QRG Enter Timesheets as Payroll User

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Purpose

The purpose of this quick reference guide is to step through the process of completing Timesheets as a Payroll User. The intended audience for this document are standard users.

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Steps

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Complete a Timesheet record

The Timesheet record is used when processing Pay Transactions for the Calendar Period against a Temp Assignment. The record holds Timesheet Entries, Expenses, Leave Events, Allowances, Pay Transactions and Approval details. Complete a Timesheet record as a Payroll User by following the below steps:

2. Open the Related tab (see Figure 3).
3. Scroll to the Timesheets Related List.
4. Select the appropriate TS- reference number to open Timesheet Manager.
   1. Select View All to identify any Timesheets not included in the initial view of the related List View on the Assignment record.

5. If the Payee has the Time In Lieu Leave Rule available, users can determine whether any overtime should be attributed to Time Off in Lieu, by selecting from the picklist value in the optional Update Process Time Off in Lieu? field (see Figure 4):

6. Identify the Timesheet Entries within the Timesheet Manager Time Entries tab section (see Figure 5)

7. Complete Timesheet Entries :
   1. To associate time worked with a Project record, populate the Project Code field using the picklist values provided (see Figure 6).
      
   2. To associate time worked with a specific task detailed in the Interpretation Rule, populate the Timesheet Activity field using the picklist values provided (see Figure 7).
      
   3. If the Payee has Payee Leave Rules available, the Leave Type column will be visible to select any of the Payee’s available Leave Types. To include Leave, select Leave Type from the available picklist options within the Timesheet Entry row and enter either Start Time and End Time or Hours and Mins for any Leave taken along with breaks if they would normally take a break during that period (see Figures 8 - 9).
      
      
      Leave Events may also be viewed within the Leave tab. However, no additions or changes to Leave Events should be made using the Leave tab, which is only available to allow for the review of Leave Events related to a Timesheet. Interpretation for Leave can only occur if Leave Events have been recorded as Timesheet Entries within a Timesheet.
   4. To capture time worked, enter the Start and End Times or Hours and Mins for each day worked (see Figures 10 - 11).
      
      
   5. To include Breaks, enter the Break Start Time and Break End Times or Break Minutes for each Break taken, and select from the picklist options available in the Break Paid? field to define whether or not the Break should be paid (see Figures 12 - 13).
      
      
      The Break Paid? field is only available in Timesheet Entries if the Timesheet Calendar associated with the related Assignment record has the Enable Paid Breaks? checkbox selected.
   6. To add additional Timesheet Entry lines, click the plus icon and adjust the date for the line as needed (see Figure 14)
      1. You must Save at least one Timesheet Entry row before this option is available
   7. To copy the values from Timesheet Entries to lower rows, click the downward arrow icon (see Figure 14)
      1. You must Save at least one Timesheet Entry row before this option is available
   8. To delete a Timesheet Entry row, select the trash can icon (see Figure 14)

   
8. Once you are satisfied with the Timesheet Entries, click on the Save button (see Figures 15 - 16).

9. To add Expense entries to the Timesheet (see Figure 17):
   1. Navigate to the Expense Tab and click the Add Expense button
   2. Populate the following fields to provide the base details for the Expense entry:
      1. To define the date that the Expense was incurred on, populate the Date Incurred field by manually entering or using the calendar selection tool.
      2. To provide a short description of the Expense, populate the Description field.
      3. To provide the total amount of the Expense, populate the Total Inc. Tax field.
      4. To relate a Pay Code to the Expense, select from the picklist values provided in the Pay Code field.
   3. Populate the following optional fields as required (see Figure 14):
      1. To include the amount of tax related to the Expense, select the Taxable checkbox
      2. To define the amount of Tax included in the Expense, populate the Tax field.
10. Repeat Step 9 for all Expenses related to the Timesheet.
11. Once complete, click on the Save button (see Figure 16).

12. To review any Leave entries related to the Timesheet, navigate to the Leave tab (see Figure 18):

13. To add a Timesheet Allowance to the Timesheet (see Figure 19):
    1. Navigate to the Allowance tab and click on the Add Allowance button
    2. Populate the following fields to provide the base details for the Allowance entry:
       1. To define the date that the Allowance is payable for, populate the Date Incurred field by entering manually or using the calendar selection tool.
       2. To define the Allowance payable, select from the picklist options available in the Payee Allowance field.
       3. To define the amount of times an Allowance is being claimed for on the date specified, populate the Quantity field.
    3. Populate the following optional fields as required:
       1. To add notes or comments to the Allowance entry, populate the Employee Notes field
14. Repeat Step 13 for all additional Allowances related to the Timesheet.
15. Once complete, click on the Save button

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Submit/Approve and Process a Timesheet record

Once the Timesheet Entries and any Expenses and Allowances have been saved, the Timesheet is ready to be submitted for approval. Timesheets must be approved by a Timesheet Approver or Payroll User before they will be processed for Pay Transaction creation. Submit/Approve and Process a Timesheet by following the below steps:

1. Identify the Timesheet Actions section within the Timesheet Manager page and complete one of the following actions to prepare the Timesheet for Payroll Processing (see Figure 20):
   1. To submit a Timesheet for Approval, click on the Submit button.
   2. To approve a Timesheet:
      1. Enter the Contact approving the Timesheet in the Approved/Rejected by field
      2. Enter the date and time of the approval in the Approved/Rejected Date fields
      3. Click on the Approve button.
   3. To approve the Timesheet on behalf of another Approver:
      1. Populate the Approved Rejected on Behalf Reason field using the picklist options available.
      2. Click on the Approve On Behalf button.

2. To make changes to a Submitted, Rejected or Approved Timesheet (see Figure 21):
   1. Open the Submitted/Rejected Timesheet.
   2. Navigate to Timesheet Actions.
   3. Click the Revert To New button.
   4. Make the necessary changes to the Timesheet and select Save .
   5. Repeat Step 1 to prepare the Timesheet to be Processed

3. To begin Processing an Approved Timesheet (see Figure 22):
   1. Select Process Transactions to run the Interpretation Rule against this Timesheet and create the Pay Transactions OR Allow the next Schedule Job to automatically create the Pay Transactions against all Approved Timesheets

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Field Descriptions

Approval Status is the Approval Status of the Timesheet. Approved/Rejected by is the Approver who approved/rejected the Timesheet. Approved Rejected on Behalf Reason if the Timesheet was approved/rejected on Behalf of the Approver, this field records the reason why the Timesheet was approved/rejected. The following default options are available for selection from this field, however this may be customised according to your requirements:

• Could not contact Approver or Alternate Approver
• No hours or expense records
• Auto Approved

Approved/Rejected Date is the last Date/Time the Timesheet was Approved or Rejected. End Date indicates the End Date of the Timesheet. Flagged For Review identifies if the Timesheet is flagged for the Payroll User to review. This then comes up in some standard Reports. Interpretation Rule defines the Interpretation Rule that will be used in the processing of Timesheets into Pay Transactions. Process Time Off in Lieu indicates if the Timesheet should be processed as Time Off in Lieu instead of Overtime. Project Code indicates the Project that the Time Entry is related to, which also provides the ability for a different Pay rate for the record time (and Invoice Rate if that function is also used). Related Split Over Month Timesheet displays the related timesheet, if a timesheet has been split into 2 timesheets by the Split Timesheets Over Months functionality. Rejection Comments if the Timesheet has an Approval Status of Rejected, this field defines the reason given by the Approver for the rejection. Start Date indicates the start date of the Timesheet. Start Day indicates the start day of the Timesheet. Submitted Date is the Date/Time the Timesheet was Submitted. Timesheet Activity indicates the specific task detailed in the Interpretation Rule that the Time Entry is related to, which will often require a different Pay Rate to regular working hours during that time. Total Hours indicates the total number of hours for the Timesheet, by summarising the total hours of all related Timesheet Entries. Total Timesheet Entries is the total number of Timesheet Entries related to the Timesheet. Total Expenses is the total number of Expenses related to the Timesheet. Timesheet Split Over Months is set to True for Timesheets that have been split into two Timesheets by the Split Timesheets Over Months functionality. Total Timesheet Allowances is the count of the total number of Timesheet Allowances related to the Timesheet. Transaction Creation Status is the stage in the Pay Transaction creation process the Timesheet is in, updated by the application automatically:

• New = Timesheet has not been Approved
• Ready = Timesheet is Approved, and is ready to be Processed
• Processed = Timesheet has had Pay Transactions created
• Failed = the process to create Pay Transactions failed, Users should check Debug Logs

Process Time Off in Lieu indicates if hours interpreted as overtime should be created as a Time Off In Lieu credit instead of creating Overtime Pay Transactions.

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Further Information