StartEaseTime off vs timesheets: what is the difference, and who does what
Time off is for hours away from work. Timesheets are for hours worked. Here is how the two fit together and reach payroll.
The short version
| Time off | Timesheets | |
|---|---|---|
| Answers | "When was I away, and is it paid?" | "How many hours did I work?" |
| Employee page | My time off | My timesheets |
| Company page | Time › Time off | Time › Timesheets |
| Employee does | Asks for time off. | Types hours for each day, then submits. |
| Who approves | The Employer or the payroll team. | The Employer or the payroll team. |
| Covers | Every employee with a policy. | Hours grid for hourly (non-exempt) staff. Salaried (exempt) staff see only their leave and holidays. |
| Needs first | A time-off policy that is turned on. | The pay schedule on Company details: pay frequency and first pay period end. |
| Full guide | Time-off policy settings and Record leave | Timesheets: set up, read and approve |
Before you start: set the pay schedule
A timesheet covers one pay period, and pay periods come from the pay schedule. Until Pay frequency and First pay period ends are filled in under Company details › Pay schedules, the Timesheets page shows only "Set this pay schedule's frequency and first period end under Company details first", and employees see "Your employer has not set up the pay schedule yet". Time off works without it. See How to set up the pay schedule.
How they join up
You never type leave into a timesheet. Approved time off and company holidays appear on the timesheet by themselves, under Leave and holidays. So one timesheet shows the whole pay period: hours worked, plus time away.
- The employee asks for time off. It is approved.
- The employee fills in their timesheet. The approved leave is already there.
- The employee submits. The Employer approves.
- The payroll team fills the payroll from approved timesheets, checks it, and the payroll is approved.
- The timesheet is then Sent to payroll and locked. Leave balances go down and new leave is earned.
The timesheet steps
| Status | What it means | Who can change hours |
|---|---|---|
| Not started | No hours entered yet for the period. | The employee and the payroll team. |
| Draft | Being filled in, or sent back to be fixed. | The employee and the payroll team. |
| Submitted | Waiting for approval. | Nobody until it is approved or sent back. |
| Approved | Ready for payroll. | Nobody. The payroll team can reopen it. |
| Sent to payroll | Used in an approved payroll. Locked for good. | Nobody. Fix mistakes in the next payroll. |
Who does what
- Employee asks for time off, fills in hours and submits. Never approves.
- Employer approves or declines time off, records leave for someone, approves or sends back timesheets with a note. The Employer does not change an employee's hours.
- Payroll team can do everything above, confirms sick policies, and fills each payroll from approved timesheets.
Tips for managing them
- Approve timesheets before the payroll deadline. Run payroll warns about employees with no approved timesheet.
- Use Send back with a short note if something looks wrong. The employee fixes it and submits again.
- Record leave yourself on Time off when someone forgot to ask. It is approved at once, with your name.
- Keep medical details out of notes.
Every part of the Timesheets page, with pictures: Timesheets in StartEase.