What are timesheets?
Timesheets are used to record the hours your employees have worked over a defined period.
Your employees can submit their timesheets, which are then approved in HR.
Once approved, their worked hours can be automatically sent to Payroll.
The hours the employees have worked are then populated in the pay run for you.
This happens each pay period when the timesheets are approved, saving you time and reducing your workload.
To learn more about the timesheet settings in HR, read our timesheets module article.
Daily and periodic timesheets in HR
There are different options for setting up timesheet categories in HR. These options affect which pay components can be linked in Payroll.
Daily timesheets have the option to link to custom pay components in Payroll.
Periodic timesheets automatically link to the following pay components in Payroll:
Regular (hourly)
Overtime (hourly)
You cannot connect other pay components when using periodic timesheets.
If you change between daily and periodic in HR, you can check the connected pay components in Payroll by selecting Timesheets setup.
How to set up timesheets in Sage Payroll
📌 Tip: You need to create your timesheet categories and connect them to the pay components in Payroll.
The steps below apply after you've created your timesheet categories in HR.
Select Settings, then Timesheets setup.
Select Connect pay components.
Select which default earning pay components you would like to have populated by approved HR timesheets.
Select Next.
Select the HR timesheet category that matches the Payroll earnings components.
Select Save and close.
How do timesheet hours appear in the pay run?
To view the approved hours in the pay run:
Select Pay runs.
Select Process pay run.
Select the name of an employee who has approved timesheet hours.
This will display the Pay run values tab.
In the earnings section, the following message will be displayed:
This employee’s pay run values are calculated using a timesheet submitted and approved in HR.
Any connected HR timesheet categories are shown below the pay component name.
The hours for the connected pay components are filled in based on the hours from the approved timesheet.
How to edit approved timesheet hours in the pay run
If the hours in the pay run values are not correct, you can edit them during a pay run.
Select Pay runs.
Select Process pay run.
Select the name of an employee who has approved timesheet hours.
This will display the Pay run values tab.
Select the Edit approved timesheet hours check box.
You can now overwrite the hours for the connected pay components.
📎 Note: Editing hours in the pay run will not update the timesheet hours in HR.
If you need to change the hours in both programs, you must manually edit them in HR.
If you edit the timesheet in HR first, restart the pay run.
This refreshes the timesheet information and updates the pay run with the changed hours.
How to edit the connected timesheet settings
If you need to edit the connected pay components:
Select Settings, then Timesheets setup.
Select the name of the pay component you want to change.
Use the drop-down to select a different HR timesheet category, or select Disconnect if you want to stop this pay component from being affected by the HR timesheet hours.
3. Select Save and close.
📎 Note: If you disconnect a pay component, a prompt will appear in the next pay run:
Since the last pay run, {pay component name} was disconnected from Sage HR timesheets.
To reconnect this pay component, Open timesheets setup.