6 Ways How to Get Employees to Submit Timesheets on Time

In this article, we address business owners and managers who compensate their staff for the hours they work. A common issue is that timesheets are either not submitted before the deadline or not submitted in full, leading to disruptions in pay cycles. This is why we are eager to share actionable tips on getting employees to submit their timesheets on time.

Filling out timesheets is a significant source of frustration for employees, especially when they need to submit their hours regularly. Let’s face it: it’s not the most enjoyable task. However, it requires a lot of effort from HR when they have to constantly follow up with staff to collect complete timesheets. If you’re a small company, chances are YOU are the one who has to handle it. The follow-ups, the corrections… all of it. And we don’t need to tell you how much time that consumes.

You’ve likely tried sending weekly email reminders, having stern discussions, and perhaps even threatening to delay your employees' payments. This approach might have been effective for a time, but you probably found yourself facing the same issue all over again. If any of this sounds familiar, it’s time to reconsider your strategy. Your team may need a boost of motivation to encourage timely and complete submission of their timesheets. We will share some useful tips, but first, let’s examine the issue itself.

Why Employees Aren’t Submitting Timesheets?

It may seem odd that workers who are paid hourly are hesitant to fill out and submit their timesheets. However, it’s a common occurrence. There isn’t a definite answer as to why. Some report feeling anxious that they’re not logging enough hours. Others find the process too lengthy and complicated. Some simply see no point in submitting their timesheets, while others forget to record their time.

Regardless of the reason, unsubmitted timesheets ultimately cost companies billions each year. To prevent this from happening, we compiled six strategies to encourage your employees to submit timesheets on time.

How to Encourage Employees to Submit Their Timesheets

There are six ways to encourage your staff to submit their timesheets promptly. They are as follows:

1. Outline the benefits for them;

2. Streamline the process for efficiency;

3. Engage in quick correspondence yourself;

4. Express your gratitude;

5. Provide incentives;

6. Introduce automation to assist them.

Given that these points are quite vague, we will elaborate on each of them below.

1. Highlight the Benefit

It might seem unnecessary, but it provides employees with a reason to fill out their timesheets. Specifically, it informs them that it benefits them significantly, as timely timesheet submissions ensure timely and accurate pay. Timesheets help reduce multi-tasking and expedite the billing cycle. This leads to a more efficient business – who doesn’t want that?

Of course, your staff knows their pay depends on the timesheets. However, some people naturally struggle with motivation. Therefore, they occasionally need reassurance that what they do is for their own benefit. Additionally, by focusing on communicating what’s in it for them instead of trying to guilt them for inconveniencing you, you will also show appreciation for them. This, in turn, makes people want to be kind and mindful in return.

2. Keep it Simple

Workers will dread filling out timesheets if they know the task takes them half an hour at the end of each day. Keeping the process short and simple will benefit them. You will also spend less time following up with them. A word of advice is to avoid making your tracking granularity too fine; otherwise, employees will waste time detailing unnecessary tasks that might have taken them minutes. It will be just as jarring for you to check as it is for them to complete.

The easiest way to ensure your staff submits timesheets on time is to streamline the process. When it's quick and easy, it becomes as natural as taking off one’s shoes after work. Keep it to the essentials, and avoid turning it into an extra task. This way, you can obtain the reports you need without making your employees go the extra mile.

3. Set an Example

You need to practice what you preach. Set an example by ensuring you respond to employee queries and requests promptly. Never leave them waiting longer than necessary. If you do this, they’ll be more likely to imitate your behaviour. Punctuality is somewhat like trust in this regard – you must give it to earn it.

You will gain favour by demonstrating that you hold yourself to the same standard you expect from others. Instead of making demands, express your requirements by illustrating them yourself.

4. Thank Them

A simple ‘thank you’ goes an incredibly long way, especially in the workplace. Thanking employees personally for submitting their timesheets on time – particularly those who have regularly missed deadlines–will help reinforce good practices and inspire them to remain punctual. While it may not always be easy to thank them face-to-face, a personal email should suffice.

This, too, falls into the realm of nourishing compliance by expressing genuine care. Very often, employees feel undervalued and taken for granted. A small gesture that acknowledges their contributions and shows gratitude can be powerful. Put yourself in their position - would you be more inclined to do your best for someone who appreciates you or for someone who only demands results? 

5. Gamify the Process

Some companies might be hesitant to reward employees for submitting timesheets online. However, if you’re open to the idea, you could ‘unlock’ certain rewards for staff members who submit their sheets on time. For example, you could offer a box of chocolates or an early finish. You might also consider rewarding the entire team once all the timesheets are submitted on a Friday, perhaps with free after-work drinks and snacks.

You can also turn it into a team sport for some healthy competition. Teams can be randomised or formed based on specific criteria. Those who submit their timesheets earliest and with the fewest mistakes will be rewarded. This approach would also encourage team members to hold each other accountable. Overall, don’t be afraid to play. Gamifying a tedious process will likely be an effective initiative to make it enjoyable. 

6. Simplify with Automation  

Automation is here to make our lives easier – including yours and your employees’. Utilising automated timesheets will streamline the submission process, save time for your staff, and ultimately enhance your business's efficiency.

Using our invoicing module allows you to invoice directly from your timesheets. Alternatively, you can export them into other management information systems. This helps you keep track of project budgets and progress. Our timesheet software can replace your current paper-based system, making it easier for employees to log their hours. Workers submit timesheets, which can be approved by their manager if needed.

Here are a few things you can do:

• Enter time in hours or days;

• Track numerical quantities such as items sold or sales calls made;

• Create custom rates (e.g. overtime);

• Auto convert total hours per day to man-days worked;

• Enter notes for work performed;

• Auto-split weekly timesheets into separate monthly timesheets;

• Submit timesheets by text.

Summary 

There are many reasons why your employees are not submitting their timesheets on time, and there are just as many ways to ensure they do. Instead of reprimanding and punishing your staff, try approaching them from a place of empathy. If anything, strive to make them see that you genuinely care about them more than you do about the timesheets. Goodwill is usually repaid in full. In this case, acknowledging their needs and appreciating their efforts has the potential to become their drive.

The Timesheet Portal will empower your employees to manage their timesheets more effectively. With timesheet rules in place, submitting incorrect hours is impossible, leading to increased accuracy across the board. Moreover, it will transform timesheet submission into an easy, straightforward process that requires minimal effort. You can even establish an email and SMS reminder system to follow up with employees who haven’t submitted their timesheets. Say goodbye to doing the footwork yourself.

If you would like to see our software in action, consider starting a free trial today.