Create & Submit Timesheets
Once you've logged your hours, a timesheet gathers them for a pay period and sends them for approval. This page covers the two ways to create one, how your hours land on it, and - the step people miss - actually submitting it.
Your hours entries are standalone until they're packaged. A timesheet is the submission that holds a pay period's hours for one position and carries them through approval. The deeper mechanics of submissions - states, windows, deadlines - live on Submissions & lifecycle.
Two ways to create a timesheet
Both produce a timesheet in Draft - nothing is sent until you submit it.
Create Time Sheets (the usual way)
At the end of the pay period, run Create Time Sheets from the Tools menu (it appears once you have hours that aren't on a timesheet yet). It sweeps up all your unsubmitted worked hours and builds the Draft timesheets for you.
| What it does | Detail |
|---|---|
| Gathers your loose hours | Every hours entry of yours that isn't already on a timesheet. |
| Groups them into timesheets | One Draft per employee assignment + pay period (and per site / account where your district codes hours that way). One position's period may therefore become more than one timesheet. |
| Leaves absences out | Only worked (timesheet-type) hours are gathered. Absence/leave entries are handled on their own - see Entitlements & absences. |
| Stops at Draft | It creates the timesheets and asks you to review and submit - it does not submit them. |
Create Time Sheets skips hours it can't place, and tells you how many: entries whose position has no default submission type configured, and entries whose resolved type's category doesn't accept that hours type. If it can't build anything you'll see "Could not create any submissions…" or "Could not find any time entries to submit." Sort out the setup (or the hours) and run it again.
New → Submission (by hand)
You can also build one manually: New → Submission, then pick the employee assignment, submission type, and pay period. FiscFlow then pulls in your matching loose hours automatically - you're choosing which timesheet to make, not typing hours rows into it. (Log the hours themselves on My Hours.)
How your hours land on a timesheet
You rarely attach hours by hand. FiscFlow matches an hours entry to a timesheet by employee assignment, the entry's date falling inside the timesheet's pay period, and the hours type fitting the timesheet's category (plus site/account when the type is coded that way, where the most specific match wins - see Grouping hours into timesheets).
Once a Draft timesheet exists for a pay period, any further hours you log for it attach to that Draft automatically when you save them - so you don't re-run Create Time Sheets. (Saving hours never creates a timesheet; it only joins one that already exists.) A site-grouped timesheet only ever holds its own site's hours; change an entry's site and it moves to the matching timesheet.
Review, then submit
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Open the Draft timesheet
Check the hours it gathered are complete and correct. Missing a day? Add the hours entry on My Hours and it joins the Draft.
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Run the timesheet report
Print or preview the timesheet report against the Draft - it's a summary close to the paper timesheet you're used to, and an easy way to catch a missed day or wrong account before anyone reviews it.
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Submit for approval
Click Submit for Approval. If it's greyed out, one of the submit checklist items isn't met - usually a zero-hours entry, a future-dated worked entry, an unfinished break, or being outside the submission window.
The single most common mistake in FiscFlow is building a timesheet and leaving it in Draft. Nobody is notified and nothing gets approved until you press Submit for Approval. If your hours aren't moving, the first thing to check is whether the timesheet is still sitting in Draft.
After you submit
- It routes for approval. The timesheet moves through its workflow step by step - see Approve, reject & recall. You can track its status the whole way.
- Your hours lock. Once submitted, the hours can't be edited - unless an approver returns it for revision, which re-opens them so you can fix and resubmit.
- Payroll export freezes them for good. After the hours are exported to payroll they can't be changed at all - see Export & payroll lock.
If you submitted and need it back before it's finished, Recall returns it to a Draft (as long as it hasn't reached final approval). See Approve, reject & recall.