Submit or approve timesheets in HR Self-Service
Guidance for staff and managers
A pilot is underway to manage timesheets in HR Self-Service. Participants include:
- Faculty of Classics (Humanities) - excludes Examiners
- Department of Physics (MPLS) - Casual Lab Demonstrators only
If you are not part of the pilot (or are a TSS worker), please continue to follow your current process for submitting the hours you have worked or to claim holiday hours.
Guidance for staff
Monthly timesheet deadlines are set by your department. Please contact your manager or HR administrator for details.
It is important to meet the deadlines set to ensure timely payment. In addition to the monthly deadline, you are advised to submit timesheets as soon as possible after each week worked. This allows your approver time to review your timesheets in advance of the monthly payroll deadline.
Where necessary, it is possible to submit timesheets for work undertaken up to the last four months. If you need to claim hours worked beyond this period, please contact your HR administrator.
In most cases, your manager will approve your timesheets and holiday claims. Your manager's name is displayed under the My Profile (Contracts) menu in Employee Self-Service. If you have any queries about this, please contact your HR administrator.
You can complete a timesheet in stages and save your progress as many times as you wish. Once you are ready to submit your timesheet for approval, follow the steps outlined in the How-To Guide, available from the right hand menu.
Yes, separate timesheets can be submitted for the same week, if required. For example, you may wish to submit one timesheet for hours worked on the Monday and Tuesday, and a separate timesheet for the remaining days of that week.
Hours must be recorded against the day and week worked. For example, if you worked 20 hours over three weeks, you will be required to submit three separate timesheets.
Before you enter your hours, please check you have selected the correct week from the menu. For guidance, follow the steps outlined in the How-To Guide available from the right hand menu.
When completing a timesheet in HR Self-Service, you are required to select an appointment ID from the drop-down menu. There will be an appointment ID for each role that you hold. You can view the details of each appointment ID under My Profile > Contract > Salary, to make sure that you are selecting the right appointment when recording your hours.
Timesheets must only be submitted for appointments held with the pilot groups listed at the top of this page.
Timesheets cannot be processed for work undertaken outside of the pilot groups. If you hold additional appointments elsewhere in the University, please follow your usual process for submitting those timesheets.
Your approver will receive an email notification when a timesheet has been submitted for approval. It can take up to 15 minutes for your approver to receive a submitted timesheet. If the timesheet isn't received after 15 minutes, please check that you have followed the steps to submit your timesheet (rather than save).
For guidance, please refer to the How-To Guide available from the right hand menu.
It is possible for your manager to submit a timesheet or claim holiday hours on your behalf, in exceptional circumstances. Please contact them (or your HR administrator) to discuss this.
Holiday entitlement for casual workers and variable hours staff is calculated in hours. For information on how your holiday is calculated, please refer to your letter of engagement (casual workers) or employment contract (variable hours employees).
Once a timesheet has been approved, the holiday hours accrued will appear under the Balance tab. For guidance on how to claim holiday hours, please refer to the How-To Guide, available from the right hand menu.