Concept: Monthly Timesheets
If your program has monthly rate workers, you can enable them to enter time on monthly timesheets. This feature helps ensure that monthly rate workers can enter time easily and accurately, and it can also streamline monthly invoicing for your program, including prorating monthly amounts based on the time worked for a month.
Monthly timesheets are only available for workers who submit manually classified time on Summary timesheets, and they are typically used with calendar month billing cycles. Auto-classified time, shifts, and breaks aren’t currently supported for monthly timesheets.
To set up monthly timesheets, you must configure options in
Company Settings
first. See Configure Company Settings for Monthly Timesheets.Entering and Submitting Monthly Time
Monthly timesheets display a tab for each week in the month, and workers can enter their time in hours for each day. If your program has set
Non-Working Day(s) in a Week
in Company Settings
, workers aren’t required to enter time on those days to invoice the full monthly rate. You can view workers’ monthly timesheets on the
Timesheets
page. You can also use filters to view timesheets for specific months. See Concept: Timesheets. When a monthly timesheet is submitted, the whole month is submitted for approval. Accepting, rejecting, or adjusting the timesheet impacts the invoice line items for the entire month.
Invoicing for Monthly Timesheets
Once monthly timesheets are submitted, timesheet approvers can click
View Invoice Line Items
in the timesheet’s Summary
section to view the Invoice Line Items
page. When using a monthly billing cycle, Workday VNDLY generates 1 invoice line item per time type per month. Example: In October 2026, a contractor works regular time and sick time. Workday VNDLY generates 1 invoice line item for regular time and 1 for sick time, which leads to a total of 2 invoice line items for the contractor during October 2026.
If timesheet approvers click
Client Rate
on an invoice line item, they can use arrows on the Client Breakdown
page to view a breakdown of the client rate calculation. Client Rate Calculations
The breakdown on the
Client Breakdown
page is based on the Client Rate
formula and any related formula groups and/or rules that your program uses in the Calculation Engine. See Configure Company Settings for Monthly Timesheets. Workday VNDLY’s system formulas pro-rate monthly pay based on the worker’s expected working days in a month. To calculate expected working days in a month, Workday VNDLY subtracts your program’s non-working days from the total calendar days in the month. Example: October 2026 has 31 total days. Your program has set
Non-Working Day(s) in a Week
in Company Settings
to Saturday
and Sunday
. There are 5 Saturdays and 4 Sundays in October 2026, which means there are 9 non-working days in the month. As a result, Workday VNDLY’s system formulas calculate 22 expected working days for that month. If a worker enters more hours than expected for a month using the
Regular Time
time type, Workday VNDLY clamps those hours to equal the expected hours. This means that the worker will not be paid more than the monthly rate unless they classify the additional hours as Overtime
or Double Time
. Example: In October 2026, your program has 22 expected working days, with 8 hours of expected working time per day. This leads to a total of 176 expected working hours for the month. If a worker enters 180 working hours with the Regular Time
time type for the month, the client amount calculations will use the monthly rate. To determine overtime and double time rates, Workday VNDLY uses your program’s
Overtime
and Double Time
work type configuration. Example: Your program has configured the Overtime
and Double Time
work types to pay 2x the rate that you have configured for the Regular Time
work type. If a worker works any additional hours beyond the expected working hours for a month and they need to be paid 2x the rate, they must classify that time as Overtime
or Double Time
. They will be paid 2x the Regular Time
rate for those additional hours. If workers work fewer hours than expected for a month, then the monthly amount is prorated. However, they can still enter time as
Overtime
or Double Time
if needed. Example: A worker has 176 expected working hours for October 2026. However, they take 8 hours of sick time during the month, which leads to 168 working hours for the month. They also work an additional 2 hours during a work day, leading to 2 hours of overtime. The worker can enter a total of 170 hours, with 168 hours classified as Regular Time
and 2 hours classified as Overtime
. Additional Considerations
Contractor Timekeeping Settings
If a contractor is onboarded with a monthly timesheet, the effective date in the
Contractor Timekeeping Settings
section of their profile () uses the date at the beginning of the month when the timesheet was created. The effective end date is the date at the end of the month for that timesheet. Additionally, any Non-Working Day(s) in a Week
that your program set in Company Settings
will display. If a contractor has monthly timesheets, the
Timesheet Type
is always set to Summary
and the Timesheet Classification
is set to Manual
in the Contractor Timekeeping Settings
section of their profile, even if your program created specific timekeeping rules for monthly timesheets. Changing to a Monthly Work Order
If a contractor has an active work order, vendors can also apply them to another work order with a
Pay Type
of Monthly
. However, when onboarding, the work order can’t overlap with another work order. If you want to move a contractor from an existing work order that doesn’t have a Pay Type
of Monthly
to a work order that does have a Pay Type
of Monthly
, note that: - You must create a new work order for the contractor, since you can’t change the pay type on the existing work order.
- The timesheet dates for the contractor’s new work order can’t overlap with the timesheet dates on their previous work order. Example: A contractor has a previous work order that’s effective until Wednesday, September 30, 2026. The timesheet dates for that week are Sunday, September 27, 2026 to Saturday, October 3, 2026. You can’t onboard the contractor to a new work order for October 1, 2026, since October 1 occurs during the timesheet week from the previous work order.