From a month of guesswork to a signed timesheet

The problem

At the end of the month, staff work out their hours by hand and split them across grants from memory. The totals drift from what each grant is charged, and nobody notices until an auditor does.

How UniTimesheet fixes it

Pre-calculated every month

Contracted hours split across projects by allocation, week by week, less the days off staff record.

Allocations as they stood

A month is worked out from the allocations in force on its first day, so a late correction never rewrites history.

Guards at submit

A timesheet can't claim more hours than the month allows, fewer than the allocations expect, or hours in a week of leave.

One line per project

Staff describe the month's work once per project, not per day. Recalculating hours never touches it.

The problem

Timesheets arrive late or not at all. Someone spends the start of every month sending reminders by hand, and a month nobody submitted only surfaces when finance or a funder asks for it.

How UniTimesheet fixes it

Staff reminded to submit

Once your deadline passes, anyone still owing a timesheet gets a reminder every day until it's in.

Missing timesheets escalated

Two weeks past the deadline, the PI who owns the project gets one email listing whose timesheets are still missing.

Approvers kept on it

PIs get one morning summary of yesterday's submissions, and their dashboard lists every timesheet waiting on them.

Your deadline, your target

Set the day timesheets are due and how many working days approval should take. Everything is measured against them.

The problem

PIs sign a stack of paper or a pile of emailed PDFs, often weeks after the month closed. When they're away, signatures wait, or get added by someone with no record of why.

How UniTimesheet fixes it

Approved by project owners

Whoever owns a project the person is allocated to can approve. Nobody approves their own timesheet.

Bulk approve and reject

Clear a month's queue at once, or send one back with a reason the person sees in the app.

Delegates

PIs can hand chosen permissions to a delegate, with an end date. The record shows who acted on whose behalf.

Signed by the right person

The PDF carries the project owner's signature, and says so when a delegate approved on their behalf.

The problem

Grant administrators can't see who has submitted, who hasn't, or which approvals are stuck, so the gaps show up when a project closes with months still unsigned.

How UniTimesheet fixes it

Every timesheet, one view

Grant administrators see every person's timesheet for every month, across the whole organisation.

On-time submission

Who submits by your deadline, by project and by person, with each person's track record over recent months.

Approval turnaround

Working days from submission to approval for each approver, against your target, with the slow ones flagged.

Projects at risk

A forecast of how much of each project will still be unapproved when it closes, while there's time to act.

The problem

Signed timesheets end up scattered across inboxes, shared drives and filing cabinets. When an auditor asks for a year of them, someone loses days finding, scanning and checking each one.

How UniTimesheet fixes it

On your letterhead

Each approved month is a PDF with your university's logo, both signatures, and every project's funders, cost code and grant number.

Immutable once made

The first copy is fingerprinted and locked. Later changes to signatures or logos never alter it.

Bulk export

Download a period's signed timesheets as one archive, filed by month.

Audit log

Every change to projects, allocations, timesheets and settings, readable in the app and exportable to CSV.

The problem

Most timesheet tools mean retyping every project, bending your group to fit someone else's roles, and finding a desk to fill the form in at.

How UniTimesheet fixes it

Import projects and allocations

Bring projects, funders and person-month allocations in from CSV. A bad row fails the file, so nothing half-imports.

Your roles, your rules

Define your own role tree and what each role may do, from grant administrator to PhD student.

Days off on the timesheet

Staff note days off as they fill in the month, and the hours adjust as they go. Half days count on single-day absences.

Works on a phone

The whole app is responsive. Submitting a month from a phone takes under a minute.