Questions
Do staff have to enter their hours?
No. Hours are worked out from each person's contracted hours and project allocations, less the days they took off. Staff check them, adjust a week if they need to, write a line per project and submit.
Where do the allocations come from?
You keep them in UniTimesheet: per person, per project and per funder, as percentages with start and end dates. Projects and person-month allocations can be imported from CSV.
Who approves a timesheet?
The owner of a project the person is allocated to, usually the PI. Owners can hand approval to a delegate for a period, and the signed PDF records who approved on whose behalf.
What does the signed PDF contain?
The month's hours per project and week, each project's acronym, funders, cost code and grant number, your organisation's logo, and the signatures of the staff member and the approving project owner.
Can a signed timesheet change later?
No. Submitted and approved timesheets are locked, and the first PDF made is fingerprinted and kept unchanged for your retention period.
Can staff submit from a phone?
Yes. The whole app works on phones, tablets and desktops, and submitting a month takes under a minute.
Does it handle leave?
Staff note days off on the timesheet as they fill it in, and the hours adjust. If you want leave requested and approved ahead of time, with a shared bank holiday calendar, that is the Absence add-on.
Is it GDPR compliant?
It is built for UK and EU GDPR: personal data is encrypted at rest per organisation, kept to one table, never written to logs, and erasure and data export are built in. See the security page for detail.
Still have a question?
Email us and a person will answer, usually the same day.