In this article we will talk about optimizing your payroll by using our timesheet approvals feature. Below are a few frequently asked questions about how our timesheet approvals feature works with our payroll feature:

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Table of contents

• How does the timesheet approvals feature interact with payroll?
• Why would an organization want to use timesheet approvals with payroll?
• Can timesheet approvals be used if payroll is not being used?
• How early timesheet approval affects payroll
• What happens when a timesheet is not approved after a pay period ends?

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How does the timesheet approvals feature interact with payroll?

Timesheet approvals and payroll are closely linked to ensure all member timesheets are reviewed before payroll is processed. When timesheet approvals are enabled for your organization, payroll for a team member will not be processed unless their timesheet has been approved by a manager or organization owner.

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Why would an organization want to use timesheet approvals with payroll?

An organization stands to gain several advantages by utilizing the timesheet approvals feature, as it provides the opportunity to thoroughly review, verify, and, if necessary, make adjustments to team members’ submitted timesheets before the payroll process is initiated. This added layer of oversight helps ensure greater accuracy, accountability, and compliance, ultimately contributing to smoother payroll operations and reduced errors.

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Can timesheet approvals be used if payroll is not being used?

Yes, you are still fully able to take advantage of the timesheet approvals feature, even if you do not have a payment account currently connected to Hubstaff. The functionality of timesheet approvals operates independently of payment account integration, allowing you to review, manage, and approve your team members’ timesheets without the need for a linked payment method. This ensures you can maintain oversight and accuracy in time tracking and approvals, regardless of how or when you choose to handle payments.

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How early timesheet approval affects payroll

If a timesheet is approved before the end of a designated pay period—for example, if a user’s pay period runs from July 1st to July 15th—then that user will no longer be able to log or track any additional time within that specific pay period once the approval has been completed.

In order for the user to continue tracking time for that period, the previously approved timesheet would first need to be denied and subsequently reopened by a manager or organization owner. This process ensures that all time entries are properly reviewed and authorized before payroll is finalized.

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What happens when a timesheet is not approved after a pay period ends?

In the event that a team member’s timesheet has not been approved by the time a pay period concludes, that individual will not be automatically included in the upcoming payroll schedule.

As a result, their payment will not be processed through the standard payroll workflow and will instead require manual payment. This means that a manager or organization owner will need to review the timesheet separately and issue payment outside of the usual automated payroll process, ensuring that all hours worked are still compensated appropriately despite the delay in approval.