Emailing timesheets to us — where to send them and what happens next

Last updated: September 1, 2026

Summary: Send timesheets and hours to timesheets@ascen.com — not to your Customer Success Manager’s personal inbox. We key the hours in, and they then sit awaiting your approval in the platform. That waiting-for-approval state is normal and is not a sign the email was missed.

Where to send them

Use timesheets@ascen.com for anything timesheet-related: weekly hours, client-signed timesheets, shift sheets, corrections, and hours for a worker who can’t enter their own time. That inbox is monitored by the whole operations team, so your hours get picked up even when one person is out of office.

Emails sent only to an individual are slower and can stall entirely while that person is away. You don’t need to copy your Customer Success Manager — if there’s a question about the assignment or the rates, we’ll bring them in.

What to include

For each worker and each day, include:

  • Worker’s full name and the client or assignment

  • The date worked

  • Clock-in and clock-out times

  • Unpaid break start and duration, if any

  • The week ending date the hours belong to

Attach the client-signed timesheet where you have one. Totals alone are harder to enter — where a timesheet shows only a lump number of hours with no start and end times, we may have to come back to you.

What happens after you send them

  1. We acknowledge receipt.

  2. We enter the hours against the right assignment and pay period.

  3. The timesheet moves to awaiting approval, and the approver on the assignment — usually you or your client — approves it in the platform. You can also simply reply "Approved" to the thread and we will mark it approved.

  4. Once approved, the hours go to payroll on the normal schedule.

Asking for a correction instead of approving

When we send you a timesheet to review, it is fine to reply asking for changes rather than approving — that is the normal route, and you do not need to start a new email. Reply on the same thread and we will make the change and re-send it for approval.

Corrections cost a round trip when they are ambiguous, so please give us, for each worker and each date:

  • the worker’s name and the exact date,

  • the corrected clock-in and clock-out times — not just "he was late" or "3 hrs late",

  • for break changes, the total unpaid break for that day rather than an amount to add. "Her total break for 8/17 should be 60 minutes" is unambiguous; "take another 30 minutes off her break" is not, and it is the single most common thing we have to come back and ask about,

  • for a day not worked, say OFF explicitly rather than leaving the row out.

If the change comes from the end client, forward what the client actually sent rather than summarising it — we would rather read their wording than guess at it.

Once we adjust a timesheet it goes back to awaiting approval and a fresh approval email goes out. Payment follows approval, so a correction thread left unanswered holds up the worker’s pay as well as your invoice.

Please don’t re-send the same hours

If you’ve already emailed a set of shifts, sending them again in a new email doesn’t speed anything up — it creates a second thread that has to be reconciled against the first, and it risks the same shift being entered twice.

Before re-sending, check the original email thread for our reply, and check the assignment in the platform. If a timesheet shows as awaiting approval, we already have it and the next step is yours. If you’re unsure, reply on the original thread and ask rather than starting a new one.

Deadlines

Hours are due weekly. Get them to us as early in the week as you can — the later they arrive, the more likely they miss that week’s payroll and land in the following one. If hours were submitted against the wrong week, see Hours submitted in the wrong week — why overtime can’t be waived, and how we fix it.

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