Skip to main content

Timesheets

Timesheets are how hours worked move from a candidate's shift into payroll and invoicing. Each timesheet links to one contract and one pay period.

You will find these on the Financials page (Financials > Timesheets), and on an individual contract.

How timesheets are created​

When a contract is finalised, RecSphere drafts all the timesheets for the contract's duration up front. A drafted timesheet is not sent to the candidate until the week before it is due, so the candidate only sees the period they are about to work. Where a contract has forecast expense claim lines (for example an agreed accommodation amount per timesheet), those lines are pre-added to the relevant timesheets automatically (see Expenses).

Forecast logistics expenses can also create expected expense lines on future timesheets. For example, a weekly accommodation allowance or recurring travel cost can appear on each relevant timesheet once the contract has been finalised and timesheets have been generated.

Beyond the drafted timesheets, there are three entry routes for the hours themselves:

  • Candidate portal submission. The candidate logs in and submits hours each week. See Submitting timesheets.
  • Manual entry. A recruiter or admin enters hours on the candidate's behalf from the timesheet view.
  • Bulk CSV import. Use the Export button (and its companion import option) to upload many timesheets at once, typically from a client's shift system.

Digital or manual timesheets​

Whether a client uses digital timesheets is a per-client flag. The client record has a digital timesheets on/off setting. If a client works on paper or manual timesheets, turn digital off: no candidate-portal timesheet is expected for that client, and hours are entered manually instead (see Entering hours manually).

The same client configuration also controls the invoice attachments, that is whether to attach the timesheet, the contract, expense receipts and expense approvals to the invoice.

Entering hours manually​

On a generated timesheet, click Edit. RecSphere shows the available hours for the period, and you pick the earnings type for each block (for example Standard hours, or a rule-driven type such as "nurse in charge"), plus any break deduction.

Below the entries you see:

  • A timesheet breakdown.
  • A timesheet expenses block.
  • A Payroll summary, which is a margin breakdown.

Fields on each entry​

A timesheet is made up of one or more entries. Each entry captures:

  • Date. The day the shift was worked.
  • Hours. Decimal hours or start/end times.
  • Shift type. For example, day, night or weekend. Shift type drives the pay and charge rate from the rate card.
  • Site. The client site or location, for example Bristol Royal Infirmary. Defaults from the contract site.

Notes and break deductions can be added per entry.

Approval workflow​

Once submitted, a timesheet enters the approval queue:

  1. The approver opens the timesheet and reviews each entry against the booked shift.
  2. The approver uses Approve to sign off the whole timesheet, or rejects with feedback.
  3. Approved timesheets are locked from further edits and become available to payroll and invoicing.

The standard timesheet statuses include Draft, Pending, Submitted, Approved, Rejected, Authorised, Invoiced and Archived. See Timesheet status definitions.

Approver depends on client

Some clients self-approve via the client portal. Others have the agency recruiter approve internally on the client's behalf. Approval routing is set on the client record.

Rejected timesheets and resubmission​

If an approver uses Reject, they should add a short reason (for example, "Tuesday should be 8 hours, not 9"). The timesheet returns to the candidate or recruiter with the rejection note. After correcting the affected entries, the timesheet can be submitted again and re-enters the approval queue.

How approved timesheets feed payroll​

When you open a payroll period, RecSphere automatically pulls in every approved timesheet whose date falls inside that period. Approved expenses and adjustments are pulled in the same way. Anything still pending approval is excluded and rolls over to the next pay run.

If an expected expense is not ready when the timesheet is reviewed, payroll or finance can investigate the linked expense, check whether evidence is missing, and move or defer the item where permissions and workflow allow. This helps keep forecast logistics visible without forcing an incomplete receipt or approval through payroll.

Backdated rate or rule changes

When a rate or a workers' compensation value changes part-way through a contract and a timesheet is backdated to before the change, which date governs the value (the date worked or the pay date) is driven by effective-dated rules and depends on how those rules are configured. This behaviour is still being confirmed, so check the effective-dated configuration for the contract rather than assuming a fixed outcome.