Timesheet overview

Timesheet overview

Timesheet module can be activated only if Project module is activated. This module allows employees to book time on various activities on a daily or weekly basis. Refer article on Project Overview for overall workflow.

If timesheet module is active then Charge codes can be created and tagged as billable or non-billable. When employees are mapped to a project they can also be tagged as billable or non billable. Employee level cost and project level rates can also be tracked.

Timesheet can be filled up on a weekly or daily basis - either of these options needs to be selected and once selected cannot be changed. To be able to fill a timesheet for a particular day or week against a week employee must be mapped to the project on that particular day, if he is not mapped then he will not be able to fill time.

Timesheet Roles

1. Employee: responsible for filling up timesheet or resubmitting a returned one
2. Project Manager: overall in-charge of the project, can create projects and map employees to it, view approved timesheets for all his project team members. This role has to be assigned by Application Administrator
3. Approver: responsible for approving timesheets, approver can be the Project Manager or upline Manager
4. Resource Manager: responsible for maintaining the categorization of employee, this is only available if Resource Management feature is activated, to get this feature activated get in touch with your Application Administrator
5. Application Administrator : can create charge codes, create and edit projects and map employee to projects and also update cost and rates

Timesheet Statuses

1. Pending: timesheet becomes pending after the day / week is over. Pending timesheets can have two sub status if the submission of pending timesheets earlier than a period is not allowed to the employee
a) Pending - Locked : these timesheets are locked and cannot be submitted by the employee but can be submitted by Project Manager / Resource Manager provided they are have been given the Initiator role in setup
b) Pending - Open : these timesheets are pending but open for submission by the employee
2. Draft: timesheet has been created by employee but not yet submitted for approval
3. Submitted: timesheet has been submitted for approval but not yet approved
4. Approved: timesheet has been approved by the approver
5. Returned: timesheet has been returned by the approver and is pending with the employee

This module can be configured to be allow filling up timesheets on a Daily or Weekly basis.

The approval workflow for timesheets for each project can be defined independently. If the approver is defined as Project Manager and an employee is mapped to more than on project then the weekly (or daily) timesheet might go to more than one Project Manager for approval. Status of the timesheet will be shown as approved only when all the approvers their respective project / activities.

Timesheet Home

Menu Path : Timesheets > Timesheets tab
Quick Access : Others > Submit Timesheet
Accessible to : All Employees


From this tab you can do the following activities -
1. Submit a new timesheet - refer articles on Weekly Timesheet Submission and Daily Timesheet Submission for more details
2. As a Project Manager or Resource Manager you can submit timesheets on behalf of employees or review submitted / approved timesheets - use the View For option on top of the page to change the view and access timesheets for other employees. Access to the employee list is based on your role
3. Access timesheets for old periods - change the From Week / To Week and click on Get Records to get records for a different period
4. Access timesheets by status - click on the boxes - Pending / Submitted / Draft / Returned / Approved to access timesheets for these different statuses

Timesheet with multiple approvers

If you are working on multiple projects you might be filling up a timesheet which has different approvers at a project level. Your timesheet will be updated as Approved only when all the approvers approve it, you can however see the comments of each approver as they approve your timesheet. If one of the approver approves the timesheet and the second approver returns it back to you and it is pending with third approver then -
  1. You cannot any change in the hours for approved and pending projects
  2. You can change hours or add charge codes for returned projects
  3. If you had not added some projects in the previous submission you can add more add those projects while resubmitting the returned timesheet
  4. You can add same project and charge code combination multiple number of times in a week

Splitting of month end timesheet

If the parameter to allow splitting of weekly timesheet which includes the month end timesheet into two parts is enabled then you would have the week's timesheet split into two timesheets.

For example - 26-Sep to 2-Oct-22 will be split into two timesheets. 26-Sep to 30-Sep-22 and 1-Oct to 2-Oct-22.

Each timesheet will have to be filled up, approved and handled separately. In reports when viewing weekly timesheet data, data for these two timesheets will come separately.

Locking old pending timesheets

If the company wants to prevent employees from filling up timesheets prior to a certain period it can be configured in setup. If this parameter is enabled then the Pending timesheets are divided into two sets -
1. Pending - Open : these can be filled up by the employees
2. Pending - Locked : these can be filled up only by Project Managers or Resource Managers

Updation of time on approved timesheets

The option to update booked hours on an approved timesheet is not available by default. To enable this feature please get in touch with your Application Administrator. Once enabled the option of updating time on an approved timesheet can be given to Project Manager / Department Head / Division Head / HR Manager / CEO / Manager roles. Any changes to approved hours are tracked and highlighted in the timesheet document.

Controlling Timesheet Hours

Administrators can control the maximum or minimum hours an employee can book on a daily basis while filling up the timesheet. One of these constraints can be applied. When the condition is applied you can further specify if the maximum or minimum hours are to be based on Shift hours or Available Hours. Please refer to the article on Timesheet Setup for more details.


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