Understand timesheet statuses
Every timesheet has a status that tells you where it is on its way to being paid. Knowing the status tells you whether the timesheet is still yours to change, who has it now, and what happens next.
The path a timesheet takes
A timesheet normally moves forward through these steps:
Draft to Pending to Approved to Payroll Approved.
At any point before it is paid, it can also be Rejected back to you if something needs fixing. When that happens, you correct it and send it forward again.
Two people are involved after you submit: first your manager, who checks and approves your hours, and then payroll, who finalises them for pay.
What each status means
- Draft. The timesheet is yours. This is where you fill it in, adjust entries, and approve your days. You can edit anything until you submit.
- Pending. You have sent it forward and it is waiting for your manager. It is locked to you now, so you cannot change it while you wait. If you spot a mistake, ask your manager to send it back.
- Approved. Your manager has approved your hours. It has moved on towards payroll and is no longer yours to edit.
- Payroll Approved. Payroll has finalised the timesheet for pay. This is the end of the line: the hours are settled.
- Rejected. Someone sent the timesheet back to you with a reason. It becomes yours to edit again. Read the reason, make the fix, and submit it once more.
Why the timesheet locks to you after submit
Once you submit, the timesheet leaves your hands so the people approving it are working from a settled set of hours, not one that keeps changing underneath them. If you need a change after submitting, the timesheet has to come back to you first, either because your manager rejects it or sends it back. This keeps everyone looking at the same numbers.