Timesheets
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      Timesheets

      All questions related to timesheets are covered here

      What is the deadline for approved timesheets?


      As of March 13th 2023, you'll have an extra 12 hours to submit your online timesheets! That's right - the deadline has been extended to 23:59 every Tuesday.*

      While online timesheets have an extended deadline, please note that the manual timesheets deadline will remain at 12pm every Tuesday as we still need time to process these. Any approved manual timesheets submitted after this deadline will be paid in the next week's payrun. But don't worry, we're always here to help you transition from manual to online timesheets.

      How can I check a timesheet status?


      the video will provide you on how you can filter by different timesheet statuses, so you will be able to see if a candidate has been paid (invoiced).

      • Open = candidate hasn’t submitted timesheet
      • Submitted = ready for approval
      • Authorised = timesheet authoriser has approved

      How to help end-clients authorise timesheets

      If your end-client hasn’t received an email, they can:

      • login into their account and authorise timesheets online. Note: online timesheets are best viewed in Google Chrome
      • Ask the candidate to re-submit the timesheet using these steps:
      • One: select timesheet ‘awaiting signing’ 
      • Two: Click ‘edit’
      • Three: Resubmit

      How candidates submit online timesheets

      • Once your placement is live on the portal, the candidate will receive an email with a link to timesheets.sonovate.com
      • Candidate can set a password for their Sonovate account, or use their Google or LinkedIn account.

      How clients approve timesheets

      • The timesheet authoriser will receive an email notifying them that timesheets are ready to be reviewed and signed.
      • The email contains a link through to the portal, which the timesheet authorise clicks on to approve or reject the timesheet(s).
      • In the case a timesheet is rejected, the authoriser can leave a message explaining why. (Candidate would then receive an email notification, and have the chance to rectify and resubmit).

      Backdated Timesheets

      We will accept timesheets which have been backdated up to the beginning of the month prior to current month i.e. the final timesheet deadline in March is the last date we can process a timesheet which includes time worked in February.

      How to add a new timesheet authoriser

       

       Contractors receive confirmation a timesheet has been approved


      • Your contractor will receive an email notification of whether their timesheet has been approved or rejected.
      • If approved, they have no more actions to take.
      • If rejected, they are directed to the portal to correct any errors and resubmit.

      Client own timesheets - how to submit and approval criteria

      If you have been instructed by the end client that you need to use their systems for timesheets, you will need to check with them on how the process will work. 

      Approved timesheet evidence can be sent to our dedicated timesheet team at the following email: timesheets@sonovate.com

      Requirements for processing candidate's manual timesheet

      We require candidate's timesheets to have the following in order for us to process for payment.

      • Your candidate's full name 
      • Time period worked (calendar week/month)
      • How many days/ hours you have worked. Please ensure this matches the rate as stated on the contract.
      • Approval status - this needs to be a physical signature by your authoriser or is clearly marked as approved. If you use a different timesheet system to ours, please send us a copy that is clearly marked as approved by your timesheet authoriser. 
      • If there is an additional rate to process, please clearly state the rate type on your timesheet. 

      If the timesheet does not meet the above criteria, the timesheet will not be processed. The sender of the timesheet will receive an email to notify them if this has not met our criteria.  

      Please note - there may be a delay in receiving this email due to the manual processing of the timesheet.

      Once we are able to process your timesheet, you will receive payment in the next available pay run. 

      Paid weekly placements

      Manual Timesheets MUST arrive each week before 12 pm midday GMT on Tuesdays to ensure payment goes on Fridays.

      Paid monthly placements

      Manual Timesheets MUST arrive before 12 pm midday GMT on the first Tuesday that follows the end of the month, to ensure payment to your designated company.

      How to submit expenses

      We will need clear evidence on your expenses, e.g. receipts, in order to process them excluding mileage. We also require approval from your timesheet authoriser. Failure to do so will result in your expenses being rejected. You will need to submit your expenses in the same email as your timesheet in order for us to process. 

      The timesheet was signed after the deadline, when will my contractor receive payment?

      We will send payment to the contractor the following week on a Friday if the timesheet deadline has been missed.