Timesheets follow a structured workflow, ensuring that time entries are accurately recorded, reviewed, and approved. Each timesheet progresses through a series of statuses, reflecting its stage in the submission and approval process. Understanding these statuses helps users track their timesheets and take the appropriate actions when needed.

This guide explains the different timesheet statuses and how they interact within the workflow.

Timesheet Status Summary

Timesheet Status Workflow

The following diagram illustrates the timesheet status transitions:

Timesheet Statuses and Transitions

Each timesheet moves through different statuses as it is filled, submitted, reviewed, and approved:

1. Not Started → Open

• Not Started: The timesheet has been created for the period but has not been accessed or edited.
• Open: The user has opened the timesheet and may have started entering time but has not yet submitted it.

2. Open → Submitted

• Submitted: The user has completed and submitted the timesheet for approval.

3. Submitted → Approved or Amend

• Approved: The timesheet has been reviewed and approved by the designated approver (e.g., resource manager or project manager). No further action is needed.
• Amend: The approver has requested changes, sending the timesheet back for revision.

4. Amend → Amended

• Amended: The user has made the necessary changes and resubmitted the timesheet.

5. Amended → Approved or Amend

• Approved: The amended timesheet is accepted and finalised.
• Amend: If further adjustments are needed, the timesheet is sent back for another revision.

Key Considerations

• Users can only edit timesheets in the Open, Amend, or Amended states.

• Once a timesheet is Approved, it cannot be modified unless the approver pushes it back for amendments.

• If a timesheet is in the Submitted state, it must be approved or amended before any changes can be made.

• Ensuring timely submission and approval of timesheets helps maintain accurate project cost tracking and compliance.