Timesheet statement reminder

Notifies employees when a timesheet statement reaches its submission deadline, and keeps reminding them — on their working days only — for as long as it stays overdue.

How it works

The job walks through every pending, ready or overdue timesheet statement in the workspace and moves it one step further along its lifecycle:

1. Period with only time off → closed — when the period has ended and every one of its working days was covered by approved full-day time off, the statement is submitted on the employee’s behalf. If a manager approved that time off they have already signed off on the period, so it is approved at the same time; if policy approved it automatically, it is left for the manager to approve. Evaluated before the steps below, so a period the job closes is never marked overdue first
2. Pending → Ready — when today is on or after the last working day of the period, the statement is marked ready and the employee is notified that the deadline has arrived. This threshold follows the employee’s own schedule, so approved full-day time off at the end of the period moves the deadline earlier — the employee is told before they leave, not while they are away
3. Ready → Overdue — the calendar day after the period ends, regardless of the employee’s schedule. Time off straight after the period end does not push this back: the manager’s missing-submission entry depends on it, and it has to appear on a predictable day
4. Overdue → reminded, every working day — while the statement stays overdue, the employee’s reminder is brought back to the top of their notifications and one email is sent on each of their working days. Weekends, public holidays and approved full-day time off are skipped, so nobody is chased while away. The first reminder uses the general “your timesheet is overdue” wording; every reminder after that names the manager waiting for it

Period outside the employment → withdrawn. Before any of these steps, a statement whose period has no day inside the employee’s employment is withdrawn. This happens when an end date is entered after the next period was already opened: the statement, the manager’s missing-submission entry and the employee’s reminders for it disappear. The check reads the employment as it stands now, so it works whatever Applies from date the end date was saved with. A statement that was ever submitted is never withdrawn, because the following periods’ balances build on it; it is left for an administrator.

Periods are processed oldest first, and one is only closed once every earlier period is approved — each period’s settlement is the opening balance of the next. After a long period of time off, the periods are therefore closed one per night rather than all at once.

Reminders stop as soon as the employee submits: the recurring reminder is dismissed and the manager’s entry becomes a normal approval.

Ongoing time off with no end date — an open sick period, for example — does not move the deadline. Such time off is only known to cover days up to today, so the days after it still count as working days and the deadline stays on the period’s real last working day.

Each step checks whether its day has been reached or passed, not only whether it is today, so a statement that missed its exact day (for example because the job did not run) catches up on the next run. Re-runs never send the same notification twice.

Example: time off across the period end

A monthly period covering 1–31 August, with approved time off from 24 August to 7 September:

When it runs

The job runs automatically and only triggers when at least one pending, ready or overdue statement exists for the workspace.

Parameters

This job has no parameters.

Job results

Who gets notified

• The employee gets the deadline notification when the period becomes ready, then one overdue reminder per working day until they submit. They are never reminded on a day off.
• The manager sees the missing submission in Approvals from the day after the period ended, and in their daily Manager digest. This does not depend on anyone’s calendar — a manager will see (and be emailed about) a missing timesheet for an employee who is still away, and will keep seeing it until the employee returns and submits.
• A manager who is away should set up an approval delegation: their digest is held while the delegation is active, their delegates receive it instead, and a catch-up summary arrives on the manager’s first working day back.

Each step of the statement also records the employee’s direct manager — this is how the manager’s approvals inbox is filled again after a rebuild.

Troubleshooting