> ## Documentation Index
> Fetch the complete documentation index at: https://support.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Variation approval

> How to review and approve individual timesheet variations when actual shift times differ from the roster

A variation is a change a worker submits when their actual shift differs from the rostered time. For example, a worker stays 30 minutes late or starts early. When a worker flags a change through the Vworker app, the variation appears in the timesheet view for you to review before exporting.

## Where variations appear

In **Timesheets** → **Timesheets**, look for shifts with data in these columns:

| Column                 | What it shows                                                        |
| ---------------------- | -------------------------------------------------------------------- |
| **Variation**          | A ticked checkbox indicating the worker submitted a change           |
| **Variation Quantity** | The time difference in hours (for example, 0.5 for 30 extra minutes) |
| **Comment**            | The worker's explanation of what changed                             |

<Tip>Use the column chooser to make sure the **Variation**, **Variation Quantity**, and **Comment** columns are visible. These aren't always displayed by default.</Tip>

## Two ways to handle a variation

When you see a variation on a timesheet, you have two options.

### Option 1: Adjust the start or finish time (recommended)

This is the better approach because the invoice shows the correct shift times alongside the correct total hours.

<Steps>
  <Step title="Review the variation comment">
    Read the worker's comment to understand what changed. For example, "Client needed extra support, finished at 11:30 instead of 11:00."
  </Step>

  <Step title="Update the shift time">
    Adjust the **Finish Time** (or **Start Time**) to reflect what actually happened.
  </Step>

  <Step title="Save and add an office note">
    Click **Save Changes**. Add an **Office Note** (for example, your initials and a short comment) to flag that you've reviewed this variation.
  </Step>
</Steps>

### Option 2: Approve the variation directly

This adds the variation quantity to the total hours without changing the start or finish time.

<Steps>
  <Step title="Review the variation">
    Check the **Variation Quantity** and **Comment** columns.
  </Step>

  <Step title="Approve the variation">
    Tick the **Approve Variation** checkbox on that shift.
  </Step>
</Steps>

<Warning>When you approve a variation without adjusting times, the invoice shows the original rostered times but charges for the updated total hours. For example, a shift shows 9:00 to 11:00 but the participant is charged for 2.5 hours. This can cause confusion for plan managers reviewing invoices.</Warning>

## Using office notes to track reviews

Add an **Office Note** to every variation you review. This prevents other staff from re-reviewing the same shift and helps your team see at a glance which variations have been handled.

<Tip>Reviewing variations daily takes five to 10 minutes. Leaving them until pay run day means reviewing an entire pay period at once, which takes much longer.</Tip>

## Running into issues?

See [Timesheet troubleshooting](/troubleshooting/timesheet-issues) for common errors and fixes.

## Related articles

<CardGroup cols={2}>
  <Card title="Bulk variation approval" icon="scale-balanced" href="/timesheets/variation-approval-bulk">
    Approve multiple timesheet variations at once
  </Card>

  <Card title="Editing timesheets" icon="pen-to-square" href="/timesheets/editing-timesheets">
    Edit confirmed timesheet entries including times, rates and variations
  </Card>

  <Card title="Manual confirmation" icon="check-double" href="/timesheets/manual-confirmation">
    Manually confirm timesheets when workers haven't used the Vworker app
  </Card>
</CardGroup>