Understanding Timesheet Statuses
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
Status | Description |
Not Started | The timesheet for the period has been created but not yet accessed or edited by the user. |
Open | The timesheet has been opened, and time entries may have been started but not submitted. |
Submitted | The resource has completed and submitted the timesheet, awaiting approval from the designated approver. |
Approved | The timesheet has been reviewed and approved; no further action is required. |
Amend | The approver has requested changes, sending the timesheet back to the user for revisions. |
Amended | The resource has made the necessary changes and resubmitted the timesheet for approval. |
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.