Timesheets on the Employee Profile
What information is available on the Timesheet Tab?
Purpose: This guide provides employees with a detailed overview of the Timesheet tab in BambooHR, enabling you to understand and utilize all available time tracking information on your employee profile.
Table of Contents
- Would you like to watch a video about timesheets?
- Total Hours Worked - Single entry for the whole day
- Total Hours Worked - Multiple entries throughout the day
- Start & End Times - Time clock enabled
- Start & End Times - Without time clock
- What information can I see in Timesheet Change History?
- What information is shown in the downloadable PDF?
Are you looking for old timesheets? You can find a 12-month history of individual timesheets on the employee profile. If you are looking for a more complete history, check out the Timesheet Entries Report or the Payroll Hours Report!
Once your administrator enables BambooHR® Time Tracking, a Timesheet tab will appear on your employee profile. You will find the following information there:
- Pay period: View a timesheet for a specific pay period and select any pay period in the past 12 months (rolling).
- Timesheet settings: Select if you would like to view weekends (please note that days that have entered hours will always display), a daily graph (the bar graph in the summary), or a pay period total.
- Change history: Clicking History lets you select a day within a pay period and view the history of changes made to a time entry (see below).
- Download PDF: Download a PDF version of the selected pay period.
- Hours worked: Enter the hours worked for each day. If you have Edit access, you can edit any time entries added to your timesheet until it is approved.*
- Project/task or note: If you add a project and task or note to a time entry, it will show below the time entry.
- Paid time off: If you have paid time off, it will show on your timesheet. You can still enter time worked on that day since not all time off will be for a full day.
- Holidays: Company holidays show on a timesheet, including the holiday rate for hours worked on the holiday. If you do not work on holidays or are set up with BambooHR Time Tracking, where a user gives each employee a specific number of hours for a paid holiday, you will see the total number of allotted holiday hours on the timesheet. Holiday hours for the pay period will only display on a timesheet if the hire date is before the holiday. If your hire date changes, the timesheet will automatically recalculate and display the holiday if it occurs after the hire date.
- Current day: Today's date will show in the account color.
- Timesheet summary: See an overview of total hours worked during a specific workweek and pay period, including overtime. The chart shows gray bars for future days in the pay period, representing the hours worked during the same days last week. Once you enter time, the bars will be in the account color. Hover your cursor over each bar in the chart to see the number of hours worked per day and the date.
*The timesheet in the image above is for Total Hours Worked - Single entry for the whole day. The image below shows you the Total Hours Worked - Multiple entries throughout the day format.
If you are using Total Hours Worked and your administrator allows multiple entries throughout the day, you will be able to click +Add Time Entry to add additional hours worked during your workday. If you have Edit access, you can edit any time entries added to your timesheet until it is approved.
If you are using the Start & End Times with time clock enabled format for tracking hours worked, the following features will be available on a timesheet:
- Clock in/Clock out: If an administrator enables your time clock in Time Tracking settings, you will see a button to clock in or clock out in the top right corner of the Timesheet tab. The buttons will also show on Home for quick and easy time tracking. If you are not using the time clock, you can add your time entry in multiple time segments (see below). If you are using project tracking, a drop-down menu will appear to clock in and select a project to assign to the time entry.
- Multiple start & end times: Each day has a recorded history of all hours worked. A new line appears each time you clock in and clock out. If you have Edit access to timesheets, you can edit any of the time entries within the current pay period as long as they are not yet approved. If you are not currently clocked in, you can add a manual time entry by hovering your cursor over a specific day in the pay period. If there is a note attached to the time entry, you will see the note icon upon hover. If there is a future time entry in the pay period, you cannot clock in until the time entry is in the past. If you are using project tracking, the project will show inline with a time entry.
If you are using the Start & End Times format with the time clock and enter time with the mobile app, a higher-level user will see an option in Settings to require your (the employee) location when clocking in and out. A map icon will appear next to a timesheet entry if you add one via the mobile app with a required location. You can click on the map icon to see the location information (see below).
There are a few important things to note when using geolocation:
- The location detail includes a map with a PIN, radius circle of accuracy, and the nearest address, if applicable.
- If clock-in and clock-out locations are within 50 meters of each other, they will be grouped with one PIN indicating both locations.
- The location accuracy is generally good but can vary depending on many factors (device, GPS, Wi-Fi, cellular service, obstructions, etc.) We will show the margin of error with a circle around the clock-in or clock-out location. An address will show if the location accuracy is high. If accuracy is low, only the city and state will likely show.
- If Settings have a location requirement, you will need to enable location services on your mobile device to clock in and out within the native mobile apps.
- Users cannot edit or change locations.
Clicking on the clock icon to the right of the day's details will show you a history of changes for that specific day. Additionally, you can click Change History in the top right corner of a timesheet to view its history within the current pay period.
If an employee has any approved timesheets, the Timesheet tab will appear on their employee profile, even if the employee becomes salaried (removed from Time Tracking) or is terminated.
Timesheet Change History allows you to pick a date in a pay period and view all changes that occurred on that date. The history includes the date, time, and person who completed the following actions:
- Clock in and out
- Add time entry, project/task, note
- Edit time entry, project/task, note
- Delete time entry
- Remove project/task, note
A phone icon indicates that an update is completed in the mobile app.
What information is shown in the downloadable PDF?
- Header: The header includes the employee name, company name and logo, and approval status. The approval section will display one of three things: Approved by [Name] on [Date], Will be sent for approval on [Date], or Must be approved by [Date].
- Pay Period Total Hours: This section breaks down each hour type worked during the pay period. It will identify any combination of regular, overtime, holiday hours worked, holiday hours awarded, project/task, shift differentials, and time off.
- Timesheet Entries: This section will always display the Date, Daily Hours, Project > Task, and Note columns. The Clock In and Clock Out columns will only appear if the employee has Start & End Times enabled in their Time Tracking settings. The Total column will only show if the employee can enter multiple entries in one day.