5 Most Effective Timesheet Reminders for Managers

A Timesheet reminder is a notification or alert that is sent to employees to remind them to submit their timesheets on time. They can be sent through various channels such as email, text message, or mobile app notifications, and are designed to help ensure that employees submit their timesheets in a timely and accurate manner.

The importance of timesheet reminders lies in the fact that timely submission of timesheets is crucial for accurate payroll processing, which is an essential part of running any business.

Why is it important for your employees to submit timesheets on time?      

Ensuring that timecards are due on time is critical for any business that wants to stay organized, efficient, and profitable. There are several reasons why it is essential for employees to ensure their timesheets are due on time:

• Accurate Payroll Processing: Timesheets are the primary source of data used for payroll processing. If employees don't submit their timesheets on time, it can lead to delayed or inaccurate paychecks, which can cause frustration and dissatisfaction among employees.
• Billing and Invoicing: If your business bills clients based on the number of hours worked, accurate timesheets are critical. If employees don't submit their timesheets on time, it can delay billing and invoicing, leading to cash flow problems and potential loss of revenue.
• Compliance and Legal Issues: Failure to submit timesheets on time can lead to legal and compliance issues. For example, if your business is audited, accurate timesheets are essential to demonstrate compliance with labor laws and regulations.
• Time Management: Timely submission of timesheets can help managers and supervisors to plan and manage their resources effectively. This can ensure that projects are completed on time and within budget.
• Transparency and Accountability: Timely submission of timesheets fosters transparency and accountability within the organization. It ensures that all employees are held to the same standards and that there is consistency in how time is tracked and recorded.

Does using timecard reminders work?

Yes, using timecard reminders can be an effective way to ensure that employees submit their timesheets on time. Timecard reminders are automated messages sent to employees to remind them of upcoming timesheet deadlines, which can help to reduce the likelihood of late submissions.

However, it's worth noting that the effectiveness of timecard reminders may depend on several factors, such as the frequency and timing of the reminders, the tone and content of the messages, and the overall culture and communication within the organization. 

It's important to experiment with different approaches to determine what works best for your organization and to ensure that your reminders are clear, concise, and respectful of employees' time and autonomy.

5 most effective employee timesheet reminders for managers

There are several effective employee timesheet reminders that managers can use to ensure timely and accurate timesheet submissions. Here are some examples:

Periodic emails

Managers can send periodic emails to remind employees about upcoming timesheet deadlines. These emails can be sent a few days or a week before the deadline, and can be customized to include information such as the deadline, how to submit timesheets, and the consequences of late submissions.

As a responsible employer, it is important to send reminders on holidays as well, such as a Memorial Day timesheet reminder and a New Year timesheet reminder to your employees to ensure timely submission of their timesheets and accurate processing of their pay even on holidays.

Automated Slack messages 

Managers can set up automated Slack messages, such as ‘timesheets due today’, to remind employees of upcoming timesheet deadlines. 

These messages can be sent to individual employees or to a group channel, and can include information such as the deadline, how to submit timesheets, and a link to the timesheet submission page.

Calendar reminders

Managers can add calendar reminders for employees to remind them of upcoming timesheet deadlines. 

These reminders can be set up to alert employees a few days or a week before the deadline and can be customized to include information such as the deadline and how to submit timesheets. Some examples could be, “timesheets are due today”, “timesheets due tomorrow” or “do your timesheet”.

Time tracking software 

Managers can use time tracking software such as Toggl or Harvest to track employee time and send reminders for timesheet app submissions. These tools can be set up to send automated reminders to employees via email or within the software itself.

Mobile app notifications

Managers can use mobile apps such as Atto or Timesheet Mobile to send push notifications to employees reminding them of upcoming timesheet deadlines, such as ‘submit your timesheets’. 

These notifications can be customized to include information such as the deadline, how to submit timesheets, and a link to the timesheet submission page.

Friendly timesheet reminder email sample

When crafting an email to remind employees at your company to submit their timesheets, it's important to tailor the tone to your company's culture. For instance, if your company is more formal and professional, a strict and professional email may be more appropriate. 

However, if your team is smaller and more laid-back, you could consider sending a cute timesheet reminder or funny timesheet reminders email to encourage compliance in a lighthearted way.

Timesheet reminder images and timecard reminder images are a creative way to encourage employees to submit their timesheets on time, and can be easily included in email communications to add visual interest and increase engagement.

What happens if an employee forgets to submit a timesheet? 

If an employee forgets to submit a timesheet on time, it can cause a range of issues for both the employee and the employer. Here are some potential consequences of late or missed timesheet submissions:

• Delayed payroll processing: If an employee forgets to submit their timesheet, it can delay payroll processing, which can result in a delay in receiving their paycheck. This can be frustrating for the employee and can cause financial hardship in some cases.
• Inaccurate pay: If an employee forgets to submit their timesheet, it can lead to inaccurate pay. This is because the timesheet is used to calculate the number of hours worked, and without an accurate timesheet, the employee may not receive the correct pay. Timesheet codes can be used to label the cost codes for all sorts of payments in order to further organize payroll procedures.
• Disruption to billing and invoicing: If your business bills clients based on the number of hours worked, a missed timesheet can lead to delayed billing and invoicing. This can cause cash flow issues and may affect the relationship with the client.
• Compliance issues: Late or missed timesheet submissions can lead to compliance issues, especially if the business is audited. This can result in fines or penalties for the employer.
• Consequences for the employee: A missed timesheet submission can also have consequences for the employee, such as disciplinary action or a delay in receiving their pay.

In summary, a forgotten or late timesheet submission can cause a range of issues for both the employee and the employer, including delayed payroll processing, inaccurate pay, disruption to billing and invoicing, compliance issues, and consequences for the employee. It's important for both the employer and the employee to take timely submission of timesheets seriously to avoid such consequences.

Final points on due timesheet reminders

• Be consistent: Set a specific time and day each week for sending out timesheet reminders to your employees. This helps create a routine and makes it easier for everyone to remember to submit their timesheets on time.

• Use a variety of communication channels: While email may be the most common way to send reminders, try using other channels such as text messages, phone calls, or even Slack messages to ensure that everyone is receiving the reminders in a timely manner.

• Provide clear instructions: Make sure that employees know exactly what they need to do to submit their timesheets, including where to submit them, what information to include, and any deadlines or penalties for late submissions.

• Offer support: Some employees may struggle with time sheet submissions for various reasons, so be sure to provide support and assistance when needed. This may include additional training or setting up one-on-one meetings to address any concerns or questions.

• Offer support: Some employees may struggle with time sheet submissions for various reasons, so be sure to provide support and assistance when needed. This may include additional training or setting up one-on-one meetings to address any concerns or questions. Keep track of compliance: Use a system to track timesheet submissions and follow up with employees who have not submitted their timesheets on time. This will help ensure that everyone is complying with company policies and that time sheets are accurate and up-to-date.

• Offer support: Some employees may struggle with time sheet submissions for various reasons, so be sure to provide support and assistance when needed. This may include additional training or setting up one-on-one meetings to address any concerns or questions.

• Keep track of compliance: Use a system to track timesheet submissions and follow up with employees who have not submitted their timesheets on time. This will help ensure that everyone is complying with company policies and that time sheets are accurate and up-to-date.

• Keep track of compliance: Use a system to track timesheet submissions and follow up with employees who have not submitted their timesheets on time. This will help ensure that everyone is complying with company policies and that time sheets are accurate and up-to-date.

Use the Atto app to send out automated timesheet and payroll reminders 

The Atto app is an excellent tool that can significantly streamline and simplify the process of sending out automated timesheet and payroll reminders for your business. With its intuitive interface and powerful features, Atto is an essential app for any business that wants to stay organized and on top of its payroll and timesheet management.

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FAQs

Why do people hate doing timesheets?

People often hate doing timesheets because it can be a tedious and time-consuming task that feels disconnected from the actual work they're doing. Additionally, timesheets can feel like a form of surveillance, and people may feel micromanaged or mistrusted.

How to send a timecard approval reminder to managers?

To send a timecard approval reminder to managers, you can use an email or a messaging system to communicate the reminder. In the message, include the deadline for approval, the consequences of not approving on time, and any relevant information about the timecards.

Should you remind your employees to clock in and out?

As an employer, it's generally a good idea to remind your employees to clock in and out. This helps ensure accurate timekeeping, which is important for payroll and scheduling purposes. Regular reminders can also help employees develop good habits and prevent any misunderstandings about when they're expected to be working.

Can timesheet reminders be sent after work hours?

It is generally acceptable to send timesheet reminders after work hours as long as it does not disrupt an employee's personal time or violate any company policies. However, it's important to consider the individual's work schedule and preferences to avoid unnecessary stress or frustration.

Should a timesheet reminder message be formal or informal?

A timesheet reminder message should generally be formal, clear, and concise. It should include the relevant deadline, instructions for submitting the timesheet, and any consequences for failing to do so on time. 

However, the tone can still be friendly and polite to encourage compliance and maintain positive relationships with employees.