If certain user's timesheets are not appearing in the timesheet export, check the following things:
The user's timesheet(s) for the period are all approved
For most payroll softwares, only approved worked hours will be exported, so if the user's timesheet has not been exported, check all of their hours have been approved. This will be show in the export screen before exporting. Both auto-approved and manually approved timesheets qualify for export, so ensure that all timesheets meet the necessary approval criteria.
Excel Summary vs. Payroll Export CSV The Excel summary download provides a general overview of timesheet data, which may include unapproved entries. In contrast, the payroll export CSV is specifically designed for payroll processing and includes only approved timesheets. If you want to restrict the data to approved hours, use the payroll export button instead of the Excel summary download.
Button | What it includes |
Download Excel Summary (Overview or Full Report) | Pending and approved timesheets. It’s just a spreadsheet summary. |
Export to Payroll Software | Approved timesheets only. This is what goes to payroll. |
The filters (team / pay period) for the export apply to the user
Check that the user works in the team/locations you are exporting for.
If you are exporting timesheets for a weekly pay period, check that the user's timesheets are also weekly (not monthly).
Check the export screen, and export errors if any appear
Before exporting, all timesheets (including pending ones) will appear on the export screen, with any potential issues highlighted. If an employee doesn’t appear on the export screen at all, it’s likely due to one of the issues above.
Unapproved timesheets can still appear in some reports, such as the cost reports, as long as the shifts have a start and end time recorded. This can be helpful for seeing all recorded hours while troubleshooting.