Creating, Managing and Assigning Timesheet Policies

Overview

Timesheet policies in Keka PSA define the rules and permissions governing how employees submit and approve their timesheets. These policies ensure that team members log their hours consistently and within predefined parameters, supporting compliance and accurate billing.

Each policy determines:

• The minimum and maximum hours employees can log daily or weekly.

• Whether timesheet entries are limited to allocated project hours.

• Rules around daily submissions, past/future entries, and attachments.

This guide walks you through how to create, configure, and assign timesheet policies to employees.
 

Accessing Timesheet Policies

1. Navigate to the Project section from the left navigation pane.

2. Click on the Policies & Settings tab.

3. Select the Timesheet tab.

4. Open the Policies tab to view or create new timesheet policies.
    

Creating a New Timesheet Policy

1. Review the list of existing timesheet policies to avoid duplicates.

2. Click on +Add Timesheet Policy to create a new one.
   
   

3. In the Create Timesheet Policy window:

   • Enter a Policy Name and (optional) Description.

   • Select the Timesheet Period, Start Day of the Week, and Timesheet Period Start Date from the dropdowns.

4. Click Add Policy to finalize the creation.
   
   

Your new policy will now appear under Timesheet Policies in the left navigation pane.

Configuring Timesheet Policy Settings

After creating the policy, you can customize its settings:

1. Select your new policy under Timesheet Policies.

2. In the Settings tab, click the Edit icon next to Timesheet Policy Settings.
   
   

3. The Update Timesheet Policy window will open with two configuration sections:

   • Hours Settings

   • Submission Settings

Hours Settings

Define the logging parameters for employees under this section.

• Per Day Restrictions: Set the minimum and maximum hours per day an employee can log.

• Weekly Restrictions: Define the minimum and maximum hours per week.

• Attendance Display: Show Gross Hours or Effective Hours logged each day based on the attendance capture system.
  
  

Click Save once you’ve entered the required details.

 

Submission Settings

In this section, you can define how and when employees can submit their timesheets.

• Pending Submissions:

  • To require completion of pending timesheets before submitting current entries, enable Submit pending timesheets prior to current period.

  • To allow submitting current entries regardless of past submissions, enable Allow submitting current timesheets even if past timesheets are not submitted.

• Allow Daily Submission:

  • Enable Allow Daily Timesheet Submission if employees should submit timesheets daily instead of weekly.

• Restrict Submissions:

  • To limit how far back employees can submit, select Limit timesheet submissions older than _ weeks and enter a value (e.g., 4).

  • To restrict future submissions, select Limit submission of future timesheets to _ weeks and enter a value (e.g., 1).

• Attachment Option:

  • Enable Allow attachment while submitting a timesheet if you want employees to attach supporting documents.

• Off Day Restrictions:

  • Prevent entries on holidays or leave days by enabling the respective restriction.

Note: Project managers, reporting managers, and admins can still submit timesheets on behalf of employees for off days.

Once configured, click Update to save your changes.

Editing or Deleting a Timesheet Policy

You can edit or remove a policy anytime from the Timesheet Policies page.

To Edit a Policy:

1. Select the policy from the left panel.

2. Click the three dots icon next to the policy details.

3. Choose Update Details to modify the Policy Name or Description.
   
   

4. Make required changes.

5. Click Update Policy to save your changes.
   
   

To Delete a Policy:

1. Click the three dots icon again and choose Delete.

2. Confirm the action in the pop-up window.
   
   

Important:

• A policy cannot be deleted if it is currently assigned to employees.

• You must first remove all employee assignments associated with that policy.

Assigning Policies to Employees

Once your timesheet policy is ready, you can assign it to employees working on projects.

1. Select the policy and go to the Employees Assignment tab.

2. Click Assign Employees.
   
   

3. You’ll be directed to the Timesheet Policy Allocation tab (you can also access it directly).

4. To assign a policy:

   • Select the employees from the list.

   • Click Assign/Change Policy.

   • In the Timesheet Policy Assignment window, choose Assign Policy.

   

   • Select the Timesheet Policy and Timesheet Period from the dropdown menus.

   • Click Save to apply.

   

Note : The timesheet period is a rolling weekly view based on your timesheet policy (for example, 3 Nov 2025–9 Nov 2025 if your policy is Monday–Sunday). It does not show how long the policy is valid.

To Modify an Existing Assignment:

1. Select the employee(s) and click Assign/Change Policy.
   
   

2. In the window, select Change Policy, then pick the new policy and effective timesheet period.

3. Click Save to update the assignment.
   
   

To Disable Timesheet Submissions:

• Select an employee and click Disable Timesheet.

• This will prevent the employee from submitting any timesheets.
  
  

For additional information on enabling daily timesheet submissions and the process for submitting timesheets on a daily basis, please click here: Enabling daily timesheet submissions and submitting daily timesheets