Submitted timesheets should be reviewed in line with your organisation’s timesheet policies and procedures to confirm that:

• Time has been recorded accurately
• Entries relate to the correct Projects, Tasks, or Non-Project Time categories
• Daily and period totals are reasonable
• Required comments have been provided
• Organisational compliance requirements have been met

By default, timesheet approval is performed by the Timesheet Manager assigned to the resource, not the Project Manager.

Important:
Timesheet approval processes, notifications, available actions, security access, and downstream integrations may differ according to your organisation’s configuration.

Always follow your organisation’s internal timesheet, financial, payroll, and governance processes where they differ from this article.

Where This Is Performed

Navigate to:

Resources → Timesheet Approvals

The Timesheet Approvals view is initially filtered to show the timesheets for which you are the assigned Timesheet Manager.

Understand Approval Ownership

Each resource can have a designated Timesheet Manager who is responsible for reviewing submitted timesheets.

By default:

• Timesheet Users complete and submit their timesheets.
• The assigned Timesheet Manager reviews and responds to those timesheets.
• The Project Manager does not approve the timesheet unless that person is also assigned as the resource’s Timesheet Manager.
• Resource Managers and System Administrators may have broader timesheet access depending on their security role and configuration.

Where notifications are enabled, the Timesheet User and Timesheet Manager may receive notifications when a timesheet is submitted, approved, or rejected.

Important:
Notification behaviour is configuration-dependent. Do not rely solely on email or task notifications. Review the Timesheet Approvals list regularly for submitted timesheets awaiting action.

Understand Who Can Review Timesheets

The Timesheet Approvals view initially shows timesheets assigned to the current Timesheet Manager.

Depending on security access and configuration, the following roles may be able to review and process additional timesheets:

• Timesheet Managers
• Resource Managers
• System Administrators

To access timesheets assigned to another Timesheet Manager:

1. Navigate to Resources → Timesheet Approvals.
2. Select Edit Filters or the available filter option.
3. Change or remove the Timesheet Manager filter.
4. Apply the filter.
5. Locate the required timesheet.

Important:
The default Timesheet Manager filter is restored when the page is refreshed. Changing the filter does not permanently change approval ownership or create a formal delegation.

Auto-Approval

If a resource is configured as their own Timesheet Manager, the submitted timesheet may be approved automatically.

The resource must still select Submit for Approval to complete the timesheet process.

No additional approval action is required where auto-approval is configured and completes successfully.

Review an Individual Timesheet

1. Navigate to Resources → Timesheet Approvals.
2. Select the name of the submitted timesheet.
3. Confirm the correct:
4. • Timesheet User
   • Timesheet Period
   • Status
   • Total Actual hours
4. Review the daily time entries.
5. Confirm that time is recorded against the correct:
6. • Project
   • Project Task, where Project Tasks mode is used
   • Non-Project Time category
6. Review any comments provided by the Timesheet User.
7. Select Approve or Reject.

Review the Timesheet Header

The timesheet header provides key information for the approval decision, including:

• Timesheet User
• Timesheet Period
• Current Status
• Total Actual hours entered for the period

Confirm that the correct user and period are displayed before taking any action.

Review the Timesheet Grid

The information displayed depends on the Timesheet Mode configured for your organisation.

Project Tasks Mode

In Project Tasks mode, the grid may show:

• Projects and Tasks in a hierarchy
• Remaining assigned hours across all periods
• Assigned hours for the current period
• Actual completed hours for the current period
• Daily time entries

Use this information to compare submitted hours with the user’s assignment and remaining effort.

Projects Mode

In Projects mode:

• Time is recorded directly against Projects.
• Individual Tasks are not displayed.
• Remaining and Assigned values are not displayed.
• Daily entries, totals, status, and approval actions remain available.

Important:
Timesheet Mode is centrally configured. Approvers do not change between Projects and Project Tasks modes from the timesheet.

Use Hover Information

Where available, hover over Project, Task, or Assigned values to review additional information.

Project Information

Project hover details may include:

• Project Name
• Project Manager
• Start and Finish Dates
• Total Effort
• Remaining Effort
• Percentage Complete

Task Information

Task hover details may include:

• Assigned hours for the current period
• Resource allocation percentage
• Total hours assigned
• Hours already submitted
• Hours entered in the current timesheet
• Remaining assigned hours
• Task dates and Due Date
• Total and Remaining Effort
• Percentage Complete
• Parent Task and Project information

Daily Assignment

Hovering over an Assigned value may show the assigned hours for each day and the total assigned for the period.

Tip:
Use hover information when submitted hours appear materially different from the user’s assignment or remaining Task effort.

Approve a Timesheet

When the timesheet is complete and accurate:

1. Review all entries and comments.
2. Confirm that the timesheet is in Submitted status.
3. Select Approve.

Approval information is retained on the timesheet and shows when the approval occurred.

Important:
Approving a timesheet confirms that the recorded time is accepted for downstream use. Review the entries carefully before approving.

Reject a Timesheet

Reject a timesheet when it is incomplete, inaccurate, or requires correction.

1. Open the submitted timesheet.
2. Select Reject.
3. Enter a clear rejection comment explaining:
4. • Why the timesheet was rejected
   • Which entries require correction
   • What the Timesheet User needs to do
4. Confirm the rejection.

The rejection information and comment are retained at the top of the timesheet.

The Timesheet User can review the feedback, correct the entries, and resubmit the timesheet.

Tip:
Make rejection comments specific and actionable. Avoid generic messages such as “Incorrect timesheet” that do not explain what needs to change.

Approve Multiple Timesheets

You can approve multiple submitted timesheets from the Timesheet Approvals list.

1. Navigate to Resources → Timesheet Approvals.
2. Select the required timesheets.
3. Select Approve from the command bar.

Only selected records in Submitted status are processed by the Approve action.

Timesheets with another status are not affected.

Important:
Use bulk approval only when you have completed an appropriate review of the selected timesheets.

Reject Multiple Timesheets

You can also reject multiple submitted timesheets from the list.

1. Select the required timesheets.
2. Select Reject from the command bar.

Warning:
Bulk rejection does not allow a separate rejection comment for each timesheet.

Open and reject timesheets individually when different users require different corrective instructions. Bulk rejection is not recommended where individual feedback is needed.

Process Timesheets on Behalf of Other Users

Depending on security access and configuration, Timesheet Managers, Resource Managers, and System Administrators may be able to create, complete, submit, approve, or reject timesheets on behalf of other users.

To access another user’s timesheet:

1. Open the relevant Timesheets or Timesheet Approvals list.
2. Select Edit Filters.
3. Change the User or Timesheet Manager filter as required.
4. Apply the filter.
5. Open the relevant timesheet.
6. Complete the permitted action.

Important:
Confirm the Timesheet User and Timesheet Period before making changes on another person’s behalf.

Available actions depend on your security role and the timesheet configuration in your environment.

Review Locked Task Warnings

A Project Manager may lock a Task to prevent further time entry.

If no time was previously recorded against the Task:

• The locked Task does not appear on the user’s timesheet.
• The user cannot add the Task manually.

If time was already entered before the Task was locked:

• The Task remains visible with a lock indicator.
• The user may be prevented from saving or submitting the timesheet.
• A warning explains that the locked Task values must be cleared.
• The user can select Clear Locked Rows to remove the affected values.

If the time entry is valid and the Task needs to accept further time, contact the Project Manager to review the Task lock.

Recalled Timesheets with Locked Tasks

If a previously approved timesheet is recalled after a Task has been locked:

• The locked Task row appears as read-only.
• Other entries can still be updated.
• The timesheet can be resubmitted with the locked Task entry present.

Understand Closed Timesheet Periods

A closed Timesheet Period prevents further changes to the timesheets within that period.

Timesheets in a closed period cannot normally be:

• Modified
• Deleted
• Recalled
• Submitted
• Approved
• Rejected
• Moved to another status

Important:
If a correction is required after the period has been closed, follow your organisation’s governance process. An authorised administrator may need to review whether the period should be reopened.

Export Timesheet Data

Timesheet data can be exported for reporting, auditing, or analysis.

Export Your Own Timesheets

1. Navigate to Work → Timesheets or My Timesheets.
2. Select the relevant list view.
3. Apply filters if required.
4. From the command bar, select Export to Excel.
5. If the option is not visible, select the ellipsis (…), then select Export to Excel.

Export Timesheets as an Approver

1. Navigate to Resources → Timesheet Approvals.
2. Change the view or select Edit Filters.
3. Filter the data by:
4. • Timesheet User
   • Timesheet Manager
   • Status
   • Timesheet Period
   • Required date range
4. Apply the filter.
5. From the command bar, select Export to Excel.
6. If required, locate the option under the ellipsis (…).

Tip:
Combine list filters with Export to Excel to extract timesheet data for specific users, managers, statuses, or periods in bulk.

Understand the Downstream Impact of Approval

Approved timesheets become part of the organisation’s actual work record.

Depending on your organisation’s configuration and processes, approved timesheet data may be used to update:

• Task Effort Completed
• Project Percentage Complete
• Actual resource work
• Actual labour costs in Project Financials
• Resource utilisation reporting
• Variance between committed and submitted hours
• Payroll or another connected business system

Important:
Approval does not necessarily update Tasks or Financials immediately.

Your organisation may require a separate review and import process before approved Actuals are applied to the Project schedule or Financials.

Review entries carefully before approval because recalling or correcting a timesheet later may also require corresponding updates to the Project schedule, Financials, payroll, or another integrated system.

Understand Removed Task Assignments

If a resource records time against a Task and is later removed from the Task assignment:

• The previously recorded hours remain in the timesheet.
• The approved hours can still be applied to the Task.
• Financial Actuals can still be recorded against the resource.
• The resource may continue editing the existing timesheet entry if the period and timesheet remain open.
• The resource cannot newly add the Task if the Task is no longer available.

This occurs because downstream Timesheet-to-Task and Timesheet-to-Financial processes use the Task information attached to the timesheet entry, rather than relying only on the current resource assignment.

Monitor Timesheet Reporting

Where available, Resource Assignment Insights can help authorised users monitor the wider timesheet process.

Timesheet Compliance

Shows Timesheet Users and their timesheets by period, including:

• Timesheet Status
• Recorded hours
• Period-level compliance
• Timesheet details available through hover information

Non-Project Time

Shows time recorded against Non-Project Time categories.

The accuracy of this report depends on the correct configuration of fields such as Work Type for Non-Working Time items.

Actuals Variance

Shows the difference between:

• Hours committed to the resource
• Hours submitted through the timesheet

Report availability depends on your security access, Power BI workspace permissions, and the reporting content deployed in your environment.

Tip:
Use the Timesheet Manager filter and exclude blank values where required to focus reporting on resources expected to complete timesheets.

Key Considerations

• The assigned Timesheet Manager is the default approver, not the Project Manager.
• Notification behaviour depends on system configuration.
• The Timesheet Approvals view is initially filtered by the assigned Timesheet Manager.
• Authorised Resource Managers and System Administrators may have broader access.
• The default filter returns when the page is refreshed.
• Review the user, period, daily entries, totals, assignments, and comments before responding.
• Only timesheets in Submitted status are processed by bulk approval.
• Bulk rejection does not support individual comments.
• Rejected timesheets must be corrected and resubmitted.
• Locked Tasks can prevent timesheet submission.
• Closed Timesheet Periods prevent status changes and further editing.
• Approval may contribute to Task progress, Financial Actuals, payroll, and reporting.
• Applying approved Actuals to Tasks or Financials may require a separate import process.
• Corrections after approval can require updates across connected systems.
• Available actions depend on security access and configuration.

Tips

• Review Timesheet Approvals regularly rather than relying only on notifications.
• Use list filters to focus on submitted timesheets requiring attention.
• Open individual timesheets when detailed validation is required.
• Compare Actual hours with Assigned and Remaining values in Project Tasks mode.
• Use hover information to investigate unexpected entries.
• Provide clear and actionable comments when rejecting timesheets.
• Use bulk approval only after completing an appropriate review.
• Avoid bulk rejection when different users require different feedback.
• Resolve locked Task warnings before approving a corrected timesheet.
• Confirm the Timesheet Period remains open before requesting changes.
• Export filtered approval data where required for audit or reporting.
• Consider the downstream impact before approving or recalling Actuals.