Timesheet approval policy template
Clear guidelines for reviewing and approving employee timesheets. Covers deadlines, manager responsibilities, discrepancy resolution and payroll workflows — aligned with Australian workplace laws.
Timesheet approval policy
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Why timesheet approval matters
Timely and accurate timesheet approval is essential for correct payroll. When managers review timesheets properly and meet approval deadlines, employees get paid correctly and on time.
A clear approval policy establishes who is responsible for reviewing timesheets, what they should check, and when approval must be completed. It creates accountability at every step of the process.
Without documented approval procedures, timesheets may be approved without proper review, deadlines may be missed, and payroll errors become more likely.
Key elements of a timesheet approval policy
What your timesheet approval policy should include
Approval workflow
Steps for reviewing and approving employee timesheets.
Manager responsibilities
Obligations for reviewing and approving time records.
Deadlines
Timeframes for timesheet submission and approval.
Discrepancy resolution
How to handle disputes or incorrect entries.
Payroll submission
When approved timesheets must be submitted for payroll.
Accountability
Responsibilities and consequences for approval failures.
What's included in this template
Comprehensive coverage of timesheet approval requirements
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's approach to timesheet approval.
Submission deadlines
When employees must submit timesheets.
Approval workflow
Steps for reviewing and approving timesheets.
Manager responsibilities
Obligations for timely and accurate approval.
Review requirements
What managers must check before approving.
Discrepancy handling
Process for resolving timesheet disputes.
Escalation procedures
What happens when issues cannot be resolved.
Payroll deadlines
Final submission dates for payroll processing.
Non-compliance
Consequences of late or incomplete approvals.
Who should use this template?
Essential for businesses with timesheet-based payroll
Legal disclaimer
This template is designed to reflect Australian workplace standards at the time of publication. It is provided as a general guide only and does not constitute legal advice.
Timesheet approval procedures should align with your payroll cycle and award requirements. You should review and tailor this template to suit your specific circumstances.
Regulatory sources
This template is aligned with Australian workplace record-keeping requirements.
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Timesheet approval policy FAQ
- Verify hours match rostered times, check for unusual patterns, ensure breaks are recorded, review overtime claims, and confirm leave is correctly recorded. Investigate anomalies before approving.
- This depends on your pay cycle and payroll processing schedule. Typically, timesheets must be approved 1-2 days before payroll cut-off. Late approvals may delay pay or require manual corrections.
- The employee may not be paid in the current pay cycle, requiring correction in the next period. For award-covered employees, this may breach payment timing requirements. Prioritise timely approval to avoid issues.
- Yes. This template provides a solid foundation, but you should tailor it to reflect your specific time recording systems, pay cycles, and any applicable modern award or enterprise agreement requirements.
- Distribute the policy during onboarding for new employees and via email or team meetings for existing staff. Have employees sign an acknowledgement form. Using time and attendance software can help automate compliance and reminders.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.