Workforce management · Timesheets
Timesheet software: month end closes with one approval
The timesheet builds itself from the records: days and hours worked, lateness, leave types, overtime, weekly rest days and night work. At month end the timesheet is approved, the month is locked and a payroll input package goes to your accountant.
Why does month end always eat the same two days?
With a hand-made timesheet the work is collecting information scattered over the month: the clock-in list in one place, leave forms in another, overtime in a manager’s notebook. Adding-up errors and lost records happen here and are often noticed only after payroll.
With this timesheet software there is nothing left to collect: every clock-in, approved leave and approved overtime is added to the timesheet as it happens. The month-end job is to check and approve.
Which lines appear separately on the timesheet?
| Line | Where it comes from |
|---|---|
| Days and hours worked | Clock-in records; net time is gross time minus breaks |
| Lateness and short hours | Shift definition and the company’s tolerance rule |
| Leave types | Approved leave requests: annual, sick, maternity, marriage, paternity, bereavement, unpaid |
| Overtime | Approved overtime requests; statutory uplift under art. 41 of Law 4857 and the time-off option |
| Weekly rest day and public holiday work | Company calendar and public holiday calendar; public holiday work (art. 47) as a separate report |
| Night work | Shifts in which more than half of the work falls between 20:00 and 06:00 |
| Shifts left open | Records not closed; visible before the month is approved |
How does overtime reach the timesheet?
The calculation rule is defined once and applied the same way every month.
- Request first — overtime starts with a request from the employee’s own phone, tied to the shift currently open; nobody can approve their own request.
- Statutory uplift — work over 45 hours a week is paid at +50%; where the contract sets a weekly time below 45 hours, work above it and up to 45 hours is paid at +25% (art. 41).
- Time off in lieu — the employee may choose time off instead of the uplift: 1 hour 30 minutes for each hour of overtime.
- 270 hours a year — an overtime approval that would exceed the limit is not accepted.
- Employee consent — overtime cannot be approved for staff without a recorded overtime consent (except in force-majeure cases).
- Amounts in payroll — the pay itself is calculated in your accountant’s program; the timesheet carries the hours and lines.
Month end in four steps
Close open records
Missed clock-outs and unclosed shifts are listed; the manager enters the actual time and the employee is informed.
Check the timesheet
The monthly timesheet shows days, hours, leave and overtime per person, filterable by department.
Approve
An approved month is locked; on every opening the system verifies it has not changed.
Send to the accountant
A payroll input package (CSV and PDF, versioned) is prepared from the approved timesheet; external accountant access is free.
Questions about timesheets
Does the timesheet software also produce payroll?
It does not produce official payroll; that is prepared in your accountant’s own program. At month end the system gives your accountant a ready timesheet and payroll input package (CSV and PDF, versioned) from the approved timesheet; nothing is re-keyed and your accountant keeps the program they know.
Can an approved timesheet be changed later?
An approved month is locked, and on every opening the system verifies it has not changed. This prevents the figure that went to payroll from changing silently; if a correction is needed, it is made as a deliberate action.
How is overtime calculated for part-time staff?
The contracted weekly hours are entered on the employee record. Where the contract sets a weekly time below 45 hours, work above it and up to 45 hours is “extended working time” at +25%, and work over 45 hours is overtime at +50% (Law 4857 art. 41). Extended working time does not count toward the 270-hour annual limit.
In which formats can we get the timesheet?
The monthly timesheet exports as PDF, CSV and Excel; overtime and public holiday work reports export in the same formats. The accountant package is prepared as CSV and PDF, versioned.
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