How to Use Timesheets
First, determine the what, who, and when – then, to streamline your implementation of timesheets, establish a clear process with your team.
Things you should explain before you begin tracking time include:
- When the timesheets need to be submitted
- Who is responsible for timesheet validation
- What to do in the event of an absence or a holiday
It’s a good idea to suggest that each employee record their hours on the app at the end of the workday, but no later than, say, 9 pm of the day worked. Since the hours aren’t kept on paper, the employees don’t have to submit physical documentation to HR. However, if you want to be able to run a report on Monday for last week’s jobs, it’s helpful if all team members have already input their hours. Your policy could be to require all employees to record their weekly hours by 6 pm on Friday.
Since there’s no paperwork involved, your payroll department doesn’t have to keep track of anything. Project managers can have access to the employees under them and simply login, make sure hours have been recorded and correctly, and voila. Done.
If there’s a holiday coming up, set your time tracking app to read that as a zero-hour day for all employees, but also as a paid day if your company provides that. In the event someone is absent on a normal workday, you can use the “breaks” feature in TSheets to record unpaid time off. This feature can also be used in the above scenario for holidays, depending on how you wish to record holiday time.
In fact, when you set up TSheets, you can set hours for all types of days you might have:
- Unpaid sick
- Unpaid vacation
- Paid sick
- Paid vacation
- Unpaid holiday
- Paid holiday
- and, of course, working days