HRIS: Process Timesheet After all Filing are Approved

The process of handling timesheets in a Human Resource Information System (HRIS) after all filings are approved ensures accurate payroll processing and compliance. Once timesheet submissions are reviewed and approved by supervisors or managers, the following steps are typically undertaken.

Key Elements:

1. Review Filing Approvals:
   • Ensure all timesheet filings are approved by the appropriate managers or supervisors. This could include verifying that employees have submitted their hours worked for the relevant period and that these submissions have been reviewed and authorized.
2. Verify Timesheet Data:
   • Double-check that the data in the timesheets is accurate. This might include:
     • Confirming hours worked, overtime, and any time off (e.g., vacation, sick leave).
     • Ensuring there are no errors, such as duplicate entries or missing time.
     • Cross-referencing with any applicable schedules or work policies.
3. Ensure Compliance:
   • Confirm that all timesheet entries comply with company policies and legal requirements, such as overtime limits, break times, and working hours regulations.
4. Process the Timesheets:
   • Once all approvals and verifications are done, process the timesheets into the system. This typically includes:
     • Transmitting the data to the payroll system.
     • Adjusting for any necessary deductions (taxes, benefits, etc.).
     • Applying correct pay rates (standard, overtime, holiday rates, etc.).
5. Generate Payroll:
   • After timesheet processing, initiate the payroll process. The system will calculate employee pay based on the recorded hours, pay rates, and deductions. Verify any changes or adjustments before finalizing payroll.
6. Audit and Generate Reports:
   • Generate payroll reports for auditing and record-keeping. This includes timesheet reports, payroll summaries, and any other required documentation for compliance.
7. Communicate with Employees:
   • Notify employees about their finalized pay and any discrepancies or corrections, if necessary. You may need to provide them with access to pay stubs or electronic records for review.
8. Archive and Store Data:
   • After processing, securely archive and store the timesheet and payroll data in the system for future reference and audits. Ensure that all data is backed up and protected in line with data privacy regulations.

By following these steps, you ensure that timesheets are processed accurately and efficiently after all filings are approved.