Automatically approving timesheets that match the roster

Timesheets that match the roster exactly can be automatically approved by the system when submitted.

This article will cover the following topics:

Timesheet Settings

The setting that will enable the system to automatically approve a timesheet that exactly matches a rostered shift can be found in the Timesheet Settings menu.

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By default, the option to 'Automatically approve a timesheet that is identical to the rostered shift' will be deselected for all new and existing businesses, to allow you the option to turn this on if desired.

When is a timesheet automatically approved?

Once the Timesheet Setting 'Automatically approve a timesheet that is identical to the rostered shift' has been enabled and a timesheet is created that is identical to a rostered shift for:

  • Work types;
  • Location;
  • Date;
  • Start and end times;
  • Break start and end times;
  • Higher classifications;
  • Shift conditions

.......then the timesheet will be automatically approved.

Timesheets can be created either by Swag, the Employee portal, or via a full access user, restricted user, import or API.

Once a timesheet has been automatically approved, an auto approved icon will be shown on the 'Approve timesheets' screen within the UI.

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Within Swag, any timesheet that has been automatically approved will have the same green checkmark.

 

What shows on a rostered shift when a timesheet is automatically approved?

A rostered shift that has been used to automatically approve a timesheet will not be able to be edited.  A banner will be shown in the shift details to say  'This shift cannot be edited as it has been used to auto approve a timesheet'.

Roster_no_edit.png

Modifying an automatically approved timesheet

Please refer to the article Timesheets - Modifying When Approved.

Timesheet reports

Once a timesheet has been automatically approved, it will be shown in the Timesheet report as 'System Approved' in the reviewed by column:

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If you have any questions you can contact us via support@yourpayroll.io

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