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# QRG Create Payee Allowances - Timesheet
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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.
## Steps
### 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.
2. Click on the **Allowances** tab options (see Figure 3).
3. Click on the **New** button.
4. Select **Timesheet Allowance** from the available record types and click on the **Next** button (see
Figure 4).
5. 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**
6. 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.
7. 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.
8. 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.
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).
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.
9. 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.
10. When complete, click on the **Save** button.
## 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.
## Further Information
| Document | Document Type | Description |
| ------------------------------------------- | ----------------- | ------------------------------------------------------ |
| QRG Create an Assignment - Temp | Task Instructions | How to create an Assignment for Timesheet Employees |
| QRG Create Payee Allowances - Payroll | Task Instructions | How to create Payee Allowances for Payroll Record Type |
| QRG Create a Payee Allowance Template Group | Task Instructions | How to create a Payee Allowance Template Group |
