The Timesheet Management module streamlines the process of collecting, approving, and processing employee work hours for payroll and billing purposes. This system ensures accurate time recording, simplified approval workflows, and comprehensive reporting.
Key Capabilities
Timesheet Creation
Generate timesheets from time tracking data or manual entry
Approval Workflow
Configure multi-level approval processes with notification system
Payroll Integration
Connect timesheet data to payroll systems for accurate processing
Billing Management
Generate billable time records for client invoicing
Reporting & Analysis
Comprehensive reporting on employee hours, costs, and allocations
Compliance Management
Ensure compliance with labor regulations and organizational policies
Timesheet Structure
Timesheets in Datar are structured to capture comprehensive work time data:
[Timesheet Structure Diagram]
Core Components
Header Information: Employee details, timesheet period, submission/approval status
Time Entries: Individual work records showing date, project, task, hours, and description
Summary Totals: Calculations of regular hours, overtime, PTO, and other time categories
Approval Chain: Record of submission and approval status with timestamps
Comments/Notes: Annotations for clarification or exception handling
Timesheet Types
Weekly Timesheets: Standard timesheet covering a 7-day period
Bi-weekly Timesheets: Covering a 14-day pay period
Monthly Timesheets: Monthly summary for salaried employees or contractors
Project Timesheets: Time records focused on specific project work
Exception Timesheets: Recording only deviations from standard schedules
Timesheet Workflow
The complete lifecycle of a timesheet from creation to processing:
[Timesheet Workflow Diagram]
1. Creation
Timesheets are created through various methods:
Auto-generation: Created automatically from time tracking data
Manual Entry: Direct input of time data via the timesheet interface
Template-based: Pre-populated with scheduled work hours
Import: Imported from external time tracking systems
2. Submission
Employees review and submit their timesheets:
Review Process: Verification of hours, projects, and activities
Validation: System checks for missing data, conflicts, or policy violations
Digital Signature: Attestation of accuracy and completeness
Submission Deadlines: Configurable deadlines with reminders
3. Approval
Multi-level approval workflow:
Manager Review: Direct supervisor review and approval
Project Manager Approval: Optional review by project managers for project allocations
Finance/Payroll Verification: Final verification of billable hours and rates
Rejection Handling: Return process with comments and correction requests
4. Processing
Processing approved timesheets:
Payroll Integration: Export to payroll systems for payment processing
Billing Generation: Creation of client billing records for invoicing
Cost Allocation: Assignment of labor costs to appropriate departments/projects
Record Archive: Secure storage with audit trail for compliance purposes
Approval Configuration
Customize approval workflows to match your organization's structure:
Approval Hierarchy
Define multi-level approval chains:
Configure sequential or parallel approval workflows
Set conditional approvers based on department, project, or hours
Define delegation rules for approver absence
Set escalation paths for delayed approvals
Auto-Approval Rules
Create conditions for automatic approvals:
Standard hours within scheduling parameters
Threshold-based rules (e.g., auto-approve under 40 hours)
Historical pattern matching for regular schedules
Pre-approved time off integration
Exception Handling
Manage special cases requiring additional review:
Overtime hours requiring special approval
Out-of-policy submissions with justification
Late submission protocols
Project overrun scenarios
Notification System
Configure communication throughout the approval process:
Submission confirmation messages
Approval request notifications
Reminder scheduling for pending approvals
Rejection and correction request alerts
Payroll Integration
Connect timesheet data with payroll processing:
[Payroll Integration Diagram]
Data Transformation
Converting timesheet data into payroll-ready format:
Hours Categorization: Regular, overtime, holiday, PTO, etc.
Rate Application: Applying appropriate pay rates to different hour types
Deduction Calculation: Computing applicable deductions and withholdings
Pay Period Aggregation: Consolidating multi-timesheet data for pay periods
Integration Methods
Options for connecting with payroll systems:
Direct API Integration: Real-time data transfer to payroll platforms
File Export: Standardized exports (CSV, XML) for payroll import
Manual Review Interface: Tools for reviewing and adjusting before processing
Scheduled Synchronization: Automated transfer on configured schedule
Compliance Features
Ensuring regulatory compliance in payroll processing:
Overtime Calculations: Automated application of overtime rules
Minimum Wage Verification: Checks for compliance with minimum wage laws
Break Time Enforcement: Verification of required break periods
Documentation: Record-keeping for audit and compliance purposes
Billing Integration
Leverage timesheet data for client billing and project cost tracking:
Billable Time Tracking
Configuration options for billable time:
Billable Flags: Mark time entries as billable or non-billable
Billing Rates: Apply client-specific, project-specific, or role-based billing rates
Minimum Billing Increments: Configure rounding rules for billable time
Discount Rules: Apply percentage or fixed discounts to billable time
Cap Rules: Implement not-to-exceed limits on billable hours
Invoice Generation
Creating client invoices from timesheet data:
Invoice Grouping: By client, project, date range, or custom criteria
Time Description: Configurable detail level for time entries on invoices
Supporting Documentation: Attachable timesheet details for client verification
Approval Workflow: Pre-invoice review and approval process
Integration: Connection with accounting systems for invoice finalization
Reporting & Analytics
Gain insights from timesheet data through comprehensive reporting:
[Timesheet Analytics Dashboard]
Standard Reports
Time Summary Reports: Hours by employee, department, or project
Overtime Analysis: Patterns and distribution of overtime hours
Billable Hours Reports: Tracking of billable time and revenue
Approval Status Reports: Tracking timesheet submission and approval
Exception Reports: Highlighting unusual patterns or policy violations
Cost Center Analysis: Labor cost distribution across departments
Advanced Analytics
Productivity Analysis: Tracking output relative to hours worked
Utilization Rates: Measuring billable vs. non-billable time
Project Profitability: Comparing labor costs to project revenue
Resource Allocation: Visualizing how time is distributed
Trend Analysis: Identifying patterns over time
Forecasting: Projecting future time requirements based on historical data
Integration with Other Modules
The Timesheet Management module connects with other components of the People Management System:
Time Tracking
Pulls detailed time data for timesheet generation and summary
Time Off Management
Incorporates approved time off into timesheets automatically
Project Management
Links time to projects for budget tracking and resource management
Employee Management
Utilizes employee data for rates, roles, and reporting structure
