The Timesheet Listing page shows all the timesheets for a payroll period. 


To do anything with timesheets (generating, sending out, reviewing, refreshing etc) you open the Timesheet Listing which can be accessed through the Payroll Period Report with a link at the top of the menu:





Here is a Timesheet Listing right after the timesheets have been generated.



Each row is a timesheet for one employee in your payroll group. Note that staff working in multiple departments will have timesheets from each payroll group they work under. Click here to see what a shared employee will see.


The columns of the table summarize the data on the timesheets - what roles were worked, how many shifts were worked, the total hours and pay. Your listing may not have the total pay column, depending on how you've configured your PIT module.


Each timesheet has a status that changes as you go through your payroll workflow:



Here are the different statuses:


  • Created (CR) - the timesheet has just been generated or has been refreshed
  • Employee Review (ER) - sent to employees, awaiting their review
  • Signed by Employee (ES) - the employee has signed off on the timesheet
  • Manager Review (MR) - the employee returned the timesheet for manager review because of an error or question
  • Manager Signed (MS) - the manager has signed off on the timesheet
  • Problems (PR) - the system could not process all shifts for the timesheet due to missing information



What Can I Do From This Listing?


The Timesheet Listing page gives you options to work with individual timesheets or with multiple timesheets that you've selected. On the far right are the actions you can do with each timesheet:



  • Pencil Icon - open the detailed view of the timesheet. Click  here for an article on the detailed view of a timesheet
  • Sticky Note Icon  - blue outline if notes exist, opens the notes in a dialogue for review
  • PDF Icon - view a PDF version of the timesheet



The actions you can do with multiple timesheets are found in the menu on the left side. If the options are grey it means they can only be used on selected timesheets.


You can select individual timesheets by clicking on them, select multiple rows by holding Ctrl and clicking on them or use the "Select: All/None" at the top to select all timesheets in the listing:




Here are the menu options:



Let's start at the top:


When a payroll period is added you will see the report is empty. All the data for the report comes from the timesheets so the first thing you will do for a new is "Generate" them. Click here for an article on generating your timesheets.


This option allows you to add timesheets to the period for staff that weren't in the system when the timesheets were generated for the period. Click here an article on how to add timesheets to a period after the initial generation.


When you refresh a timesheet you are telling RecStaff that there is NEW information related to that timesheet that you want to capture. Perhaps the timesheet was in a problem state because of missing rates or the work assignments were incorrect. When you refresh a timesheet the system goes back and scans all the shifts worked for that employee, recalculates pay rates, find the correct GL codes and reprocesses premiums, shift diffs and OT.  


Your workflow may involve having staff review and approve their timesheets through RecStaff. This option will 'send' the selected timesheets out to staff who will get a red indicator on their dashboard and can sign off on them. The status will change to "Employee Review". Once signed, the status will change to "Employee Signed (ES)". Click here for more information on this part of the workflow. 


This option allows you to sign off on the timesheets, approving the payroll date for each one. The status of the timesheets moved to "Manager Signed (MS)". Once all your timesheets in the period are signed, you'll have the option to export the data or complete the period, depending on your workflow. 


There may be times when you need to remove a timesheet completely. You might have salaried managers filling in on the schedule and the hours should not flow through your payroll process. In that case, you can remove the timesheets from the period and they won't show in the report or any export of payroll date. You can exclude employees so they don't flow through your process. Click here for an article that describes how to exclude them. 


The last option summarizes the notes from any selected timesheets and displays them in single dialogue for you. When you have a lot of new staff joining your department, you may end up with several timesheets with "problems" because they lack the correct payroll grades or rates. If you select all the timesheets with problems and choose this option you will get a single view of all the notes from those timesheet.



Exporting to PDF


The last thing you can do from the Timesheet Listing page is generate a single PDF many timesheets in it. Select the timesheets you want to PDF in the listing, then click the PDF icon in the upper right corner (not the PDF icon on the timesheet rows):

Your browser may display PDFs differently, it may launch a separate PDF viewer, or you might have a custom timesheet format in your configuration, but the PDF result will be something like this: