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How do I manage the Timesheet?

View time entries, approve, record overtime payouts, and export as a Timesheet report

This article is for: Standard user (view own), Manager, Admin, Account owner

The Timesheet provides a detailed breakdown of a user's working hours per day. It shows time entries, breaks, paid leave, premium pay, balances, absences, and compliance violations. From the Timesheet, you can approve a period, record overtime payouts, and export the data as a Timesheet report.

Contents

Open the Timesheet

The Timesheet is the live overview where you review and work with daily time entries. Standard users see their own data. Users with the Manager, Admin, or Account owner role can view the timesheets of other users in their scope.

Follow these steps

  1. Navigate to Reports > Timesheet in the side menu.
  2. Select the user whose timesheet you want to view.
  3. Select the date range using the date picker.

Standard users can view their own Timesheet Report. Users with the Manager, Admin, or Account owner role can view the reports of other users in their scope.

What the columns mean

The Timesheet displays one row per day. Columns are organised into seven groups: Approval, General, Working time, Overtime, Balances, Absences, and Actions. Each column header shows a short abbreviation; hover over it to see the full name and definition.

    Approval

    • AE (Approved by employee) – the day has been approved by the employee
    • AM (Approved by management) – the day has been approved by management
    • Status – displays a warning icon (⚠) for days with a compliance violation, such as a break policy not being followed. Hover the icon to see the specific reason

    General

    • Date – the calendar date
    • CH (Contracted hours) – the standard hours planned for that day according to the work schedule, before adjustments for leave or absences
    • EH (Expected hours) – the hours planned for that day according to the work schedule, reduced by any paid leave (PL)
    • Start – the start time of the first time entry of the day
    • End – the end time of the last time entry of the day
    • Break – the total break time for the day

    Working time

    • WH (Working hours) – the sum of all time entries for that day
    • TWHr (Total working hours) – the sum of all time entries for that day, including hours with premium pay
    • PL (Paid leave) – includes annual leave, sick leave, public holidays, and activities such as doctor visits or official appointments
    • TH (Total hours) – the sum of total working hours (TWHr) and paid leave (PL)

    Overtime

    • OP (Overtime payout) – overtime hours recorded as paid out for the day. A positive value reduces the working time balance (WTB); a negative value increases it
    • CT (Comp time) – reduces the expected hours (EH) for that day
    • PP 25%, PP 50%, PP 75%, PP 100% (Premium pay) – the sum of all hours that receive 25%, 50%, 75%, or 100% premium pay according to the work schedule

    Balances

    • DB (Daily balance) – the time surplus or deficit for that day
    • WTB (Working time balance) – the time surplus or deficit resulting from comparing the expected hours (EH) with the working hours (WH)
    • AWH (Annual working hours) – the yearly hour entitlement, shown only if annual working hours are configured
    • AB (Annual balance) – the remaining entitlement hours, shown only if annual working hours are configured

    Absences

    • AL (Annual leave) – reduces the expected hours (EH) by the duration of the annual leave; the paid leave (PL) is increased by the contracted hours (CH)
    • PH (Public holiday) – reduces the expected hours (EH) by the duration of the public holiday
    • SL (Sick leave) – reduces the expected hours (EH) by the duration of the sick leave; the paid leave (PL) is increased by the contracted hours (CH)
    • OL (Other leave) – reduces the expected hours (EH) by the duration of the other leave; the paid leave (PL) is increased by the contracted hours (CH)
    • OL details – list of other leave recorded for the day

    Actions

    • The action menu (⋯), where you can record an overtime payout for the day

    Tip: You can select which columns are visible using the column selector.

    Approve a timesheet

    Approving a timesheet prevents further changes to the data for the approved period. This ensures data integrity for payroll and records.

    Follow these steps

    1. Open the Timesheet for the user and period you want to approve.
    2. Click Approve.
    3. If there are compliance violations, you will be notified before the approval is processed.

    Note: You can reopen an approved timesheet at any time to make corrections. Navigate to the approved period and click Reopen.

    Warning: Only users with the Manager, Admin, or Account owner role can approve and reopen timesheets.

    Record an overtime payout

    Recording an overtime payout marks that overtime hours have been paid out to a user. A positive value reduces the working time balance; a negative value increases it.

    Follow these steps

    1. Open the Timesheet for the relevant user.
    2. In the row of the day where you want to record the payout, click the action menu (⋯) in the Actions column.
    3. Select Overtime payout.
    4. Enter the hours as a decimal number.
    5. Click Save.

    The payout appears in the Overtime payout column and is reflected in the user's working time balance.

    Export the Timesheet as a report

    Exporting the Timesheet generates a Timesheet report file containing the data from the selected period. The exported file is what you share with payroll or archive for records.

    Follow these steps

    1. Open the Timesheet for the user and period you want to export.
    2. Click Export.
    3. Select the format: CSV (.csv), Excel (.xlsx), or PDF (.pdf).
    4. The file is downloaded to your device.
    Tip: The exported Timesheet report contains all visible columns and the selected date range.

    You now know how to view the Timesheet, approve it, record overtime payouts, and export the data as a Timesheet report in TimeTac.