How Do You Stop Managers Approving Timesheets Late?

We spoke with several customers across Ireland and the UK to unpick a challenge facing may payroll professionals, late timesheet approvals! This seems to be industry-wide with 77% of payroll professionals losing up to 11 hours every single week dealing with system or process friction. In summary, to stop managers approving timesheets late, set a fixed approval deadline before payroll closes, name a deputy for every approver, and share a late-approval report with department heads. Make approval a measured part of the manager’s job, not a favour to payroll. Implementing efficient timesheet approvals can help reduce what each manager needs to check.

Establishing a solid foundation for effective timesheet approvals is essential. By prioritising timesheet approvals, organisations can ensure that payroll operations run smoothly. Timesheet approvals play a crucial role in the timely processing of payroll, and delays can lead to significant issues for both employees and management.

The problem is familiar to anyone in payroll with many customers saying that t said the most time-consuming part was “waiting for the emails on confirmations from the managers”.

Understanding the significance of timely timesheet approvals can help managers appreciate their responsibility in ensuring accuracy and efficiency.

Without effective timesheet approvals, organisations risk inaccuracies in payroll, impacting employee trust and satisfaction. To combat late timesheet approvals, establishing clear deadlines is vital for managers to adhere to. Minimising the time taken for timesheet approvals can lead to a more efficient payroll process.

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Why do managers approve timesheets late?

By keeping the lines of communication open about timesheet approvals, managers can avoid potential pitfalls. Indeed, discussing timesheet approvals in team meetings can keep them top-of-mind for managers. Effective timesheet approvals can ultimately enhance operational efficiency and employee satisfaction.

Managers approve timesheets late because the delay costs them very little. Approval is a small task in a busy week, and if it slips, someone from payroll sends a reminder. However the person managing payroll has a million other things to do and the delays all around create a disjointed relationship. Creating reminders for timesheet approvals can further ensure that managers stay on track.

Providing training on timesheet approvals can empower managers to take ownership of the process.

• The manager owns the approval, but payroll owns the deadline.
• The manager knows what happened on shift, but payroll has to query it.
• The manager feels no cost from being late, but payroll and employees do.

When managers understand the impact of their role in timesheet approvals, they are more likely to prioritise it.

Furthermore, technology can facilitate quicker timesheet approvals, streamlining the payroll process.

More reminders won’t solve the problem. This will only teach managers to wait for the reminder instead of taking the initiative.

How do you create a timesheet approval process that works?

After speaking with several customers, these seven steps give managers clear ownership and will help to protect the pay run.

• Utilising technology to facilitate timesheet approvals can streamline the process significantly.
• Encouraging a culture that values timely timesheet approvals can also enhance team morale.
• Effective communication regarding timesheet approvals can help clarify expectations for all team members.
• Understanding the importance of accurate timesheet approvals can lead to better management practices.

Ultimately, timely timesheet approvals are essential for maintaining a healthy work environment.

1. Publish a pay calendar. Give every approver the deadline for each pay run for the year.
2. Set the deadline before the payroll cut-off. Leave enough time to deal with queries, missed clock-ins and leave.
3. Name a deputy. Every approver needs a named backup for holidays, sick days and busy periods.
4. Define what approval means. Tell managers what to check: hours worked, overtime, leave and any missed clock-ins.
5. Agree one place for queries. Keep questions out of scattered emails, so payroll isn’t searching inboxes on deadline day.
6. Report on late approvals. Send department heads a simple list after each pay run, showing late approvals by manager.
7. Agree the fallback. Decide with HR and finance what happens if an approval is missed, and put it in writing.

The fallback needs care. Employees should still be paid correctly and on time, so take advice before you change your process.

Regular reviews of the timesheet approvals process can help identify areas for improvement.

What should a timesheet approval schedule look like?

A good schedule gives each person one clear deadline and leaves time to escalate. Here’s an example for a weekly payroll that closes on Wednesday. Adjust the timings to suit your pay cycle.

When	What happens	Owner
Friday, 5pm	Employees complete timesheets	Employee
Monday, 12pm	Managers approve timesheets	Line manager
Monday, 3pm	Missed approvals pass to the deputy	Named deputy
Tuesday, 10am	Payroll raises any remaining queries	Payroll
Tuesday, 3pm	Open items go to the department head	Department head
Wednesday, 10am	Payroll cut-off	Payroll

Establishing a standard process for timesheet approvals can enhance clarity and consistency.

Ensuring that everyone understands the timesheet approvals process is critical for success.

Feedback from employees regarding timesheet approvals can guide better management decisions.

Why does timesheet approval matter for Irish employers?

Finally, tracking the success of timesheet approvals will provide insights into areas needing improvement.

Timesheet approval matters because it supports accurate pay and reliable working time records. Under the Organisation of Working Time Act 1997, employers must keep records showing they comply with the Act, and keep them for at least three years.

Understanding each team member’s role in the timesheet approvals process can lead to better accountability.

The manager is often the person best placed to confirm that the hours are right. An approval rushed through under deadline pressure weakens that check.

It also matters to staff. In iVOX research of 1,000 employees in Ireland, published in 2024, 27% reported errors in their salary calculations and 21% said they’d been paid late several times in the previous year. Late approvals won’t explain all of that, but they do put pressure on the part of the process where mistakes get caught.

How can software reduce late timesheet approvals?

Software reduces late approvals by giving managers less to chase and less to reconstruct. A time and attendance system records hours as staff clock in and out, so managers review recorded time in one place, not paper forms or a spreadsheet passed around by hand.

That won’t replace a clear deadline or a named deputy. It does make the job quicker for the manager, and it gives payroll a cleaner starting point.

Snow’s time and attendance solution, powered by UKG, is built for shift-based and multi-site teams across Ireland. Book a demo and we’ll show you how it would fit your approval process.

FAQ

What is a timesheet approval process? A timesheet approval process sets out who checks recorded hours, what they check, when it must be finished and what happens if it’s missed.

Who should approve timesheets? The employee’s direct line manager should usually approve timesheets, because they know what was worked. A named deputy should cover any absence.

How far ahead of payroll should timesheets be approved? There’s no fixed rule. Leave enough time before the payroll cut-off to resolve queries, missed clock-ins and leave. Many businesses will need at least a working day.

What happens if a manager doesn’t approve a timesheet before payroll? Follow the fallback your business has agreed, such as passing the approval to a named deputy or department head. Employees should still be paid correctly and on time.

How long do Irish employers need to keep working time records? The Organisation of Working Time Act 1997 requires employers to keep records for at least three years from the date they were made.