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What is a timesheet?

A timesheet is a record of the time one worker spent on one project on one day. You check and approve timesheets before workers are paid.

What a timesheet is​

  • Most timesheets are created automatically when a worker checks in and out with the Swift Checkin app.
  • You can also add one by hand, for example when a worker forgot to check in or out.
  • Each timesheet shows the worker, project, date, start and end times, hours, pay item and status.

Where to find timesheets​

  • In the left menu, under Field Operations, click Timesheets.
  • The page opens on the Timesheets tab, showing the current pay period.

The life of a timesheet​

  1. Onsite – the worker has checked in and is still on site.
  2. Pending – the worker has checked out, or someone added the timesheet by hand. It is waiting to be checked.
  3. Time Verified – an optional step where someone checks the start and finish times.
  4. Approved – the hours are confirmed for payment and the timesheet is locked.

All statuses​

StatusWhat it meansCan you edit it?
OnsiteThe worker is still checked in.No
PendingWaiting to be checked and approved.Yes
Time VerifiedThe times have been checked. Waiting for payment approval.Yes
UnapprovedIt was approved, then reopened for changes.Yes
ApprovedConfirmed for payment and locked.No – unapprove it first
DeclinedRejected. It will not be paid.No
Submitted to XeroIts pay run was sent to Xero.No
FailedIts pay run could not be sent to Xero.No

Good to know​

  • Payable Hrs are the hours that will be paid, after any break is taken off and any rounding is applied.
  • Timesheets are never sent to Xero or MYOB on their own. Approved timesheets are grouped into a pay run, and the pay run is sent. See What is a pay run?

All timesheets, leave and payroll questions

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