Submitting a Timesheet for Approval

Once all relevant information has been captured on a timesheet for the corresponding period of work the timesheet must be submitted for approval. If a payee's timesheets are prefilled based on their job schedule and the payee's attendance did not vary from the job schedule and the payee did not have any allowance or reimbursement claims, the timesheet can be submitted without the need to perform any prior actions with the timesheet.

Timesheets will usually need to be submitted by a specific day and time each week, fortnight or month, depending on the applicable pay and billing cycles.

When you submit a timesheet the status of the timesheet changes to Submitted to indicate it is awaiting approval. The relevant approver or approvers will then review the timesheet and will approve or reject the timesheet. If the timesheet is rejected, you will need to edit the timesheet to fix any issues with the timesheet before resubmitting it for approval.

Timesheets may go through multiple levels of approval and remain in the Submitted state until each level of approval has been completed.

How to Submit a Timesheet for Approval

A timesheet can be submitted for approval from the Timesheet Entry screen or from the Incomplete Timesheets screen. The latter screen allows multiple timesheets to be submitted simultaneously. This is useful if you are an agency staff member who submits timesheets on behalf of a large number of payees.

To submit a timesheet directly from the Timesheet Entry screen, Submit click near the top of the screen. To save time, If the timesheet initiator is also the approver, the timesheet can be submitted and approved by clicking Submit & Approve.

To submit one or more timesheets from the Incomplete Timesheets screen, follow the procedure below.

1

In the list of incomplete timesheets, click the checkbox next to the timesheet(s) you want to submit. If you want to select all timesheets, click the checkbox at the top of the header row.

A tick appears next to the selected timesheet(s).

2

Click Submit.

A confirmation message is displayed to indicate that the timesheet(s) have been submitted.

Notes about the Submit & Approve action which will display where:

The logged in user is an Agency User with Security Permission to ‘Timesheet’ (Full or Add or Edit) and ‘Approve, Reject and Recall’ (Full).
The logged in user is a Client Contact with Security Permission to ‘Timesheet’ (Full or Add or Edit) and ‘Approve, Reject and Recall’ (Full) AND they are in the timesheet workflow as an Approver.

This action is applicable to:

An ‘Available’ Timesheet.
An ‘Incomplete’ Timesheet
A ‘Rejected’ Timesheet
Both PC and Mobile Timesheet experiences.

Where the Timesheet Workflow contains multiple approvers, and the Submit & Approve action is selected, this will represent one user in the approval process for that User Type. For example, if there are two users in the approval workflow, then the timesheet will still need to be approved by the next User Type in the approval workflow (whether another Agency User or a Client Contact User) prior to release to the Interpreter Module.

Please be aware, as an Agency User, if there is only one Approver and it is a Client Contact, you will over-ride their approval process if you select Submit & Approve. If you don’t need to Approve on behalf of the Client Contact, just select the standard Submit action.