> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fieldtime.gaitools.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Submit and Review Your FieldTime Weekly Timesheets

> Review your week's time entries, resolve any California Labor Code compliance warnings, and submit your timesheet through the approval chain each week.

Your FieldTime timesheet is a weekly summary of all the time you worked, covering Monday through Sunday. It displays every punch-clock shift and manual entry on a grid — hours by day and by project — plus any leave hours you've logged. Before your timesheet reaches payroll, it goes through a compliance check and a structured approval chain. This page walks you through every step.

## Understanding Timesheet Statuses

Every timesheet moves through a defined lifecycle from the moment it is created to final approval. The current status is displayed as a colored badge at the top of the Timesheet page.

<CardGroup cols={2}>
  <Card title="Draft" icon="pencil" href="/time-tracking/timesheets">
    The timesheet exists but has not been submitted. You can freely add, edit, and delete entries. This is the starting state for every new week.
  </Card>

  <Card title="Pending PM Review" icon="clock" href="/approvals/pm-approval">
    You submitted the timesheet and it is waiting for your Project Manager to review and approve it.
  </Card>

  <Card title="PM Approved" icon="circle-check" href="/approvals/pm-approval">
    Your Project Manager approved the timesheet. It now moves to supervisor review automatically.
  </Card>

  <Card title="Pending Supervisor Review" icon="user-check" href="/approvals/supervisor-approval">
    The timesheet has passed PM review and is awaiting final approval from a supervisor.
  </Card>

  <Card title="Approved" icon="badge-check" href="/approvals/overview">
    All reviewers have approved the timesheet. It is locked and ready for payroll processing.
  </Card>

  <Card title="Rejected" icon="circle-x" href="/approvals/overview">
    A reviewer rejected the timesheet. You'll see a banner with comments. Make corrections and resubmit.
  </Card>

  <Card title="Revision Requested" icon="rotate-left" href="/approvals/overview">
    A reviewer wants specific changes before approving. You'll see their comments in the Approval History. Make the requested edits and resubmit.
  </Card>
</CardGroup>

<Note>
  Once your timesheet reaches **Approved** status, it is locked. Contact Payroll if you need a correction after that point.
</Note>

## Reading the Weekly Time Grid

The main timesheet view is a grid with days of the week (Mon–Sun) across the top and time categories down the left side.

<Tabs>
  <Tab title="Time Worked row">
    Each cell in the **Time Worked** row shows punch-clock entries (or manual entries for exempt employees) for that day. Click any entry chip to open the **Time Entry Detail** panel below the grid, where you can view clock times, meal breaks, classification, notes, and — if the timesheet is still in Draft — edit the entry.
  </Tab>

  <Tab title="Leave rows">
    Below Time Worked, you'll see rows for any leave categories your organization uses (e.g., Vacation, Sick, Holiday). Enter hours directly in the cells. Holiday cells may auto-fill when your administrator has configured a holiday calendar for your region.
  </Tab>

  <Tab title="Total row">
    The **TOTAL** row at the bottom sums worked hours and leave hours for each day. The far-right cell shows the grand weekly total, with a breakdown of worked vs. leave hours. Days or totals exceeding 8 hours are highlighted in amber.
  </Tab>
</Tabs>

Use the **Prev** and **Next** buttons at the top right to navigate between weeks and view past timesheets.

## Reviewing Your Timesheet

Before submitting, scroll through each day's entries and check for:

* **Missing entries** — any day you worked that has a zero total
* **Unassigned punches** — entries without a project (shown in the entry detail with a red badge)
* **Short meal breaks** — breaks under 30 minutes that do not satisfy California §512
* **Compliance warnings** — flagged in the Compliance Audit panel (see below)

Click any entry in the grid to open the **Time Entry Detail** panel. While the timesheet is in Draft, you can edit the project, phase, task, classification, clock times, meal breaks, hours, and notes directly from this panel without leaving the Timesheet page.

## Running the Compliance Audit

Before the Submit button appears, you must run FieldTime's California Labor Code compliance audit. Scroll down to the **Compliance Panel** and click **Run Audit**. FieldTime checks every entry for:

* First and second meal break timing (CA Labor Code §512)
* Daily and weekly overtime thresholds
* Missing project assignments
* Any other rule violations configured for your organization

Errors appear as a list in the panel. Each error includes the affected day and a description. Fix the issues (edit entries in the Time Entry Detail panel), then run the audit again. The Submit button appears only after the audit passes with no unresolved errors.

If you make any changes to the timesheet after a successful audit, the audit is marked stale and you must run it again before submitting.

## Submitting Your Timesheet

<Steps>
  <Step title="Resolve all compliance errors">
    Run the compliance audit and fix every flagged issue. The Submit section only appears when all errors are resolved and the audit is fresh.
  </Step>

  <Step title="Click Submit for Approval">
    In the **Submit Timesheet** panel at the bottom of the page, click **Submit for Approval**.
  </Step>

  <Step title="Read and certify">
    A certification modal appears with a compliance statement. Read the full text — by clicking **I Certify & Submit**, you are electronically signing that all reported hours are accurate and complete. This signature is recorded in the audit trail with a timestamp.
  </Step>

  <Step title="Confirmation">
    The status badge updates to **Pending PM Review** and the weekly grid switches to read-only. You'll receive a confirmation toast.
  </Step>
</Steps>

## Tracking Approval Progress

Once submitted, click **View History** in the status banner to open the Approval History modal. It lists every action taken on the timesheet in chronological order — submissions, approvals, rejections, and revision requests — along with the reviewer's name, role, and timestamp.

## Handling Revisions and Rejections

If your timesheet status becomes **Rejected** or **Revision Requested**, a colored banner appears at the top of the Timesheet page explaining what happened. You may also receive a notification on your dashboard.

<Steps>
  <Step title="Read the reviewer's comments">
    Open the **Approval History** modal to see exactly what the reviewer noted. The comment appears alongside the rejection or revision-request action.
  </Step>

  <Step title="Edit the affected entries">
    Click any entry in the weekly grid to open the Time Entry Detail panel and make corrections. Because the timesheet was previously submitted, FieldTime will prompt you for a brief reason explaining each change — this reason is shown to the reviewer when they re-evaluate the timesheet.
  </Step>

  <Step title="Re-run the compliance audit">
    Any edit invalidates the prior audit. Run the audit again to make sure your changes do not introduce new compliance issues.
  </Step>

  <Step title="Resubmit">
    When all changes are made and the audit passes, the **Resubmit for Approval** button appears. Click it and complete the certification to send the revised timesheet back through the approval chain.
  </Step>
</Steps>