee is notified. It needs submitting and approving again.

You can't approve your own timesheet unless you are an administrator. Your own sheets show Review but no Approve in the app's approvals list.

Change the timesheet settings

  1. On All Timesheets, select the settings button beside My Timesheets.
  2. Weeks start on — match your pay week. Existing sheets keep the week they were created for.
  3. Fill timesheets from job clock-ins and job time entries — clear it to keep sheets entirely hand-entered.
  4. Add approved leave to timesheets — clear it to leave leave off the sheets.
  5. Select Save.

Export approved hours for payroll

  1. On All Timesheets, select Export approved hours. It needs View All Timesheets.
  2. From and To — the pay period. It starts on the last whole week, by your Weeks start on setting. A period can be up to 93 days.
  3. Layout — Daily totals gives one row per person per day, with work, travel, admin, training, other and leave hours. Every line gives each timesheet line with its start, finish, break, hours, billable flag and job.
  4. Select Export CSV. The file downloads, named for the period.

Only approved timesheets are included; a week still waiting for approval isn't ready to pay. Hours are decimal to two places. The file is for your payroll system to import or key from. AxiomBlue doesn't apply award rates or calculate pay.

What you should see

An approved sheet reads Approved, leaves the Awaiting approval tab, and the employee is notified. Its job time can no longer be changed on the job.

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