Timesheets
Track detailed work hours and activities for accurate payroll and project costing.
Timesheets record the detailed hours employees work, including breaks and specific tasks or projects. This data feeds into payroll calculations and helps track costs against projects. Usystems lets employees submit timesheets, and managers approve them before payroll processing.
Before you start
- Employees must have their shifts configured.
- You should have HR admin or timesheet reviewer permissions.
- Decide whether employees will enter timesheets daily, weekly, or per project.
- Define the projects or cost centers that timesheets will reference (if applicable).
Steps
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Go to HR → Timesheets from the main menu. Open in Usystems
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Select a date range (e.g., the current week or month) using the date filter.
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You will see a list of pending timesheets from employees. To add a new timesheet:
- Click New Timesheet or the plus icon.
- Select the employee.
- Enter the date and shift for the timesheet entry.
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Fill in the work details:
- Hours Worked: Enter the total hours for the period (system may auto-calculate based on shift).
- Break Time: Deduct unpaid breaks (if applicable).
- Project or Cost Center: Assign hours to a specific project or department (optional).
- Notes or Task Description: Document what work was done.
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Click Save to create the timesheet entry.
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Review the timesheet and click Submit for Approval when complete.
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Managers or HR staff will review and approve timesheets. To approve, click Approve; to reject, click Reject and provide feedback.
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Approved timesheets automatically feed into payroll.
Accounting impact
Timesheets are the basis for labor cost allocation. Hours logged to specific projects or cost centers are capitalized (added to project costs) or expensed (charged to departments). Payroll calculations use approved timesheets to determine wages due.
Tips & common mistakes
- Require timesheets weekly: Set a regular deadline (e.g., Friday EOD) so timesheets are submitted consistently.
- Cross-check against attendance: Ensure timesheet hours match attendance records to avoid double-counting or discrepancies.
- Assign hours to projects: If you use project costing, always assign hours to the correct project or cost center.
- Keep descriptions clear: Brief notes on work performed help with audits and disputes over billable hours.
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