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Purpose

The purpose of this quick reference guide is to step through the process of creating a Payee Allowance of Record Type Timesheet. The intended audience for this document are System Administrators / Standard Users.

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Steps

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Create a new Timesheet Allowance record

The Timesheet Allowance record is used to define Allowances that are available for an Employee to submit with Timesheet Entries. The record holds general Assignment information, Timesheet Allowance Details, and Pay Codes. Create a Timesheet Payee Allowance by following the below steps:
  1. Navigate to the Payee record.
    1. To identify a Payee record from an Employee record, enter the Employee name into the Global Search. (see Figure 1).
    2. Select the Employee record from the suggestions provided.
    3. Open the Related tab (see Figure 2).
    4. Identify the Payee related list.
    5. Select the Payee record.
Screenshot from QRG Create Payee Allowances - Timesheet
Screenshot from QRG Create Payee Allowances - Timesheet
  1. Click on the Allowances tab options (see Figure 3).
  2. Click on the New button.
Screenshot from QRG Create Payee Allowances - Timesheet
  1. Select Timesheet Allowance from the available record types and click on the Next button (see Figure 4).
Screenshot from QRG Create Payee Allowances - Timesheet
  1. Populate the following required fields to provide the base details of the Allowance: (see Figure 5)
    1. Payee Allowance Name
    2. Employee
    3. Payee
    4. Assignment
    5. Payment Entity
    6. Available on Employee Community
    7. Timesheet Frequency
    8. Pay Code
    9. Effective Date
  2. The Template Group field must always be left blank when creating the record manually. It gets populated automatically when a Payee Allowance record is generated by a Payee Allowance Template Group being populated on the Assignment.
  3. Populate the following optional fields as needed:
    1. To define any required rules and limits that will be used in assessing and determining Allowances payable, populate the following optional fields as needed. If left blank the rule/limit will not apply:
      1. Maximum Quantity per Day
      2. Maximum Quantity per Timesheet
      3. Expiry Date
    2. To prevent the Status of the Payee Allowance from being automatically updated by the automatic status update scheduled job, check the Exclude From Auto Update checkbox.
  4. Click Save .
The Timesheet Allowances are generally created by the use of Payee Timesheet Allowance Template Groups, more than by the use of Allowance Templates. Payroll Allowances however will utilise Allowance Templates to autocomplete some fields, or will create the record from scratch.
The Employee, Payee and Payment Entity combination of the Payee Allowance must match those on the related Assignment.
Screenshot from QRG Create Payee Allowances - Timesheet
The Timesheet Frequency of the Payee Allowance Record and the Timesheet Calendar on the Assignment must match.
The Allowance Statistics fields provide data on the usage of the Allowance record based on Payroll data, and should never be manually entered or overridden.
The Status of the record will be automatically updated upon saving the record, based on the Effective Date and Expiry Date.
A new Timesheet Payee Allowance is now created (see Figure 6).
Screenshot from QRG Create Payee Allowances - Timesheet
Payee Allowance records CANNOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
  1. To modify an existing Payee Allowance record, open the required record and select the Edit button available on the top right side of the page. You can also double click within fields that need editing or just click on the pencil icon that appears within fields when hovering with your cursor.
  2. When complete, click on the Save button.

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Field Descriptions

Assignment details if this Payee Allowance Record is specific to an Assignment. Available on Employee Community defines if the Timesheet Allowance will be available for Employee selection via the Employee Community. If not, the Allowance will only be available to back office users via the Timesheet Manager. Employee is the Employee record this Payee Allowance Record relates to. This must match the Employee of the Payee. Effective Date is the date the Allowance will become effective. Allowances will not be available in the Timesheet before this date. Exclude From Auto Update when this box is checked the record will be skipped by the Automatic Status Update scheduled job. Expiry Date is the date the Allowance expires. Payments will not be made after this date. If blank, no expiry date applies. Pay Code defines the Pay Code that will be used when an Allowance is paid. Payee is the Payee record this Payee Allowance Record relates to. Payee Allowance Name defines the name for the Payee Allowance. Payment Entity is the Payment Entity this Payee Allowance Record relates to. Maximum Quantity Per Day defines the maximum quantity per day the user can define the Allowance is to be paid. If left blank, no maximum will apply. Maximum Quantity Per Timesheet defines the maximum quantity per Timesheet the user can define the Allowance is to be paid. If left blank, no maximum will apply. Template Group will only be populated if this Payee Allowance was created automatically by the use of a Payee Allowance Template Group. For all Payee Allowance records created manually, this field should always be left blank. Timesheet Frequency defines the Timesheet Frequency on the Timesheet from which the Allowance applies.

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Further Information