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.
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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