Timesheets are a legal employment requirement in certain countries. If you are based in one of these countries, you will need to complete timesheets on a monthly basis. To help speed up the process, the OmniPlatform automatically generates timesheets for you. It is then your responsibility to check, edit, and approve timesheets for accuracy. The timesheet will then go to your manager for final approval.
Quick links:
How to submit timesheets in Germany and France
Who needs to submit timesheets?
Omnipresent will notify you if you’re required to submit timesheets. If you don’t receive communication from us about this, then you don’t need to submit them. However, if you believe that you should be submitting timesheets but you haven’t been notified, please reach out to help@omnipresent.com, and we’d be happy to help.
Please refer to the list below to determine which type of timesheet applies to you:
1. If you are employed by an Omnipresent entity outside of Germany and France, please utilise the Timesheet feature in the Omni Platform.
2. If you are employed by our German Omnipresent entity, please utilise this Germany Timesheet - 2024 template and follow the steps detailed under "How do I submit manual timesheets?" on this page.
3. If you are employed by our French OmniEntity, please utilise this France Timesheet - 2024 template and follow the steps detailed under "How do I submit manual timesheets?" on this page.
If you are not employed by an Omni Entity, please refer to the My Employment section in your profile to determine if recording your working times is a requirement.
How to submit timesheets?
For Germany and France:
1. Complete your details in the first tab (Name, Employee ID, Client Org, Manager Email).
2. Fill the relevant month of your timesheet in the correct tab.
3. Please double-check that your daily working hours are correct and accurate (please note that if more than 8 hours are logged in a day, it will likely raise queries from local authorities).
4. Email the timesheet file to help@omnipresent.com and CC your line manager. Use the email format below:
Subject: "Manual [Germany / France] TimesheetEmail"
Body: "Dear Manager, please find attached the monthly timesheet for your review and approval. Kindly check if the daily working total hours are correct as per the assignment agreement / employment contract. Please 'reply all' to confirm if the timesheet has been approved".
For other Omnipresent employees (not in Germany or France):
Log into the OmniPlatform.
Click the 'Employment' > 'Timesheets' tab from the sidebar. Only those who are expected to complete timesheets will see the timesheets tab.
Set up your regular working week. This information will be used to automatically generate your timesheet. But don't worry; you can edit this at any time.
Your timesheet will be available to edit from the last day of the month. You will be notified via email when your timesheet is available for editing and approval. Please approve your timesheet by the 7th of each month (i.e., the month following the one you are submitting a timesheet for).
If you're not ready to submit your timesheet, you can save the edits you have made by clicking 'Save'.
Once you're ready, click 'Submit' to send your timesheet for manager approval.
How to edit your timesheet (not Germany or France):
You can edit timesheets for the current month as long as you have not yet submitted them. They are automatically generated based on the regular working week settings you have set, as well as the time off you have logged within the OmniPlatform. Timesheets will be available for editing on the last day of the month. You will then need to submit the timesheet by the 7th of the following month.
Edit the start and end times of each day you have worked in the calendar month. Please ensure to add your breaks.
Holiday, sick leave, and any other leave is automatically taken from the 'Time Off' tab. When editing your timesheet, you'll be able to log any additional time off that you haven't yet added to the 'Time Off' tab.
You can also add overtime to your timesheets. Please note that overtime is only paid in certain cases and must be pre-approved. Overtime added to a timesheet will not be reflected in your salary automatically.
After your timesheet has been submitted:
A copy will be sent to your manager for approval.
You'll be able to see it within the 'Timesheets' tab and download it as a csv. file.
FAQ
What happens if I'm unable to approve the timesheet by the 7th of the month?
Any timesheets not edited and approved by the 7th of the month will be considered correct and automatically submitted.
Local/public/bank holidays
Timesheets do not take into account local/public/bank holidays and you must add them to the timesheet as 'Other' with a note of 'Public Holiday'.
Can I edit a timesheet once I've submitted it?
Once you’ve submitted a timesheet, you can no longer edit it.
I added extra time off when I was editing my timesheet. Why can’t I see it in the ‘Time Off’ tab?
Please note adding extra time off when editing your timesheet will not automatically save it to the 'Time Off' tab. Please remember to add any leave to the ‘Time Off’ tab so it’s saved for future reference.
How do I edit my breaks?
The breaks are added automatically as entered in the break start/end time for each day in the regular working week. This can be edited by clicking on the "Regular week settings" option.
Is overtime paid?
Overtime is only paid in certain cases, in accordance with your contract of employment and company policy, and must be pre-approved in writing by your line manager and approved by the Company. For any queries regarding this, please reach out to help@omnipresent.com.