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Adding Weekly Timesheets for Each Pay Period
Adding Weekly Timesheets for Each Pay Period

This guide explains how to add and submit timesheet hours on RecruitiFi.

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Written by RecruitiFi
Updated over a week ago

Staffing firms are responsible for recording worked hours for any resource on their payroll, and these hours will be approved by managers on the platform.

Pay Periods

  1. Pay periods run Monday – Sunday.

  2. Each week, the submitting agency will receive an email reminder to upload hours for that pay period.

  3. Staffing firms should continue collecting worked hours from resources as they normally do, but should not submit them for manager approval outside of RecruitiFi.

To upload the hours for a contract to RecruitiFi, click "My Contracts" within the upper navigation. On the left side, click on the "Unsubmitted" page. You can see all unsubmitted timesheets organized by pay period and contract worker.

Submitting Hours

  1. Locate the worker card and click "Add Hours."

  2. Choose from one of the quick-fill options:

    • Standard 40-Hour Week (pre-fills a full workweek).

    • Zero Hours Worked (pre-fills zero hours).

    • Alternatively, enter hours manually.

  3. Start with Standard (1x) hours per day, and click "+ Add Overtime Hours" to include:

    • Overtime (1.5x) hours

    • Doubletime (2x) hours

  4. (Optional) Add expense reimbursements with an attached note.

  5. Click "Submit for Approval" to send the hours to the employer.

Note: Quick-fill options can still be manually edited before submission.

Approvals / Editing

  1. Once submitted, the contract manager will be notified and required to approve the hours.

  2. The RecruitiFi system will send reminders until the timesheet is approved.

  3. To track timesheet status, go to "Submitted" Timesheets and review the "Payment History" in the candidate card.

  4. Submitted timesheets can be edited until they are approved. To edit:

    1. Click the action menu next to the timesheet in "Submitted" Timesheets.

    2. Select "Manage Timesheet" → Click "Edit" → Make changes → Click "Save."

Adding Hours as a Team Manager

If you are a team manager (not the agency recruiter who submitted the candidate), you can submit weekly timesheets on behalf of your team.

To do this:

  1. Click the "Contracts" tab at the top of your page.

  2. On the left navigation, locate "View as Teammate."

  3. Select a teammate’s name to view their open contracts, pre-assignment contracts, and timesheets.

  4. Take actions on behalf of the teammate (all actions will be recorded as completed by you).

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