This is for any Workers who are onboarded with the MoD. This document gives an overview of how to sign off weekly timesheets and what this means for Hiring Managers.
Prior to signing off any timesheet you will have received an email/notification that a timesheet is due for review.
Workers are instructed to ensure their submission of timesheets are complete by no later 09:00hrs Monday morning (regardless of UK Bank holidays).
As Hiring Managers you must confirm the workers submission by no later than 10:00 Tuesday (regardless of UK Bank holidays).
If you have any questions please do not hesitate to get in touch with fhrbanksupport@hcrg.uk.com or 02382 359 149.
- Login to the Hub.
- Navigate to the “Blocks” section of the Hub.
3. Select “Show All Blocks”.
You can also use the add filter button to filter your search results including Block Status
4. Select “Show Timesheets” to show all blocks for which timesheets need to be finalised.
5. Select the “Block Name” for the block that you would like to review.
6. Click the “Sign Off” menu and navigate to the “Active” tab.
*An overview of what each tab displays is included at the bottom of this guide.
7. Select the “down arrow” next to the week you would like to sign off (outstanding shifts to sign off are indicated by the “Sign off Requested” status), and review the timesheet.
select the “Bulk Sign-Off” Icon to sign-off the weekly hours. If you are not content refer to paragraph 15 below.
*Please note where it states “Scheduled Hours and Hours per week” this mean the Daily/Weekly Financially Approved Hours.
Authoriser” box
10. Enter your comments in the “Authoriser Note” field.
11. Before signing off the timesheet, select the link to the MOD Compliance Statement as shown below to view and read the information.
12. Once read, select back and select the tick box “I have read and accepted the MOD compliance statement”.
13. Click ‘Confirm’ and a banner will appear to confirm the shifts have been signed
off. The status of these shifts will now show as “Signed Off”.
14. Over Financial Approval (FA) - In the event of there being additional financial
approval gained prior to the worker submission you can as the hiring manager
confirm the hours submitted using the above process. However, there are
additional notifications and safety net processes in place which are:
- If a worker submits over financially approved hours – where there is no
agreement from the HM via CMT – this is sent to HCRG who will reject
the timesheet and return it to the worker and will contact that worker to
ensure there is clear understanding of the rationale. - If a worker submits over financially approved hours – where the HM
agrees these hours, the HM can sign off the additional hours. These
timesheets will go directly to HCRG to add the Extra FA code and for
checking and approving to Payroll and the Hiring Manager will get an alert
to this effect - HCRG also check the FA at the payroll stage in the pay file as for any pay
over FA there must be an additional FA field completed. HCRG therefore
ensure approval of the timesheet cannot be undertaken by the Hiring
Manager
15. If the time sheet submitted is not correct and the Hiring Manager wants to return
this to the worker (Reject the timesheet) the Hiring Manager should contact
HCRG and they will manage this for you via email fhrbanksupport@hcrg.uk.com
and include the BMS reference number, the temporary worker name, week ending
date and the reason for the rejecting the timesheet.
16. If a Hiring Manager needs to undo sign off for a weekly timesheet, please email
fhrbanksupport@hcrg.uk.com and include the BMS reference number, the
temporary worker name, week ending date and the reason for rejecting the
timesheet