Step-by-step guide for HR Admin on sending approved timesheets to payroll in BrioHR, including month view, week view, status tracking, and common issues.
Introduction
Each month, employees’ overtime hours are converted into overtime payment, typically included in their monthly salary.
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For hourly-paid employees, the system carries their total hours worked to payroll and automatically calculates the payment based on the hourly rate.
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For salaried employees, approved overtime hours are added to their salary calculation as per company policy.
Managers or HR must ensure that approved timesheets are sent to payroll so the BrioHR payroll system can capture the overtime hours and convert them into payment.
This is usually done at the end of the month before payroll processing starts.
IMPORTANT:
Once the overtime and total working hours from the Time Attendance Timesheet are sent to payroll, they cannot be modified.
Guide: Sending Employees' Approved Timesheet to Payroll
Step 1 - Accessing the Time Attendance Timesheet Section
1. Go to HR Lounge
2. Click Time Attendance
3. Click Timesheets
Step 2 - Sending Approved Timesheet to Payroll
2.1: Send for the Entire Month
1. Click Month View.
2. Click the Approved status to filter the approved timesheets.
3. Select one or more employees.
4. Click Send to Payroll.
5. A confirmation pop-up appears to confirm sending the entire month's timesheet to payroll.
6. Click Send to Payroll to confirm.
7. The status changes to Sent to Payroll.
2.2: Send for Specific Week Only
1. Click Week View,
2. Click the Approved status to filter the approved timesheets.
3. Select one or more employees.
4. Click Send to Payroll.
5. A confirmation pop-up message appears to confirm sending the specific period (e.g., 7 Jul - 13 Jul 2025 ) to payroll.
6. Click Send to Payroll to confirm.
7. The status changes to Sent to Payroll.
NOTE:
You are sending the approved timesheet for specific period only and not for the rest of the weeks. If you want to send for entire month, please refer to section '2.1: Send for the Entire Month'
What Happens After Sending to Payroll?
The timesheet sent to payroll will be processed during the payroll cycle in the Payroll module for payment calculation.
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Once the payroll cycle is closed, the timesheet status in the Time Attendance module changes from Sent to Payroll to Paid.
Default Timesheet Status Sequence
(after publishing the employee's rostering, either for the entire month or a specific week)
Open → Approved → Sent to Payroll → Paid
Frequently Asked Questions (FAQ)
Q1: Why does the employee's timesheet status remain "Open" even after I've approved and sent it to payroll?
A: This usually happens when the employee's rostering for the month/week has not been published yet. Publishing rostering is a crucial step to ensure the timesheet status updates correctly.
Learn more: How HR/Admin Manage Rostering of All Employees
Q2: Can I modify the timesheet after it has been sent to payroll?
A: No. Once it has been sent to payroll, the system locks the timesheet and you are not able to modify it. If you wish to modify the timesheet, you would need to do several steps:
- In the payroll cycle, exclude the timesheet (this will sent the timesheet from payroll back to time attendance)
- The status changes from Sent to Payroll to Approved (in Time Attendance Timesheet page)
- Reopen the Approved status Timesheet
- You can modify the timesheet as usual.
Need Assistance?
If you have any questions or require assistance, please reach out to our support team via live chat or email us at support@briohr.com.