QRG Employee Portal - Enter Payee Timesheets

Purpose

The purpose of this quick reference guide is to step through the process of completing Timesheet records as a Payee User within the Community. The intended audience for this document are Payees.

Steps

Complete an online Timesheet

The Timesheet is used when processing Pay Transactions for the Calendar Period against a Temp Assignment. The record holds Time Entries, Expenses, Leave Events, Allowances and Approval details. Complete a Timesheet as a Payee User by following the below steps:

From within the Community Portal click the Timesheets tab (see Figure 1).

Figure 1

Screenshot from QRG Employee Portal - Enter Payee Timesheets

From the Current tab, select Edit to complete Time Entries for a Timesheet (see Figure 2).

Figure 2

To determine whether any Overtime should be attributed to Time Off in Lieu, select from the picklist values in the Manage any Overtime as Time Off in Lieu? field (see Figure 3):

Figure 3

Important Notes(Entering Time)The Timesheet Frequency, Start Day, Time Entry Format and Break Formats will differ depending on the Timesheet Calendar related to the Assignment.

Populate Timesheet Entries as below:

Capture time worked either by entering Start Time and End Time (see Figure 4) or Hours and Mins (see Figure 5) for each day worked.

Figure 4

To enter Breaks, populate the Break Start and Break End (see Figure 4) or Break Mins (see Figure 5) for each Break taken.
- If you are entitled to Paid Breaks, select Yes from the Paid Breaks picklist values (see Figure 5).

Figure 5

To include a Project Code with the Timesheet Entry, select from the available picklist options in the Project Code field (see Figure 6).

Figure 6

To include a Timesheet Activity with the Timesheet Entry, select from the available picklist options in the Timesheet Activity field (see Figure 7).

Figure 7

To enter Leave, select Leave Type from the available picklist options within the Timesheet Entry row (see Figures 8 and 9) and enter either Start Time and End Time or Hours and Mins for any Leave taken.
- Leave is only available to select within Timesheets if the related Payee has been configured with Payee Leave Rules.

Figure 8

Figure 9

To add additional Timesheet Entry lines, click the Add icon and adjust the date for the line as needed (see Figure 10).

Figure 10

To copy the values from a Timesheet Entry to lower rows, click the Copy Down icon.
To delete a Timesheet Entry row, select the Delete icon.

Once you are satisfied with the Timesheet Entries, click on the Save button (see Figure 11).

Figure 11

Important Notes(Entered Time)You MUST save the Timesheet before making any further changes (such as adding Allowances or Expenses) to avoid erasing Time Entry data.The Add, Copy, Down, and Delete buttons will only function as intended once at least one Timesheet Entry row has been populated, and all changes have been saved.

To add an Allowance to the Timesheet (see Figure 12):
1. Click the Add Allowance button.
2. Populate the Date Incurred field.
3. Select the Timesheet Allowance from the available Allowances for this Payee on this Assignment
  - If an Allowance is not available, Payroll will need to create the appropriate Payee Allowance Record
4. Enter the Allowance units in the Quantity field.
5. Populate any Notes for this Entry (optional).
6. To add any additional Allowances to this Timesheet, select the + button and repeat steps 6b. To 6e.
7. Click the Save button.

Figure 12

To add an Expense to the Timesheet (see Figure 13):
1. Click the Add Expense button.
2. Select the Date Incurred.
3. Populate the Description field.
4. Populate the Total Inc. Tax field.
5. If the Expense includes GST, select the Taxable checkbox.
6. Enter the value of the GST related to the Expense in the Tax field.
7. Select the suitable Pay Code from the available picklist values.
8. To add any additional Expenses to this Timesheet, select the + button and Repeat steps 7b. - 7g.
9. Click the Save button.

Figure 13

Click Upload Files to attach any relevant receipts, or use the drag-and-drop feature to upload (see Figure 14).

Figure 14

Important Notes(Allowance and Expense Entry in Timesheets)The ability to enter Allowance and Expense details within Timesheets as detailed here, is only available if the required configuration for this has been implemented by the Employer.

Once the Timesheet is ready for submission, click on the Submit button to request approval from the Timesheet Approver(s) (see Figure 15).

Figure 15

The Timesheet is now submitted for Approver review. To make changes to a Timesheet that has already been submitted but not yet Approved:

Click on the Resubmit button to recall the Timesheet from Submitted status and withdraw it from the Approver (see Figure 16).

Figure 16

Click on the Resubmit button from the popup warning screen that appears (see Figure 17).

Figure 17

The Timesheet is now available to make any amendments. Once the necessary changes have been made, the Timesheet must be Submitted again before the Approver can review to Approve or Reject as required.

Timesheet Management

When a Timesheet is Submitted, it must be approved by a Timesheet Approver before it can be processed by Payroll. If a Timesheet Approver Rejects a Timesheet, it is sent back to the Employee to make the required adjustments and to resubmit for Approval. Manage or review the status of Timesheets by following the below steps:

From within the Community Portal, click Timesheets (see Figure 18)

Figure 18

The Submitted tab allows Employees to view all Timesheets currently awaiting approval, and also to edit and Resubmit any Timesheets that require changing as detailed earlier in steps 10 and 11 above (see Figure 19).

Figure 19

The Approved tab allows Employees to view all Timesheets that have been Approved by a Timesheet Approver (or by Payroll). This includes both Timesheets that have been paid and those awaiting processing by Payroll (see Figure 20).

Figure 20

Field Descriptions

Field Name	Description
Approver Notes	Comments added by the Timesheet Approver, typically to explain an approval or rejection decision.
Break Start / Break 2 Start Break End / Break 2 End	The Start and End Times for recorded Timesheet Entry Breaks. Used on Timesheets associated with Shift Time Interpretation, where Entries are captured according to time-of-day (rather than total duration).
Break Minutes / Break 2 Minutes	The amount of Time recorded for Timesheet Entry Breaks. Used on Timesheets associated with Hourly Interpretation, where Time is captured according to total duration (rather than time-of-day).
Date Incurred	The date on which an Allowance or Expense Timesheet Item was incurred.
Description	A brief description of the Expense entered.
Start Time / End Time	The Start and End Times for the Timesheet Entries. Used on Timesheets associated where Entries are captured according to time-of-day (rather than total duration).
Entry Date	The Calendar Date that the Timesheet Entry relates to.
Hours	The number of whole hours worked for the day. Used on Timesheets where Time is captured according to total duration (rather than time-of-day).
Mins	The minutes worked in addition to the whole Hours. Used on Timesheets where Time is captured according to total duration (rather than time-of-day).
Total Hours	The total number of hours captured for the Timesheet Entry, per entered values or calculated using the Start and End Times entered, minus any unpaid Breaks.
Leave Type	The Leave Type that relates to the Timesheet Entry, selected from the picklist options presented, according to the available Payee Leave Rules for the Payee.
Manage any Overtime as Time Off in Lieu?	Determines whether recorded Overtime should contribute to the Payee’s Leave Balance as Time Off in Lieu, rather than being paid at Overtime rates.
Notes for Time Entry	Comments as added by the Employee for the Timesheet Entry.
Pay Code	The Pay Code associated with an entered Expense.
Quantity	The number of units claimed for an Allowance being captured.
Tax	The total Tax (GST) component of the related Expense amount.
Taxable	Indicates whether the Expense includes Tax (GST).
Timesheet Activity	The activity or project the time entry is attributed to, where activity tracking is used.
Timesheet Allowance	The Allowance being claimed, selected from those available on the Assignment
Total Ex Tax	The total value of the Expense excluding Tax (GST).
Total Inc Tax	The total value of the Expense including Tax (GST).

Further Information

Document	Document Type	Description
QRG Employee Portal - Update Profile Information as a Payee	Task Instructions	How to update personal data using the Employee Community Experience as a Payee.
QRG Employee Portal - Create Payee Leave Events as a Payee	Task Instructions	How to update personal Employee data using the Employee Community Experience as a Payee.
QRG Employee Portal - Enter an Expense Claim as a Payee	Task Instructions	How to submit an Expense using the Employee Community Experience as a Payee.
QRG Employee Portal - View Leave Balance as a Payee	Task Instructions	How to view personal Leave balances using the Employee Community Experience as a Payee.
QRG Employee Portal - View Leave Forecast as a Payee	Task Instructions	How to access Leave Forecasting using the Employee Community Experience as a Payee.

First Published: 10 August, 2026
Last Published: 10 August, 2026

​Purpose

​Steps

​Complete an online Timesheet

​Timesheet Management

​Field Descriptions

​Further Information

Purpose

Steps

Complete an online Timesheet

Timesheet Management

Field Descriptions

Further Information