You can submit timesheets for your Standard Placement candidates to get approval before payment. Review and update timelogs as needed - adjust hours, break times, mark shifts not worked, note on-call shifts, edit notes, and add expenses.
Completing and submitting timesheets
To submit a candidate's timesheet:
- Go to the Timesheets section and open the relevant timesheet (Open or Disputed)
- Expand timelogs to check details
Adjusting hours worked
Confirmed shift hours are shown in green.
- If the candidate worked extra hours, adjust times; added hours appear in red and need a note
- If fewer hours were worked, adjust times; unworked confirmed hours appear in grey
Setting break lengths
If the NHS organisation has a break policy, enter breaks accordingly before submitting. Use arrows to adjust breaks in 5-minute increments. Non-compliant breaks trigger an error. Breaks must be multiples of 5.
If no policy exists, breaks should still be recorded but are unpaid and excluded from hours.
Marking shifts not worked
Confirmed hours show in green with the Worked? slider set to YES.
- If no hours were worked, set Worked? to NO; these hours show in grey
- Only you can revert a shift from NO to YES
- If unable to change from NO to YES, contact the NHS organisation (they may auto-mark unsubmitted timesheets as "Did Not Work" after 90 days)
Specifying on-call shift locations
For on-call shifts, specify hours worked on site or off site. For mixed locations, add multiple On Call Hours entries:
- Click Edit for On Call in the timelog
- Select location and time range, then add entries as needed and click Save
Adding or editing timelog notes
To add or edit notes:
- Click Add note if none exists, or Edit note to modify
- Enter or update the note and save
For WLI shifts, check expected vs actual activity units; discrepancies need candidate updates and a note.
If expenses are needed, click here for the steps on how to action.
Submitting timesheets
- Select timelogs, then click Action on selected > Submit
- Review the Submit Timesheet dialog with timelog count, totals, and authoriser
- Complete any outstanding candidate tasks if submission is blocked
- Optionally add Additional Recipients
- Agree to Terms and Conditions and submit
- Note: Timelogs covering multiple weeks are split into weekly timesheets for payroll, which runs from Monday