Timesheet Review and Submission

Learn how to review your time records, verify attendance information, submit timesheets, manage breaks, and respond to manager review requests in the Shifts platform.

Overview

The Timesheet Review and Submission features in Shifts provide tools for both employees and managers to ensure accurate time tracking. For employees, this means reviewing your clock-in/out records and making sure they’re accurate before submission. For managers, this involves reviewing and approving employee time records, especially those flagged for verification. This article explains the process from both perspectives.

Accessing Your Time Records

For Employees

To access your time records:

1. Go to Time & Attendance in the main navigation menu
2. Select My Attendance History to view all your time records
3. By default, you’ll see the current pay period, but you can adjust the date range as needed
4. Records are color-coded by status:
   • Green: Approved records
   • Yellow: Pending review
   • Red: Rejected or requires attention
   • Gray: Incomplete (missing check-out)

For Managers

To review employee time records:

1. Go to Time & Attendance in the main navigation menu
2. Select Attendance Management to access the review dashboard
3. The dashboard highlights records requiring review
4. Filter by employee, location, date range, or review status

Understanding Time Record Status

Each time record has both an attendance status and a review status:

Attendance Status

• On Time: Check-in occurred within the allowed window
• Late: Check-in occurred after the grace period
• Missed: No check-in was recorded
• Completed: Shift has been checked out properly
• In Progress: Currently clocked in

Review Status

• Pending: Not yet reviewed by a manager
• Approved: Verified and approved by a manager
• Rejected: Declined due to issues (requires action)
• Adjusted: Manager has modified the time record
• Requires Review: Flagged for verification due to potential issues

Reviewing Your Own Time Records

As an employee, you should regularly review your time records:

1. Navigate to My Attendance History
2. Look for any records marked as “Requires Review” or “Incomplete”
3. Click on a specific record to view details:
   • Check-in and check-out times
   • Total hours worked
   • Break details
   • Location information
   • Verification status

Handling Records Flagged for Review

If your record is flagged for review, you’ll see:

1. A notification in your dashboard
2. The specific reason for the review flag:
   • Location mismatch (checked in from outside approved area)
   • Unusual device or IP address
   • Outside allowed time window
   • Missing required verification
   • Incomplete record (missing check-out)

To respond to a flagged record:

1. Open the record by clicking on it
2. Review the issue details in the “Review Required” section
3. Add explanatory notes in the “Employee Comments” field
4. Submit your explanation for manager review
5. If needed, provide any requested verification

Managing Breaks in Your Timesheet

The system tracks your breaks during shifts:

Viewing Break Records

1. From your time record, click “View Breaks”
2. See a list of all breaks with start and end times
3. Break status is shown (completed, in progress, skipped)

Taking Breaks

1. From an active shift, click “Start Break”
2. Select the break type (meal break, rest break, etc.)
3. When returning, click “End Break”
4. The system automatically calculates break duration

Break Compliance

• Required breaks are marked with a clock icon
• Taking shorter than required breaks will trigger a notification
• Skipped required breaks will be flagged for review

Manager Review Process

As a manager, you’ll need to review flagged time records:

Accessing Records for Review

1. Go to Attendance Management > Records Requiring Review
2. See a list of all records flagged for verification
3. Click on a record to view details

Reviewing a Record

When reviewing, you’ll see:

• Employee information
• Shift details
• Check-in and check-out times
• Verification data (location, device, photo if enabled)
• Reason for review flag
• Employee comments (if provided)

Taking Action on a Record

You have several options:

1. Approve: Accept the record as is
2. Adjust: Modify check-in or check-out times with reason
3. Reject: Decline the record with required explanation
4. Request More Information: Send back to employee for clarification

Making Adjustments

To adjust a time record:

1. Click “Adjust Times”
2. Enter the corrected check-in or check-out time
3. Provide a reason for the adjustment
4. Submit your changes
5. The system will recalculate hours worked

Submitting Timesheet for Payroll

For organizations with formal timesheet submission:

Employee Submission

1. Navigate to Time & Attendance > Timesheet Submission
2. Select the pay period to submit
3. Review all time records for accuracy
4. Add any comments or notes
5. Click “Submit for Approval”

Manager Approval

1. Go to Attendance Management > Timesheet Approval
2. Review submitted timesheets
3. Approve complete timesheets
4. Return incomplete or inaccurate timesheets with comments

Best Practices

For optimal timesheet management:

1. Review Daily: Check your time records at the end of each day
2. Address Flags Promptly: Respond to review requests as soon as possible
3. Document Exceptions: Always add notes for unusual situations
4. Verify Breaks: Ensure required breaks are properly recorded
5. Check Totals: Verify that your total hours match your actual work time
6. Submit On Time: Complete timesheet submission before payroll deadlines

Troubleshooting

Common issues and solutions:

Missing Check-Out

If you forgot to check out:

1. Go to your attendance history
2. Locate the incomplete record
3. Click “Request Missing Check-Out”
4. Enter the actual end time and reason
5. Submit for manager review

Incorrect Times

If times are wrong but not yet approved:

1. Open the record
2. Click “Request Adjustment”
3. Enter the correct times and reason
4. Submit for manager review

Related Resources

• Time Tracking
• Clock In Out
• Recurring Availability
• Attendance Policies

This article should be updated when:

1. The timesheet submission interface changes
2. The review workflow process is modified
3. New verification methods are added
4. Break management features are updated
5. The approval chain or record statuses change
6. New timesheet export or submission options are added