Built from firsthand experience
UniTimesheet comes from years inside university research groups, watching monthly timesheets go wrong in the same ways, month after month.
Why a timesheet matters
On a funded project, the timesheet is the evidence. It is what shows a funder that the hours charged to a grant were worked on that grant.
When it is accurate and on time, a reporting period closes on its own and a project ends cleanly. When it isn't, someone rebuilds months of hours from emails and calendars, and costs the record can't support can be questioned or disallowed.
What we kept seeing
- Staff putting timesheets off until the third reminder, then filling in months at once from memory.
- Spreadsheets and generic online forms that know nothing about the projects, the allocations or the hours a person is contracted for.
- Errors on the timesheet itself: hours that didn't match what the grant was charged, or added up to more than the month had.
- Days of leave that never made it onto the timesheet, so hours were claimed for days nobody worked.
- Missing timesheets that nobody noticed, because nobody could see who had and hadn't submitted.
- All of it surfacing at audit, months or years later, when the people who could have fixed it had moved on.
So we built the timesheet we wished we'd had
Not a generic form with research bolted on. A monthly timesheet that already knows the projects, the allocations and the funders.
- The timesheet arrives filled in, from the person's allocations and contracted hours.
- Days off sit on the timesheet and take the hours out with them.
- A timesheet that doesn't add up can't be submitted.
- Reminders go out on their own, and missing timesheets reach the PI.
- Grant administrators see who is late and which approvals are slow, while there is time to act.
- Every approved month is signed, locked and ready for the auditor.
Run next month's timesheets in UniTimesheet
Tell us about your group: how many staff, which funders, how you sign timesheets today. We'll set up your organisation and import your projects and allocations with you.