Submitting and Approving Timesheets

To outline the detailed steps for completing, submitting, reviewing, and approving employee timesheets to ensure accurate payroll and compliance with labor laws. This SOP applies to all employees, supervisors, and payroll staff responsible for submitting, reviewing, and processing timesheets.

Administration - Document ManagementHuman Resources - Employee AssistanceHuman Resources - Human Resources Management

Submitting and Approving Timesheets

Log in to the
Timesheet System
- Access the [Timesheet System
  Name] via [Web Portal/App]
- Enter your employee credentials
  (e.g., username and password)
- Navigate to the “Timesheet”
  or “Hours Entry” section
Record Work Hours
- Select the appropriate dates
  for the pay period
  (e.g., "Week of January
  1–7")
- Input work hours for
  each day
- Specify any project codes
  or task details required
  for reporting purposes
Review and Submit
- Double-check all entered data
  for accuracy
- Use the “Preview” option
  (if available) to review
  the summary of hours
- Submit the timesheet by
  [Submission Deadline] via the
  “Submit” button or email
  (for manual systems)
Supervisor Review
- Log in to the
  [Timesheet System Name]
- Navigate to the “Pending
  Approvals” section
- Review each timesheet
- Approve the timesheet by
  clicking “Approve”
Payroll Processing
- Payroll staff collect approved
  timesheets from the system
  by [Weekly Payroll Deadline]
- Verify all timesheets have
  been approved and resolve
  any flagged issues
- Input timesheet data into
  the payroll system ([Payroll
  System Name])
  - Calculate Regular wages
  - Calculate Overtime pay.
  - Calculate Deductions (e.g., taxes,
    benefits)
- Finalize and disburse payments
  by [Payday Deadline]

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Submitting and Approving Timesheets