Timesheets & payroll

Hours worked and hours paid are the same number.

Attendance is approved against the roster, flows into timesheets the staff member submits themselves, and comes out as a payroll report. It has been running live in payroll since 2019.

Ameryst · TimesheetsWeek ending 16 Nov

A. Okafor · Senior HCA

Submitted by the staff member · approved by M. Chen

Shift	Rostered	Actual	Hours
Mon — Early	08:00–14:00	08:00–14:00	6.0
Tue — Long day	08:00–20:00	08:00–20:30	12.5
Thu — Night	20:00–08:00	20:00–08:00	11.5
Fri — Training	09:00–16:00	09:00–16:00	7.0

Approved hours, this week37.0

Ready for payroll 0.5 hours TOIL carried to the next roster.

How it works

Nobody re-enters hours that are already on the roster

The roster is the source. Everything downstream reads from that.

1Attendance approved

By the shift leader, in bulk from one queue.

Expected against actual, not from memory. This builds the timesheets

2Timesheets submitted and approved

Electronically, by the staff member and their manager.

No manual timesheets and quicker approvals

3Payroll generated

Reports produced straight from the timesheets.

Report templates built to generate full payroll or just enhanced hours.

Adjusted hours and time off in lieu carry over automatically when a roster locks, rather than being managed on someone's spreadsheet.

Where it fits

The end of a chain that starts in the care plan.

Timesheets are the last link in a sequence that begins with what a person needs and ends with what a staff member is paid.

One record, four uses. A shift on the roster becomes attendance, then a timesheet, then a payroll line — and the same shift appears in the staff member’s own diary and their Outlook calendar.
Training and absence counts as time. Training and absences recorded against a staff member appear on the roster as a shift and deduct from their hours, so a training day does not quietly look like an absence.

In the module

What our care timesheet software covers

Attendance approval

Shift leaders approve or amend attendance in one pass

Staff submit timesheets

Electronically, from their own staff area. Managers approve them

Expected vs actual hours

Recorded, so patterns are visible

Payroll reports

Generated from the timesheets, not rebuilt

TOIL or extra hours go across

Adjusted hours roll into the next roster

Training as a shift

Appears on the roster, deducts from hours

Leave & absence

Requests, countdowns, sickness recording

Annual leave export

Annual leave exported for your HR system

Why it matters

What roster-driven timesheets are worth

Cost & financial control

Pay errors are expensive twice over

An hour wrongly recorded costs money and then costs the conversation, and manual timesheets produce both regularly. Approving attendance against the roster and the shift removes the transcription step where most of those errors are introduced — and leaves an audit trail if anyone queries a payslip.

Staff retention & morale

People are paid what they worked

Staff check and submit their timesheet. They can see what was approved, and can contest if an approval was missed.

Compliance & governance

An audit trail through to pay

Every approval is attributed, so the journey from rostered shift to payroll line is traceable end to end.

Cost & financial control

Less admin, every month

Bulk approval and electronic submission replace the collecting, chasing and re-keying that a paper timesheet round demands.

Roster to pay

Four steps, and none of them is re-typing.

Shift worked

Against the published roster

Attendance approved

By the shift leader, in real-time

Timesheet submitted

Electronically, by the staff member

Payroll report

Generated from the roster

Annual leave requests, sickness recording, training and timesheet authorisation all approved from system.

Questions services ask about timesheets

Does this replace our payroll system?

No, and it does not try to. Ameryst produces the payroll report from the roster — the approved hours, the enhancements, the adjustments — and your payroll system does the paying. The value is that the hours arriving in payroll are the hours that were actually worked and approved, rather than re-keyed to a paper timesheet.

Who approves attendance?

Shift leaders, individually or in bulk, from the Care Management queue, the same screen that holds care plan approvals, sickness recording and timesheet authorisation. A manager clears the week from one place rather than chasing paper round the building. Rostered hours appear against the shift, so approving is a matter of confirming or adjusting, and approved shifts flow straight through to timesheets.

Can staff submit their own hours?

Yes, electronically, from their own staff area. It matters more than it sounds: the person who worked the shift is the person who submits it, so a query at the end of the month is about one line rather than the whole sheet, and an enhancement somebody believes they are owed can be contested before it holds up payroll.

What happens to overtime, TOIL and additional hours worked?

Adjusted hours and time off in lieu carry over automatically when a roster locks, rather than sitting in a notebook until the following month. The carry-over is attached to the staff member and not to a spreadsheet, so it survives a change of manager, and both sides can see what is owed before payroll runs. A shift marked as overtime will appear as such on the payroll template.

Does training show up?

Yes. Training recorded against a staff member appears on the roster as a shift and deducts from their hours, so a training day does not quietly read as an absence or as a hole in the cover.

Does it connect to our HR system?

Annual leave exports can be produced, and the report scheduler delivers scheduled exports to a SharePoint folder for whatever else your HR or finance team picks up. Most services run the payroll report out of Ameryst and into the payroll software they already use, so the hours cross once, in a fixed format, instead of being re-keyed by hand.

Can we use rostering and timesheets without the rest?

You can, though the dependency chain is what makes our roster different.