Weekly Time Entry and Payroll Workflow

This is a workflow example for weekly time entry and processing payroll. Your company’s workflow may be different.

Purpose: Establish a consistent daily process for entering, reviewing, approving, and transmitting employee time and reimbursement transactions.
Work week: Monday through Sunday
Daily processing model: Yesterday’s transactions are reviewed and finalized today.

Roles and Responsibilities

Role	Responsibility
Technician / Employee	Enter time and reimbursement transactions in FORGE Mobile, review them for accuracy, and submit them to the manager.
Manager	Review submitted transactions, confirm accuracy, and approve or return entries that require correction.
Payroll Administrator	Export the weekly Excel report, review the prior day’s transactions for all employees, make permitted corrections, approve daily transactions, approve weekly timesheets, and send payroll data to Greenshades.

Day	Technician / Manager	Payroll Administrator
Monday	Enter Monday transactions and submit for manager approval.	Complete prior-week closeout: review Friday–Sunday, approve weekly timesheets, and send to Greenshades.
Tuesday	Enter Tuesday transactions. Enter missed Monday items in FORGE if needed.	Export current-week spreadsheet; review, correct, and approve Monday transactions.
Wednesday	Enter Wednesday transactions. Enter missed Tuesday items in FORGE if needed.	Review, correct, and approve Tuesday transactions.
Thursday	Enter Thursday transactions. Enter missed Wednesday items in FORGE if needed.	Review, correct, and approve Wednesday transactions.
Friday	Enter Friday transactions. Enter missed Thursday items in FORGE if needed.	Review, correct, and approve Thursday transactions.
Saturday	Enter and submit Saturday transactions.	No scheduled daily payroll review.
Sunday	Enter and submit Sunday transactions.	No scheduled daily payroll review.

Enter Monday time and reimbursement transactions in FORGE Mobile.
Review entries and submit them to the manager for approval.
Manager reviews and approves accurate transactions or returns entries requiring correction.

Important: Monday transactions should be submitted and manager-approved in time for Payroll to review them on Tuesday.

Enter Tuesday transactions in FORGE Mobile and submit them to the manager.
Enter any missed Monday transactions in FORGE > Time Entries for the appropriate employee and original date.

Export the Excel spreadsheet for the current week.
Review all Monday transactions for all employees.
Confirm hours, reimbursements, work assignments, and manager approval.
Adjust permitted fields, such as hours or reimbursement amounts, when necessary.
Approve Monday transactions after the review is complete.

Important: Weekend entries are reviewed by Payroll on the following Monday.

Begin entering Monday transactions for the new workweek.
Enter missed Friday, Saturday, or Sunday transactions from the previous week in FORGE > Time Entries using the correct employee and original date.
Complete any outstanding manager approvals for the previous week.

Navigate to FORGE > Timesheets and select the completed payroll week.
Verify that each employee’s timesheet is complete.
Confirm there are no open, unsubmitted, unapproved, missing, or incorrect transactions.
Approve the timesheet week.
Select all employees and send the approved timesheets to Greenshades, or send employees individually when needed.
Confirm the transmission is successful and the payroll run is ready for processing in Greenshades.

☐	All expected employees have transactions for the reviewed date.
☐	Time entry hours are accurate.
☐	Reimbursement amounts are accurate.
☐	Entries are assigned to the correct service call, job, or activity.
☐	Required manager approvals are complete.
☐	Missed entries have been entered using the correct employee and transaction date.
☐	All corrections are completed before daily and weekly approval.
☐	The completed week is approved before transmission to Greenshades.