If your employer has granted you access to create and submit your own timesheets you can access this feature of WorkZone in one of two ways. (If you don't see the following options available on your WorkZone app please contact your employer, or payroll administrator.)
Firstly, you can select the timesheet icon at the bottom of the home screen:
Or, you can tap on the timesheet area on the home screen:
This article covers the following topics:
- Viewing timesheets;
- Creating a new timesheet;
- Creating a timesheet from a leave request;
- Creating a timesheet from a rostered shift;
- Creating timesheets using standard work hours;
- Deleting a timesheet
Viewing Timesheets
You can change the view of timesheets to weekly or fortnightly by pressing on the drop down box at the top of the screen, and then scrolling down the screen to view further dates if necessary:
Timesheets are displayed with the following information:
- Date
- Start/End time
- Status (approved, rejected, submitted or processed)
- Number of hours worked
- Location (employee default if none selected)
- Work Type (if selected)
To view a different timesheet period, click on the left or right arrows in the date field box:
Creating a new Timesheet
To get started, click on the + symbol in the top right hand corner of the Timesheets screen. The data available to be entered is:
- Work Type (optional, unless the business has marked this timesheet setting as compulsory)
- Location (optional, unless the business has marked this timesheet setting as compulsory)
- Shift Conditions (optional, this field will only appear if shift conditions have been set up for you or the location you are working at)
- Date (required)
- Enter Hours instead of Start/Stop times (optional if configured to allow hours instead of start/stop times)
- Start/End Time (required)
- Break/s (optional)
- Notes (optional)
If you want to pre-fill additional days with the same timesheet info, select the 'Apply this timesheet to' option and simply tap on the required days and select 'Done' when finished:
You can add additional timesheet lines to the same day if you click on the '+' button and select the date. This will allow you to add another timesheet on a day that already has a timesheet.
The timesheets will then be sent to the approving manager/s.
Creating timesheets from a leave request
Provided that the leave request has been approved, you can create timesheets from these leave requests within WorkZone. To get started, navigate to the 'Timesheets' page and click on the '+' button as you normally would when creating a timesheet OR click this icon that is shown against a day with an approved leave request:
Once you click either of the above icons, you'll then have the option of selecting between creating a new timesheet (unrelated to the leave request), or creating a timesheet based on the approved leave:
You'll see the start/end dates of the approved leave request as shown above, and you are able to create multiple timesheets at once to cater for leave that spans multiple days. However, if the leave spans multiple weeks, you'll need to create timesheets for the designated week first, and then change the date period at the top so that you can create timesheets for the next period of leave.
Once you select the 'Annual leave' option to create timesheets for approved leave, you'll have further editable options that allow you to change the dates that timesheets have applied to. By default, any days that leave has applied to will be already selected. You can however, enable/disable these days if required.
In the example below, you'll notice that Sat/Sun/Mon does not have timesheets applied, even though on the 'Timesheets' page there is a leave indicator. This is because the system will display a leave icon for each day in between the start/finish dates of the leave request, but when applying timesheets, it will only apply timesheets according to the employees work week settings. In the case below, the employee has advanced hours set up and does not work Sat/Sun/Mon, which is why those days have not had timesheets automatically created:
Once you select to create the required timesheets, click the blue banner down the bottom of the screen, and this will send the timesheets into draft mode, and show a summary of the details. From here, you can discard or submit these timesheets by clicking the corresponding options at the bottom:
Discarding the shift will delete the timesheets, and submitting them will submit them to your manager for approval.
Creating a timesheet from a rostered shift
Provided that a rostered shift has been published, you can create timesheets from these leave requests within WorkZone. The exception to this is if your employer requires you to accept shifts. If this is the case, you will not see the option to create a timesheet from the rostered shift unless you accept the shift first.
To get started, navigate to the 'Timesheets' page and click on the '+' button as you normally would when creating a timesheet OR click this icon that is shown against a day with a rostered shift.
NB If you would like to submit timesheets in bulk (because you are rostered onto multiple shifts), you'll need to do this via the '+' option as clicking on the 'shift' icon will only allow you to submit a timesheet for that individual shift.
The below screenshots show the bulk option (on the left) that you see when selecting the '+' option, and the individual shift option (on the right) that appears when selecting the shift icon:
If you are creating timesheets in bulk using the '+' option, you can then click the blue banner down the bottom of the screen, and this will send the timesheets into draft mode, and show a summary of the details. From here, you can discard or submit these timesheets by clicking the corresponding options at the bottom:
Discarding the shift will delete the timesheets, and submitting them will submit them to your manager for approval.
Once the timesheet/s has been created, if it matches the rostered shift exactly (work type, location, date, start/end time, and break start/end time), it will be automatically approved if the business setting is configured. Otherwise the status will show as 'Submitted' until actioned by a manager.
Creating timesheets using standard work hours
If you have been set up by your manager (within your employee file) to work advanced standard hours, you are able to import these into WorkZone which will then create timesheets based on this, saving you the trouble of having to manually enter your specific work hours.
You can enter these hours in bulk, or alternatively, you can select a specific day and enter the standard hours on a daily basis.
To enter advanced standard hours in bulk, from within the 'Timesheets' page, tap the 'add' button on the top right hand corner. You are then able to select 'Add standard hours' as shown below:
To enter advanced standard hours for individual days, from within the 'Timesheets' page, tap on the day that you are wanting to add the timesheet for, and you you are then able to add standard hours for that day only:
Deleting a Timesheet
Find the timesheet the needs to be deleted and select it. Click on the 'Delete this timesheet' option:
N.B. Timesheets that have the status of submitted or rejected are able to be deleted. Processed and approved timesheets cannot be deleted.
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