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Timesheet details

Timesheet records show the hours, pay items, expenses, approval evidence and payroll summary for a period of work.

Timesheets may be created from a finalised contract schedule, submitted digitally by a candidate through the portal, or managed internally by payroll for manual/paper processes.

Open a timesheet​

  1. Open Financials.
  2. Select Timesheets.
  3. Open the timesheet you want to review.

Timesheet tabs​

A timesheet record has these tabs:

  • Details
  • Documents

Details tab​

The Details tab can include:

  • Timesheet Details
  • Rate Card
  • Contract Rules
  • Timesheet Lines
  • Timesheet Pay Items
  • Timesheet Breakdown
  • Timesheet Expenses
  • Payroll Summary
  • Candidate
  • Client
  • Margin
  • On-cost Breakdown
  • Expense Impact
  • Pay Item Adjustments
  • Timesheet History
  • Notes

The action buttons available from a timesheet can include Edit, Add Pay Item, Override Breakdown, Add Expense, Add note, Submit, Create Adjustment, Upload Timesheet, Download Timesheet and View Proof, depending on status and permissions.

Timesheet details are where the contract setup becomes visible in practice. Hours, breaks, allowances, expenses and rule outcomes feed into pay, charge, invoice, bill and margin calculations.

Timesheet lines​

Timesheet lines can show:

  • Day
  • Shift
  • Hours
  • Breaks
  • Allowances
  • Notes
  • Actions

The line table is the best place to check the actual worked pattern before looking at totals. It should be read together with the Rate Card and Contract Rules sections above it.

Review these lines before submitting, approving or sending a timesheet into payroll or invoicing.

If the timesheet is expected to follow a rule such as overtime, minimum hours, a flat fee or a break deduction, compare the timesheet lines with the Contract Rules, Rate Card and Timesheet Breakdown sections.

Candidate-submitted timesheets may start from a pre-populated draft based on the contract schedule. Candidates can edit the actual days, times, breaks and notes before submission, so compare the submitted lines with the expected schedule when reviewing exceptions.

Pay items and breakdown​

Timesheets can include pay items and a breakdown of calculated amounts.

Fields can include:

  • Item
  • Units
  • Base Rate
  • Amount
  • Payroll Tax
  • Super
  • Workers Comp
  • Charge Rate
  • Margin

These values may depend on the contract rate card, assigned rules and payroll setup.

The breakdown and payroll summary help explain how the system reached the candidate total, client total and margin. Use them when investigating differences between expected hours, pay items, expenses and the amount being prepared for payroll or invoicing.

If the breakdown is not showing the expected line allocation, compare the visible financial values with the underlying timesheet lines. For example, an adjustment may need to move hours from one line type to another, such as ordinary hours to overtime, while keeping the overall worked hours clear.

Expenses and adjustments​

Timesheet details can include:

  • Timesheet Expenses
  • Pay Item Adjustments
  • Expense Impact

Use these sections to check how expenses or manual adjustments affect the timesheet.

Expense impact is especially important where logistics or recurring expenses were planned at vacancy, shortlist or contract stage. Confirm whether the expense should be paid to the candidate, billed to the client, deducted, reimbursed or treated as an internal cost before approving downstream processing.

Where enabled, candidates can add receipts or expenses from the portal as part of their timesheet submission. They may also be able to add standalone expenses where no active timesheet is available.

Forecast logistics expenses may appear as expected timesheet expenses. Check whether the item is candidate-facing, client-chargeable, internally absorbed or deducted before approving. Logistics expenses set up by the agency should not be treated as candidate-submitted claims unless the candidate is expected to upload a receipt or confirm the item.

Timesheet adjustments​

Use a timesheet adjustment when an already processed or locked timesheet needs a correction.

An adjustment can create a new adjustment record linked back to the original timesheet. The adjustment reference may use the original reference with an adjustment prefix or marker, depending on your workspace configuration.

Adjustment workflows can include:

  • creating the adjustment from the original timesheet
  • editing timesheet lines or breakdown values on the adjustment
  • overriding the breakdown where required
  • uploading approval evidence
  • choosing whether client approval is required
  • approving or authorising the adjustment
  • adding the adjustment to a payroll run

If the candidate has submitted a timesheet but it has not yet been approved, you may be able to reject it and return it to the candidate so they can edit and resubmit. Once a timesheet has been approved, paid or locked, corrections normally need to be handled internally as an adjustment.

Client approval requirements can vary. Some corrections may need to be sent back for approval; others may be internal payroll adjustments based on an already approved contract or rule. Follow your agency process before approving an adjustment.

Approval evidence​

Timesheets and adjustments can include approval evidence, such as an uploaded approval document or signed supporting record.

Use approval evidence when the timesheet or adjustment needs proof before payroll processing. Check the uploaded file before approving or authorising the item.

Manual timesheets​

If digital timesheets are not enabled, payroll can upload a manual timesheet where the workflow allows it. RecSphere may attempt to extract timesheet information from the uploaded document, but payroll should always review the extracted lines against the original file before approving or bypassing submission.

Saved views and columns​

Timesheet and payroll list views can be customised where permissions allow. Use column selection, ordering and saved views to bring important fields such as shortlisted date, status, candidate, client, pay run, amount or approval state into your regular review workflow.

Documents​

The Documents tab can show:

  • File Name
  • Type
  • Upload Date
  • Proof of Approval
  • Options

Use Add to upload a document such as proof of approval, where required.

Check before submitting

Submitting or approving timesheets can affect payroll, invoices, bills and margin. Confirm hours, breaks, allowances, expenses and proof before progressing the timesheet.

Adjustments affect payroll and invoicing

Timesheet adjustments can affect candidate pay, client invoices, supplier bills, payslips and margin. Confirm the original timesheet, adjustment reason, approval status and invoice handling before adding an adjustment to payroll.

  • Financials Overview
  • Payroll Run Items
  • Contract Expenses and Timesheets
  • Candidate Portal
  • Rate Rules and Timesheet Simulator