What Should Be Checked Before Approving an Employee Timesheet?
A practical timesheet approval checklist can help managers catch missing hours, incorrect breaks, unusual time changes and incomplete shift details before approved hours move into payroll.
A timesheet approval checklist gives managers a consistent way to review worked hours before approving them. Rather than checking only the total number of hours, the review should consider the shift details that produced that total.
This is especially important for businesses managing casual, hourly or shift-based workers, where employees may work different hours, locations, jobs and break arrangements from one shift to the next.
A timesheet should not be approved simply because it has been submitted. The person approving it should be comfortable that the worked hours and supporting shift details are complete, reasonable and ready for the next step.
Why timesheet approval matters
Once a timesheet is approved, the hours may move into payroll, invoicing or other downstream processes. If incorrect information is approved too early, the problem can become harder to trace and may require additional payroll or administrative corrections later.
A good review process moves the checking closer to the people who understand what happened on the shift, such as the supervisor, client, manager or authorised administrator.
Timesheet approval checklist: 8 things to check
1. Start and finish times
Check that both times have been entered and that they appear reasonable for the shift that was scheduled or completed.
2. Break records
Review recorded breaks and check that the information is complete before calculating or approving the final worked hours.
3. Scheduled vs actual time
Compare the planned roster with the actual timesheet. A difference is not automatically a mistake, but it may need explanation.
4. Correct worker and shift
Make sure the hours belong to the correct employee, job, client, project or location before approval.
5. Manual time changes
If a start time, finish time or break has been amended, check why the change was made and whether the updated time is correct.
6. Additional worked time
Check whether the employee worked outside the scheduled period, including earlier starts, later finishes or other additional time.
7. Notes or exceptions
Review any comments, rejected entries, shift changes or other exceptions that may explain why the timesheet differs from the roster.
8. Approval status
Confirm the required person has reviewed the timesheet and that incomplete or disputed entries are not being moved forward.
Compare scheduled hours with actual worked hours
One of the most useful checks in a timesheet approval checklist is the comparison between what was scheduled and what was actually recorded.
Scheduled hours show what was expected. The timesheet shows what the employee reports or records as having occurred. Differences may be completely valid, but they are useful indicators that the approver should look more closely.
If a worker was scheduled from 8:00 am to 4:00 pm but the timesheet shows 7:30 am to 5:15 pm, the approver should understand why the shift changed before approving the hours.
Timesheet red flags that should be reviewed
Missing time
A start time, finish time or break is blank, incomplete or clearly inconsistent with the rest of the shift.
Large time differences
Actual hours are significantly different from the roster and there is no obvious explanation for the change.
Repeated amendments
The timesheet has been manually adjusted several times or the final hours differ from earlier records.
Check breaks before approving total hours
Break information can directly affect the total time recorded for a shift. An approver should check that recorded breaks are complete and consistent with what actually occurred.
If a break is missing, duplicated or changed, it is better to resolve the issue during approval rather than discovering the discrepancy after payroll has already been prepared.
Review changes instead of approving them automatically
Timesheet amendments are sometimes necessary. A worker may forget to clock out, a supervisor may need to correct a break, or the recorded time may not reflect what happened on site.
The important part is that the final reviewer can see what changed and, where appropriate, understand the reason for the amendment before approving it.
Who should review an employee timesheet?
The approval process will depend on how your business operates. For some organisations, a supervisor knows the worked hours best. For others, the client or internal operations team may need to confirm the final record.
Records or submits the worked shift information.
Checks whether the reported time reflects what happened.
Reviews exceptions and confirms the final approved record.
Receives hours that have already moved through the review process.
Complete approval before the timesheet reaches payroll
Payroll should not be the first time someone checks whether an employee's hours make sense. By the time approved timesheets reach payroll, the main questions about worked time should already have been addressed.
Is this timesheet ready to move forward?
Australian employers also need to understand their employment record-keeping obligations. Fair Work provides guidance on time and wage records, including records of hours worked in relevant circumstances. See the Fair Work Ombudsman record-keeping guidance for current information.
How CrewCard supports timesheet approval
CrewCard keeps shift information, worked hours, breaks and approval activity connected so managers can review the relevant information before a timesheet moves to payroll or invoicing.
Review worked hours
Check time on, time off and worked hours against the relevant shift without rebuilding the information in another file.
Keep breaks with the shift
Review recorded break information alongside the worker and job details that produced the timesheet.
Review exceptions
Authorised users can check and update timesheet information when an exception needs attention.
Keep approval status visible
See which timesheets are pending, approved or still need review before they move into the next workflow.
Learn more about CrewCard Timesheet Management & Approval Software and CrewCard Payroll & Pay Rates .
Timesheet approval checklist FAQs
What should be checked before approving a timesheet?
Check the employee's start and finish times, breaks, scheduled versus actual hours, worker and shift details, manual amendments, exceptions and required approval status.
Why should scheduled hours be compared with actual hours?
The comparison helps identify differences that may need review, such as early starts, late finishes, missing clock-outs or other changes to the planned shift.
Should a timesheet be approved if information is missing?
Missing or unclear information should generally be reviewed before approval so the final record reflects the worked shift as accurately as possible.
Who should approve an employee timesheet?
This depends on the organisation's process. Approval may involve a supervisor, client, manager or authorised administrator who can confirm the worked hours and relevant shift details.
Should approved timesheets connect directly to payroll?
Keeping approved hours connected to the payroll workflow can reduce repeated data entry and help payroll start from information that has already been reviewed.
Make timesheet approval easier to review
CrewCard keeps scheduled shifts, worked hours, breaks, approval status and payroll information connected so your team can spend less time chasing and rebuilding timesheet records.
Explore Timesheet Management