Timesheet approval policy template
A free, ready-to-edit timesheet approval policy template for Australian businesses. Define submission deadlines, a step-by-step approval workflow, what managers must check and how discrepancies are resolved — so every pay run is accurate and on time. No signup required.
Timesheet approval policy
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By downloading, you agree to our template disclaimer
This timesheet approval policy template reflects Australian workplace record-keeping standards at the time of publication and is provided as a general guide to adapt for your pay cycle, award and enterprise agreement requirements. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Why your business needs a timesheet approval policy
A timesheet approval policy sets out how employee hours are submitted, reviewed and authorised before they reach payroll. It turns approval from an afterthought into a defined quality-control step — so the right people check the right things by the right deadline, every pay run.
Without one, timesheets get rubber-stamped without review, deadlines slip, and small errors — a missed break, unrecorded overtime, a wrong shift — flow straight through to pay. That means underpayments or overpayments, manual corrections, and a record-keeping trail that may not stand up under Fair Work. A clear policy creates accountability at every step and protects both your employees and your business.
The policy applies to everyone whose pay depends on recorded hours — full-time, part-time, casual and contract staff. It pairs naturally with your timesheet accuracy policy, which sets the standard for how hours are recorded in the first place. Store the policy and capture employee acknowledgements in your HR software so you can show every worker has read and understood it.
What a timesheet approval policy should cover
The building blocks of a reliable approval workflow
Submission deadlines
When employees must submit timesheets relative to the pay period and cut-off.
Approval workflow
The step-by-step path a timesheet follows from submission to authorisation.
Manager responsibilities
Who reviews and approves, and what they must verify before signing off.
Discrepancy handling
How to resolve incorrect entries, disputes and unexplained variances.
Payroll cut-off
Final approval timing so processed hours reach payroll without delay.
Accountability
Consequences for late, missing or unreviewed approvals.
What's included in this template
A complete framework for reviewing and authorising employee hours
Purpose & scope
Why the policy exists and which employees and pay types it covers.
Policy statement
The organisation's commitment to accurate, timely timesheet approval.
Submission deadlines
When employees must submit completed timesheets each period.
Approval workflow
The defined steps from submission through review to authorisation.
Manager responsibilities
Obligations for timely, evidence-based approval of time records.
Review requirements
The specific checks a manager must complete before approving.
Discrepancy handling
How to query, correct and resolve disputed or anomalous entries.
Escalation procedures
What happens when an issue can't be resolved before cut-off.
Payroll deadlines
Final approval dates that protect on-time, correct payment.
Non-compliance & acknowledgement
Consequences of late approvals and employee sign-off.
What managers should check before approving
A consistent review protects pay accuracy and your record-keeping
Timesheets support Fair Work record-keeping
Australian employers must keep accurate records of hours worked, including overtime and leave, for seven years. A documented approval step shows those records were reviewed and verified — see Fair Work’s record-keeping rules. For award-covered staff, approved hours also drive correct overtime and penalty payments.
Approve hours, don't just rubber-stamp
Approval is a verification step, not a formality. Managers should compare submitted hours against the roster, look for unusual patterns, and only authorise once anomalies are explained. Approving unchecked timesheets defeats the purpose of the policy and risks paying the wrong amount.
The approval workflow
Submit
Employees submit completed timesheets by the deadline for the pay period.
Review
Managers check hours against rosters, breaks, overtime and leave.
Query
Discrepancies are raised with the employee and corrected or explained.
Approve
Verified timesheets are authorised and released to payroll before cut-off.
Managers should verify hours match rostered times, breaks are recorded, overtime is approved and leave is correctly captured before authorising. Set the approval deadline 1–2 days before payroll cut-off so there is time to resolve queries — our guide to approving timesheets walks through the full checklist.
Once approved, hours feed into pay. Connect your time records to payroll integration so authorised timesheets flow straight through to Xero, MYOB or your payroll system without re-keying — see how to calculate payroll from timesheets. For award-covered employees, late or skipped approvals can affect correct and timely payment, so the policy should make the cut-off and escalation path explicit.
Who should use this template?
Essential for any business that pays staff from recorded hours
Especially useful for managers and supervisors, who are the first line of defence against payroll errors.
Compliance resources
Official guidance on workplace records and hours of work.
Approve timesheets in minutes, not hours
RosterElf compares clock-in times against the roster, flags discrepancies and lets managers approve hours in a few clicks — then sends them straight to payroll. Store this policy and track acknowledgements in one place.
Related guides
Put the approval process into practice
Related templates
Build a complete time and attendance framework
Timesheet accuracy policy
Set the standard for how staff record start, finish and break times.
View templateTime & attendance policy
The foundational policy for recording, monitoring and managing hours.
View templateOvertime recording policy
Capture, approve and pay overtime correctly and consistently.
View templateTimesheet approval policy FAQ
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A timesheet approval policy is a document that sets out how employee hours are submitted, reviewed and authorised before payroll. It defines submission deadlines, the approval workflow, what managers must check, how discrepancies are resolved, and the consequences of late or unreviewed approvals — so every pay run is accurate and on time.
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Yes. The template is a solid foundation, but you should tailor it to your pay cycle, your time and attendance system, and any modern award or enterprise agreement that applies. Adjust the submission and approval deadlines so they sit ahead of your payroll cut-off.
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Share it during onboarding for new starters and via email or team meetings for existing staff, then capture an acknowledgement. Storing the policy in HR software and recording sign-off gives you an audit trail showing each worker has read and understood it.
Before you download
General information only — not legal advice
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.