Review timesheets

Steps

The screenshots show a demonstration organisation with made-up names. Your own screens show your organisation's details. Select a screenshot to open it full size.

1. Go to Timesheets > choose the period

   1 In the left menu, under Operations, choose Timesheets. The Timesheet review screen opens on the last period that has finished.

   2 Check the dates under Selected period. The screen shows only the timesheets of that period.

   3 To look at another period, choose Previous or Next, Last completed, or Current period. Choose Refresh to load the timesheets again and see changes other people have made.

   Note: Each period is one period of your organisation's roster cycle, Fortnightly or Monthly. An Owner or Admin sets it in Configuration > Rostering rules > Organisation Settings. You cannot choose other dates.

   

2. Read the summary cards and open a timesheet

   1 Read the five summary cards. The first four count the timesheets of the period. Total hours submitted adds up the hours of the submitted and approved ones.

   2 Choose a status button to show only those timesheets. The number on each button is how many there are. The screen opens on Submitted.

   3 To sort the table, choose a column heading, and choose it again to reverse the order. Period and Actions cannot be sorted. The table starts with Last updated, newest first.

   4 On the person's row, choose Review if the status is Submitted, or View for any other status. The review window opens.

   Fields in step 2

   Field	What it means
   Submitted	Button and card. Timesheets staff have submitted that wait for a manager. Check this first.
   Approved	Button and card. Timesheets a manager has approved. Only these go into a payroll export.
   Returned	Button and card. Timesheets sent back to the staff member for changes. They show under Submitted again when the person submits them again.
   Not submitted	Button and card. Staff who have shifts in the period but no submitted timesheet. It has its own table, described in step 8.
   All	Button only. Every timesheet of the period in every status, including drafts and any older Rejected timesheets.
   Total hours submitted	Card only. The hours of the submitted and approved timesheets added together.
   Table columns	Staff, Period, Status (Draft, Submitted, Approved or Returned), Submitted at (a dash until submitted), Total hours, Shift count and Last updated (when it last changed).
   Actions	Review or View opens the timesheet. Approve and Return work only while the status is Submitted. Without Can approve or return timesheets you see only Review or View.

   

3. Read the top of the review window

   The review window opens over the screen. Opening and closing it change nothing. Nothing is saved until you choose a button at the bottom.

   1 At the top, read the person's name. Under it are the dates after Timesheet, and the status label is on the right.

   2 Read the five tiles under it.

   If the timesheet was returned before, a box headed Returned by shows who returned it and the Return reason.

   Fields in step 3

   Field	What it means
   Total hours	All the hours on the timesheet.
   Shift count	The number of shifts. It can be lower than the number of cards under Shift lines, because a sleepover can take several cards.
   Submitted	When the staff member submitted it. After a return, it shows the latest submission.
   Approved by	The manager who approved it. A dash until it is approved.
   Total mileage	The kilometres on all the cards added together, for example 52.25 km. A dash means none.

   

4. Check each shift line

   Under Shift lines each shift, or part of a shift, has its own card. A sleepover can take several cards: the hours before it, the sleepover itself, shown as x 1, and the hours after it.

   1 Check Date, Shift and Site to confirm the work. Then compare Scheduled start and Scheduled end, the rostered times, with the staff member's entries.

   2 Read Hours / unit. It shows the hours the staff member entered, or x and a number for an allowance, such as x 1 for one sleepover allowance.

   3 Read Hours check, then Staff notes and Adjustment reason under it. If the entered hours match the roster it says Roster hours: and the hours. If they differ it says different from entered hours, with both numbers, and the card is highlighted. Staff must give a reason when they change hours.

   Fields in step 4

   Field	What it means
   Date, Shift, Site	The day, the title of the shift and the site where it happened.
   Status	The status of this card. It matches the timesheet, for example Submitted.
   Scheduled start, Scheduled end	When the shift was rostered to start and finish, in the time of the site.
   Pay level	The pay item for this card. It starts as Not set. See the next step.
   Break	Break time in minutes, for example 0 min. Staff enter it in the Staff App.
   Hours / unit	The hours entered, such as 8.00 hrs, or x and a number for an allowance.
   Mileage (km)	Kilometres driven on this shift. See the next step.
   Hours check	Compares the rostered hours with the entered hours. It says Roster hours not applicable for an allowance, and Roster hours unavailable when the rostered times are missing.
   Staff notes, Adjustment reason	What the staff member typed about the shift, and why they changed the hours. A dash means none.

   

5. Add mileage, a Pay Level or manager notes and save

   You can make changes only while the status is Submitted or Returned and you have Can generate timesheets. Without that permission the Pay Level and mileage show as plain text. In any other status the boxes are greyed out. Either way Manager notes is read only. The changes are saved together.

   1 In Pay level on a card, choose the pay item that applies, or leave Not set. The list shows the items of the staff member's Pay Level with their rates. The box is greyed out without Can manage pay levels, and when Pay Rules are in use. Then it says to use Pay interpretation instead.

   2 In Mileage (km), type the kilometres driven on that shift, from 0 to 9999.99. Leave it blank for none.

   3 In Manager notes, under Manager review, write anything payroll, audit or the staff member should know.

   4 Choose Save manager notes at the bottom left. A message says Timesheet saved (notes, pay levels and mileage).

   Fields in step 5

   Field	What it means
   Pay level	Optional. Not set, or an item of the staff member's Pay Level shown with its rate and unit. Starts as Not set, or as the item already chosen.
   Mileage (km)	Optional. A number from 0 to 9999.99. After you save, it counts in Total mileage at the top. Staff usually enter it in the Staff App.
   Manager notes	Optional free text for the whole timesheet. Starts empty. Read only once the timesheet is approved.
   Save manager notes	Saves the notes, pay selections and mileage together. It does not approve or return the timesheet.

   Warning: Manager notes are locked once a timesheet is approved. Save them before you approve.

   

6. Read the Pay interpretation section

   If Pay Levels is switched on, a Pay interpretation section sits under Manager review. It shows how BondiByte has worked out the pay for each part of the shift lines from your Pay Rules. It helps you see what is priced and what needs a decision. Your organisation checks the result.

   1 Read the first line: Revision and a number, then RESOLVED or UNRESOLVED, then Total in dollars or Unresolved.

   2 Read the list under it. Each line says in plain words why something could not be priced.

   3 For each work part, read the table: Local interval, Item, Quantity, Rate, Amount and Explanation. A blank Rate and Amount means it could not be priced.

   4 To record a decision, use Manager selection and allocation under the table.

   Fields in step 6

   Field	What it means
   Pay item	Optional. Starts as Keep configured selection. Choose another item to price that part with it.
   Allocate a recorded break	Optional button. Adds a row with Break start and Break end for a break that was taken. The end must be after the start.
   Reason	Required. Why you chose that item or allocated that break. It is kept with the timesheet.
   Save pay review	Greyed out until there is a Reason and a Pay item or a break. A message says Pay review saved with its reason and reviewed version. Needs Can generate timesheets and Can manage pay levels.

   Important: Unresolved amounts stay blank. You can approve a timesheet with unresolved amounts, but the pay cannot be changed after approval, and a payroll export with dollar amounts is refused until they are resolved.

   Note: Without Can view pay levels this section says Detailed pay interpretation requires Staff Pay view permission; hours review remains available.

   

7. Check the approval history and close the window

   1 Scroll to Approval history. Each line reads like Draft to Submitted with the date, time and the person who made the change, and the reason when there is one.

   Choose Close at the bottom left of the window to leave it. Closing saves nothing.

   

8. Follow up staff who have not submitted

   1 Choose Not submitted. The table changes to Staff, Period, Eligible shifts, Status and Actions.

   2 Read Eligible shifts, the number of the person's shifts in the period that can go on a timesheet. Status says Draft when a draft exists, or Not submitted when there is none.

   3 Choose View on a row with a draft to read it. A manager cannot submit a timesheet for someone else, so ask the person to submit it in the Staff App. A row with no draft says Waiting for staff submission.

   

9. Create a draft for a staff member if one is missing

   If a staff member has not generated their timesheet, you can create the draft for them. They still have to check and submit it.

   1 Choose Create for staff at the top of the screen. In Date within pay period of the Create timesheet for staff window, choose any date inside the period.

   2 In Staff member, choose the person. The list shows only the people you are allowed to see.

   3 Choose Preview shifts. The window lists Eligible assigned shifts with a count, and Excluded shifts with the reason for each shift that cannot be used.

   4 Check the list. If a timesheet already exists, the window says so, for example An existing Draft timesheet was found. Opening it does not regenerate it.

   5 Choose Create draft. When a draft already exists the button says Regenerate eligible draft, and Open existing timesheet appears beside it. A message says Draft created. Staff must still review and submit it. and the draft opens.

   Fields in step 9

   Field	What it means
   Date within pay period	Required. Any date inside the period you want. Pay period under the boxes shows the dates it falls in. Starts as the first day of the selected period.
   Staff member	Required. One person within your access. The list says No staff are available within your access scope. when there are none.
   Preview shifts	Shows what a draft would hold without making anything. Greyed out until you choose a person and a date.
   Create draft, Regenerate eligible draft	Makes the draft, or refreshes an existing draft from the shifts that are eligible now. Greyed out until you preview, and when the timesheet is Submitted or Approved.
   Open existing timesheet, Cancel	Opens the timesheet that already exists for that person and period, or closes the window without making anything.

   Important: Creating a draft does not submit it and does not tell the staff member. They must still check and submit it in the Staff App before it can be approved.

   

What happens next

A submitted timesheet stays under Submitted until a manager approves it or returns it. See Approve timesheets.

Saving manager notes, mileage or a pay selection does not change the status and does not tell the staff member.

When every timesheet in the period is approved, you can export them for payroll. See Export payroll.

Important notes

Good practice

• Read Hours check on every card before you approve. A highlighted card means the hours differ from the roster, so ask what happened or return the timesheet with the shift and time to fix.
• Look at Not submitted before each payroll cut-off. People with shifts but no submitted timesheet are the usual reason a pay run is late.
• Make your changes in one go and choose Save manager notes once. Pay selections, mileage and notes are saved together, and they cannot be changed after approval.
• Write Manager notes as if payroll or an auditor will read them later: what you checked and any decision you made.

Troubleshooting