Admin Guide

Timesheets

Timesheets are how worked hours and time off become pay for hourly employees.

Timesheet statuses

Status	Meaning
Draft	Being worked on. Editable.
Pending Approval	Submitted, awaiting sign-off.
Approved	Finalized and locked. Cannot be edited.
Denied	Rejected. Never included in payroll.

Timesheets and time off — the part everyone gets wrong (4–5 min)

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Timesheets and time off — the part everyone gets wrong (4–5 min)

Screen recording focused on the trap: approve a time off and show the days landing on an existing open timesheet automatically. Then the gap case — create a timesheet AFTER an approval and show the days are missing, then pull them in with "Select Time Off Days". Show the pay run before and after, so the viewer sees that time off missing from the timesheet is not paid. That contrast is the whole point of this video.

Save as: admin-guide__payroll__timesheets__vid1.mp4

Creating and editing a timesheet

On the Timesheets screen, click Create Timesheet, or open an existing one and click Edit.
On the Entries tab, add a line per day: date, pay type, and hours. Regular hours, overtime, and holiday hours each go in under their own pay type.
To bring approved time off into the timesheet, click Select Time Off Days and pick the days. Each becomes an entry paid at the time-off type's configured pay type.
Time off that falls outside the timesheet's pay period shows on the Out Of Period tab, where it can be added separately.
Click Save.

A timesheet can be deleted with the Delete button in any status — Draft, Pending Approval, Approved, or Denied — as long as it isn't locked into an approved or published pay run. Once it belongs to one, recall the run to draft first.

A time-off day is only ever paid once If one pay run has already paid a day of leave, another run won't pay it again — the rule is enforced in the payroll engine rather than left to whoever is checking. This matters most around period boundaries and off-cycle runs, where the same approved day could otherwise be picked up twice.

On a time-off entry the pay type is locked to the one the leave type is configured to pay under, and time-off pay types don't appear in the picker for ordinary worked-hours lines — so a day of leave can't accidentally be entered as regular pay, or vice versa. Timesheet entries also can't be deleted while you're only viewing a timesheet; open it for editing first.

Doing it in bulk

Instead of one at a time, you can create timesheets for a whole payroll group at once: pick the group, preview the generated entries (hours are validated up front), and save them together. Submitted timesheets can likewise be approved or denied in bulk from the same flow.

The admin Timesheets screen: Filter and search controls, a Create Timesheet button, and a table headed Employee, Start Date, End Date, Total Hours, Creator and Status. The demo account has none, so the table reads "No data found."

How timesheets feed a pay run

When a pay run calculates, it pulls in each hourly employee's timesheet for the pay period, and each entry becomes earnings under its pay type (regular, overtime, holiday, time off, and so on). Two rules to know:

Denied timesheets are excluded. Draft and pending timesheets are still picked up — the pay run does not wait for timesheet approval. If your process requires approved-only hours, approve or deny timesheets before creating the run.
A timesheet already paid by an approved run is excluded from new runs. This is what prevents double payment if you create a second run covering the same period.

Marking a timesheet as already paid by hand

Sometimes hours were paid outside TriblockHR — during a migration, or by a predecessor system mid-period — and you need the timesheet on record without payroll paying it again. Mark as Already Paid on the timesheet's actions menu does exactly that.

Marking it, in the system's own words, "stops it being edited, deleted or picked up by a payroll, and time offs will no longer be added to it automatically. Any unsaved changes will be discarded." A marked timesheet shows its paid source as manual rather than naming a pay run, so you can always tell the two apart.

Rule	Detail
What you can mark	Any timesheet that is not Denied and has not already been paid by a run.
Who can mark it	Anyone who can edit other people's timesheets. You cannot mark your own unless you hold an admin role.
Undoing it	Unmark as Already Paid makes it editable and payable again — but only while the employee has no other open timesheet, and never if a real pay run has since paid it.

Bulk actions skip timesheets that are already paid Bulk approve and bulk deny no longer offer them, and a bulk delete that touches one is refused rather than partially applied. Bulk create also flags employees who already hold an open timesheet somewhere else, so you find out before the batch runs rather than after.

Time off pays through the timesheet Time off is paid as timesheet lines, for salaried and hourly employees alike. When a time-off request is approved, TriblockHR automatically adds the days to the employee's open timesheet. A timesheet created after the approval is fine — it pulls the days in as it is built. The gap to watch is a locked period: if the run for that period is already approved or published, the timesheet cannot be changed and the days are skipped, so recall an approved run before adding them with Select Time Off Days in the timesheet editor. And time off that's still pending approval is never included, with no warning shown.

Editing after a pay run exists

Situation	What happens
Timesheet edited while the run is in Draft	The run recalculates automatically with the new hours.
Run is Approved or Published	The run is locked. Recall it to draft first, then edit the timesheet and recalculate.
New timesheet created after the run was created	Not picked up automatically — recalculate the run to include it.

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