Complete a Timesheet [Employees] – Astute Payroll Help Centre

Access a Timesheet

There are a few ways to access timesheets when you log into your portal. From your Dashboard:

click Log Time then select the timesheet you'd like to access from the popup window or choose Find Another Timesheet.
in the Timesheet Summary tile, click on the relevant timesheet period or select View All Timesheets to navigate to the Timesheets tab.
click the Timesheets tab in the top navigation menu to access a list of your current, future, and historical timesheets.

If you can’t see a timesheet for a specific period and you are still working at a job, contact your recruiter or payroll administrator, as they'll need to check that your job has been configured correctly. Astute Payroll is not able to make any changes to your job or timesheet settings on behalf of your employer.

Timesheet Settings

The frequency that you need to complete your timesheet will depend on how your job has been configured in your portal, and can be set as weekly, fortnightly, or monthly.

The first and last day of the timesheet period is also managed by your payroll team when they set up your job, in line with their internal payroll processing schedules.

If you have any questions about when you need to have your timesheets completed and submitted, or when you can expect to receive your pay in your nominated account, please contact a payroll administrator for your portal.

Enter Time in a Timesheet for a Job

If you have one active job, any hours that you enter on your timesheet will automatically be allocated to that job. To complete your timesheet:

Enter the Start and Finish times in the relevant timesheet fields.
Enter any breaks that were taken.
Click Submit to send the timesheet through for your Approver to review) or click Save to save the progress of your timesheet and return to it at a later time.

Depending on how your job has been configured, your timesheet may allow you to record other data, including allowances, expenses, or leave.

If you have any questions about these features, please contact an administrator for your portal

Split Shifts

If split shifts have been enabled for your timesheet, you can enter more than one time block each day. This may be the case if you work more than one job or if you work more than one shift a day within one job. For example:

if you work 9am-12pm for one job, then 12pm-5pm for a second job; or
if you work 9am-12pm and then 6pm-9pm for the same job.

When you create a time block, you’ll need to select which job applies to each time block when you add them to the timesheet.

Enter Time for Multiple Jobs in a Timesheet

If you have multiple active jobs that fall within the same timesheet period, you'll be able to toggle between separate timesheets for your individual jobs, or combine all your active jobs in a single timesheet view.

To view all jobs together, click View all jobs on one timesheet from the Jobs in Timesheet section. This will consolidate all the information that you have entered for all your active jobs.

When you enter time units in the combined timesheet view, this is done using a time block:

Click the ‘New Block’ drop-down.
Select the Job that the hours apply to > Add.
Enter the Start and Finish times and any breaks that apply.
Enter any breaks that apply. The options that you have for entering break data will depend on how your portal is configured.
Click Submit or Save.

To view timesheets individually, click View Timesheet for the job you would like to view.

Time Block Validation

It isn't possible to have overlapping time blocks entered in your timesheet, so the system will validate the start and finish times that you enter to ensure that this isn't the case.

For example, if you've entered a time block that indicates you have worked at Job A from 9am-1pm, you will not be able to enter a time block for Job B with a start time of 12pm.

If you receive an error indicating that your time blocks overlap, you will need to amend the times that you have entered on the timesheet before you can proceed.

You may find it helpful to view all jobs on one timesheet to help identify the overlap. The impacted time blocks will be highlighted in red.

Enter Project and Pay Item Blocks

Your job may be configured to include more than one pay item or project. In these cases, you'll have the option to select the pay item or project from a dropdown list when you're entering information in a time block.

If you have multiple pay items available in your timesheet, this means that you may have different time blocks that are allocated to different pay items. For example, if you regularly work a Sunday and are entitled to a different rate, you may have the option to select a Sunday rate when you're completing your timesheet.

If you have been assigned projects, the time entered in each time block will be allocated to the select project. This may be used by your payroll team to help with reporting. For example, you may have separate project options for 'Admin' and 'Onsite' so that you can record time spent on each activity.

Timesheet Shortcuts

There are some timesheet shortcuts to make it easier for you to complete your timesheet if you regularly work the same hours each day.

In the Copy column of the timesheet:

click 'to all' to apply the same hours to all business days that fall after that day in your timesheet. You'll need to have entered the Start and Finish times on the first line of your timesheet for this to apply.
click the down arrow to pull the timesheet data from the line above. For example, clicking the down arrow on a Wednesday will copy and apply the data you have entered for the Tuesday.

Timesheet Notes

The Notes dropdown allows you to record other information that you would like to communicate to your approver. They'll be able to view the notes that you have entered once you have submitted your timesheet.

To enter notes, you'll need to have an active time block in the timesheet, then click the down arrow in the Notes column and type in the field that appears.

Time blocks with a note entered will be identified with an orange 'Y' icon.

Timesheet Attachments

Files can be attached to your timesheet by clicking the Add button in the Attached Files section on the right side of your timesheet.

Attachments will need to be uploaded in .pdf, .jpeg, .png, or .gif format.