This guide explains how to process timesheets that originate outside of the Sonovate system e.g. RPO, client-own or manual timesheets
If your worker is using a third party timesheet system (e.g. RPO or client-own) or has a manual timesheet, the time still needs to be recorded on Sonovate's system. There are two options for this:
1) Your worker can do this themselves, or
2) You can do it on their behalf
(In both cases, you will need to ensure that the evidence meets the criteria for approval.)
Worker processes own timesheet
If your worker is uploading their own manual timesheet, they should fill in the timesheet on the Sonovate timesheet app. When they submit the timesheet, they should select the 'I already have a signed timesheet' option.
They can then attach the signed timesheet as evidence (see below for evidence criteria) and submit.
This will log the time onto the Sonovate platform, but won't request online signing from the timesheet authoriser.
Sonovate will then review the timesheet evidence that has been submitted
Agency processes timesheet on behalf of worker
Alternatively, you can process these manual timesheets on behalf of your workers.
To do this, navigate to an 'Open' timesheet on the Sonovate platform, either via the assignment, or by searching the timesheets listing.
Complete the timesheet, ensuring that it reflects the evidence that you will attach.
Click 'Submit'.
Select the person who authorised the timesheet and attach the evidence to the timesheet (see below for the criteria that must be met). Submit the timesheet.
The timesheet and its evidence will be reviewed by the Sonovate team. Once it has been approved, it can be invoiced and paid.
Evidencing the work
Please note, the timesheet must be evidenced correctly, and meet the following criteria:
- Manual hand-signed timesheet by Client - must display the candidate's name, the time/units being confirmed, and clear evidence of the client's approval.
- Screenshot or pdf of third-party timesheet system - screenshots should capture the entire window and must display the candidate's name, the time/units being confirmed, and clear evidence of the client's approval.
- Screenshot or pdf of a client approval email - emails must specify client approval, include timesheets@sonovate.com on copy, and detail the candidate and time/units being approved. Please note, emails forwarded to the Sonovate inbox are not acceptable. The email must be sent directly by the client timesheet authoriser.
- Self-bill invoice from Client - must display the time/units being confirmed as recorded on the timesheet.
If these criteria are not met, the timesheet may be rejected by Sonovate, resulting in delays to payment.