See UniTimesheet in 4 minutes

Timesheet software for university research groups whose staff are paid from research grants. It works out each person's hours for the month from their project allocations, staff check and submit them, the project's principal investigator approves, and every approved month becomes a signed PDF ready for funder audit.

Three plans, sized by the number of staff who submit timesheets: Group at £2,000 a year for up to 25 staff, Department at £6,000 for up to 100, and Faculty at £15,000 for up to 400. In Ireland, the Netherlands and Denmark they are invoiced in euros: Group at €2,400, Department at €7,200 and Faculty at €16,500. That is between £3.13 and £6.67 per person a month at each plan's full size, invoiced once a year. Every plan starts with a free 30-day trial.

Not from scratch. UniTimesheet gives them a first draft of the month, worked out from their contracted hours and project allocations, less the days they took off. Staff check it against what they actually worked, change any week that's wrong, write a line per project and submit.

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.

The owner of a project the person is allocated to, usually the principal investigator. Owners can hand approval to a delegate for a period, and the signed PDF records who approved on whose behalf.

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.

Not quietly. Submitted and approved timesheets are locked. If a mistake turns up after approval, your grant administrator can reopen the month for correction, giving a reason. The staff member fixes it and resubmits, and it is approved and signed again by someone other than whoever reopened it. The new signed timesheet lists every correction, and the original signed timesheet is kept alongside it for your retention period.

Yes. The whole app works on phones, tablets and desktops, and submitting a month takes under a minute.

Yes, with the Leave module, included on every plan and on from the start: staff request leave ahead of time and their timesheet approver decides, with allowances per role, optional carry-over and a shared bank holiday calendar. If you record leave elsewhere, switch it off and staff note days off on the timesheet as they fill it in.

• The Leave module, and questions about it

It records hours per project every month, signed by the staff member and the approving project owner, locked once approved and kept for your retention period, which is what funders such as Horizon Europe ask time records to show. Check your grant agreement for anything specific to your award.

Yes. Staff paid from UKRI grants, including EPSRC, confirm their hours on each grant every month and the principal investigator approves them. The signed PDF carries each project's funder, grant number and cost code, so finance and auditors can trace the hours to the award. Your research office can tell you which staff need timesheets on your award.

Any funder that needs monthly time records. Each project records its funders, cost code and grant number, and they print on the signed PDF. That suits UKRI grants from councils such as EPSRC, BBSRC, MRC, ESRC, AHRC, NERC and STFC, and EU Horizon Europe awards, including ERC and Marie Skłodowska-Curie Actions. If your funder or university needs its own timesheet layout, we can set that up for you.

Yes. Contracted hours are split across every project a person is allocated to, week by week, and they write one line per project describing the month's work.

Each month uses the allocations in force on its first day, never today's, so a change that starts in June leaves May's timesheet as it was. Staff can still adjust any week before they submit.

Approved PDFs are kept for your retention period, counted from the timesheet's month: seven years by default, and up to thirty if your funders need longer. Then they are deleted. Each one is fingerprinted and locked when it is first made, so the copy you show an auditor is the one that was signed.

Not directly. Projects, funders and allocations come in from CSV, signed timesheets download in bulk by month, and the audit log exports to CSV. For planning who works on which grant and the budgets behind it, see AllocBoard, our sister product.

• AllocBoard: staff allocation and budgets for research grants

Application data is stored in London, and signed PDFs, signatures and logos in the EU. Sign-in and notification emails use providers in the US; the privacy policy lists every sub-processor.

• Privacy policy: data sharing and sub-processors

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.