QRG Create a Payee Timesheet Allowance Template Group

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Purpose

The purpose of this quick reference guide is to step through the process of creating a Payee Timesheet Allowance Template Group and the related Payee Allowance records. The intended audience for this document is System Administrators / Standard Users. The Payee Timesheet Allowance Template Group is used to define a group of Payee Timesheet Allowances to be related to an Assignment record. When a Payee Timesheet Allowance Template Group is populated on an Assignment record, the related Template Group Payee Allowance records will create the required Payee Allowance records via automation.

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Steps

Create a new Payee Allowance Template Group Create a Payee Allowance Template Group by following the below steps:

3. Click the New button (see Figure 3).

4. Select Payee 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 Payee Allowance Template Group: (see Figure 5)
   1. Template Group Name
6. Populate the following optional field as required:
   1. To configure the Template Group so it is only available for a specific Client, populate the Client field.
7. Click on the Save button.

8. A new Payee Timesheet Allowance Template Group is now created (see Figure 6).

Create Timesheet Allowance Template Records Timesheet Allowance Template records must be created in relation to the Payee Timesheet Allowance Template Group to detail the specific records that need to be created when the template Group is populated on an Assignment. To create related Payee Allowance records for the Payee Allowance Template Group, follow the steps below:

1. Go to the Related tab of the Payee Allowance Template Group and click on the New button next to Payee Allowance Records (see Figure 7).

2. Select Timesheet Allowance Template Group from the record types and click on the Next button (see Figure 8).

3. Follow this step in the sequence given below (see Figure 9):
   1. Populate the following required fields to provide the base details of the Timesheet Allowance Template Group:
      1. Payee Allowance Name
      2. Template Group (this is auto populated)
      3. Payment Entity
   2. Populate the following optional fields as needed:
      1. To set the Status of the new Minimum Pay Rate, select from the available picklist options in the Status field.
      2. To prevent the Status of the Timesheet Allowance Template Group from being automatically updated by the automatic status update scheduled job, check the Exclude From Auto Update checkbox
         
         The Status of the Assignment Rate Template Group will be automatically updated upon saving the record, based on the Effective Date and Expiry Date.
   3. Populate the following required fields to provide the base details of the Timesheet Allowance Template Group (see Figure 10):
      1. Available on Employee Community
      2. Timesheet Frequency
      3. Pay Code
      4. Effective Date
   4. Populate the following optional fields as needed:
      1. To define any required rules and limits that will be used in assessing and determining Allowances being payable, populate the following optional fields as needed. If left blank, the rule/limit will not apply:
         • Quantity
         • Maximum Quantity per Day
         • Maximum Quantity per Timesheet
         • Expiry Date
4. Click on the Save button.

5. A new Payee Timesheet Allowance record is now associated with the Payee Timesheet Allowance Template Group (see Figure 11).

6. Repeat this process to create all required Payee Timesheet Allowance records for the Payee Timesheet Allowance Template Group.

7. 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.
8. When complete, click on the Save button.

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Field descriptions

Available on Employee Community defines if the Timesheet Allowance will be available for Employees to select as being payable within the Employee Community. If false, the allowance will only be available to back office users. 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. 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. Pay Code defines the Pay Code to be used for this Allowance. Payment Entity is the Payment Entity record this Payee Allowance Record relates to. Payee Allowance Name defines the Payee Allowance name to apply when the Payee Allowance Records are created. Quantity defines the fixed number of times the Allowance will be paid. If blank, no limit applies. Template Group is mandatory to determine the group these records belong to. When this field is populated, and the record is used in an Assignment Record, it will create this record and the others associated with it. Timesheet Frequency defines the Timesheet Frequency applicable for this Allowance.

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Further information