Timesheets

Downloads

The following guidance is for employees who are required to complete a timesheet in order to record their working hours.

 

What is a timesheet?

Timesheets are generally used for recording hours worked that are above your normal contracted hours, however some service areas will use a timesheet to record normal contractual hours as well.

Note: A timesheet is different to the flexi scheme form.

 

How do I submit my timesheet?

All employees are requested to submit their time-sheets via dodl.

A video tutorial on submitting your time-sheet via dodl can be viewed below.

You should submit your timesheet for approval to your line manager on the last working day of the month. This will ensure that your line manager has enough time to verify and authorise the timesheet and avoid any delays in payment.

When you submit your timesheet you should ensure that you have signed and dated it. This is an important step in the authorisation process and if it is not signed it will be returned to you and could cause delays in payment.

Your timesheet is electronically stored in our HR/Payroll system and there is therefore no requirement for you to keep your own copies.

 

 

What type of timesheet should I use?

From 1 June 2020 you should only use the ‘Corporate Timesheet’. This is a new timesheet template that has been introduced to ensure consistency across the Council.

The timesheet for each month can be downloaded from this page.

 

How often should I complete a timesheet?

You should complete a timesheet every month, for the weeks included in that timesheet.

 

What are my contracted hours?

Contracted hours are the hours you have been contracted to work each week. This will be specified on your statement of particulars (also referred to as your contract of employment) that you received when you started in your job.

 

What if I have more than one job?

If you hold multiple jobs with the Council then you should complete a separate timesheet for each job. This is so that we can ensure you are paid at the correct rate and that it is costed to the relevant team / service area.

 

How do I complete my timesheet?

The Corporate Timesheet requires the following information:

Top of the form:

  • Details of you and your job
  • Remember to put a Yes or No as to whether you are recording contracted hours on the timesheet

For each week:

  • Your contracted hours for that week (first column)
  • The total number of hours worked between 9pm and 6am for the week (final column)

For each day:

  • The time(s) you started and finished work
  • The hours you worked – which should exclude any breaks
  • Details of any standby, if applicable
  • Any comments such as an absence code, costing or acting up information

Your line manager will inform you of how to complete your timesheet if you require any assistance.

Please note that all hours should be entered in numeric format. The table on the reverse of the timesheet provides a minutes to decimal reference to support you in completing your timesheet.

Example:

  • 5 hours and 15 minutes = 5.25
  • 3 and 10 minutes = 3.17
  • 4 hours and 50 minutes = 4.83

 

What if my shift crosses over 2 days?

Any shifts that extend past midnight need to be entered into the appropriate dates for the times worked.

For example if you work from 9pm to 6am then 3 hours (9am until midnight) should be entered for the first day, and 6 hours (midnight until 6am) should be entered for the second day.

The above example is for illustrative purposes only and does not include the required break.

 

What are my responsibilities when completing and submitting timesheets?

When submitting a timesheet it is the responsibility of every employee to ensure the following:

  • That the timesheet is completed accurately and truthfully
  • That information is clearly written and in the correct columns
  • That any breaks are removed from the ‘total hours’ column
  • That you have signed and dated the timesheet

 

What happens after I submit my timesheet?

Your line manager will verify the timesheet and ensure it accurately reflects the hours worked. If there are any queries raised by your line manager they will discuss this with you directly.

Once they have verified the timesheet they will then authorise it and pass it onto the Pay and Benefits team for processing. If timesheets are submitted on time then you can expect to be paid for that timesheet in the month after the timesheet is relating to. For example, if you are submitting a timesheet for April and you submit it on time at the end of April you can expect to be paid for it in your May payslip.

 

Queries and further support

If you have any queries in completing or submitting your timesheet please contact your line manager in the first instance.