Declining an Employee's Timesheet - Payroll Portal

Declining an employee's timesheet means that the employee needs to edit their entries and then resubmit this timesheet for approval. Here's how to decline a timesheet.

Updated: July 2024

Once you have reviewed an employee's timesheet, you can decline it within the Payroll Portal if incorrect or to request edits. 

Timesheets can be declined by:

Please notify your employee that their timesheet has been declined and that they need to update and resubmit this. *They will see the ‘Declined’ status as well as any Approval Notes in their Payroll Portal. Automatic email notifications are not enabled for timesheet management.

Let's look at an example timesheet submitted in the Payroll Portal:

In the Employee’s Timesheet, navigate to the approval buttons at the bottom of the screen:

1. You can use the ‘Approval Notes’ area to enter notes on how to correct the timesheet you want the employee to see. This will show up with the status update in the Employee’s Payroll Portal. 
2. Click on the ‘Decline’ button to have the employee correct this timesheet.
3. A pop-up message will ask you to confirm you want to decline the timesheet.
   1. Click ‘Decline’ to decline the timesheet.
   2. Click ‘Cancel’ to return to the timesheet. You did not decline or delete the timesheet. It is still there in the submitted state as before. You can select to approve or decline the timesheet as usual.
4. In the Team Timesheets page, this timesheet’s status will show as ‘Declined’. The employee will also see the status change in their Portal, along with notes you entered.
5. Inform your employee to update and resubmit this timesheet.

Agreeing on timesheets is that easy in the Payroll Portal!
Next step: Review the timesheet once it has been re-submitted.