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# 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.
## Steps
**Create a new Payee Allowance Template Group**
Create a Payee Allowance Template Group by following the below steps:
1. Click on the **App Launcher** icon (see
Figure 1).
2. Go to the **Template Groups** object by
using the Search function (see Figure 2).
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).
Selecting ‘Payroll Allowance’ or ‘Timesheet Allowance’ Record Type will result in the
creation of a new Allowance record. These records cannot be related to Template
Groups, even if created from the ‘Related’ tab of the Template Group.
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.
The Timesheet Frequency of the Payee Allowance Record and the Timesheet Calendar
on the Assignment must match.
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.
Payee Allowance records CAN NOT be deleted if they have related records or are used
in other records. Deleting records is not recommended unless absolutely essential.
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.
Any changes made to the Payee Allowance Template Group or its related records will
not update records already referencing the Payee Allowance Template Group.
## 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.
## Further information
| Document | Document Type | Description |
| -------------------------------------------- | --------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| QRG Rates Automation Key Information | Information Quick Reference | Outlines useful information relevant to the Rates Automation functionality. The document includes definitions, prerequisites, and other non-instructional information. |
| QRG Create an Assignment (Temp) | Task Instructions | How to create an Employee Assignment for Timesheets |
| QRG Create an Assignment Rate Template Group | Task Instructions | How to create an Assignment Rate Template Group |
| QRG Create Payee Allowances (Payroll) | Task Instructions | How to create a Payee Allowance |
| QRG Create Payee Allowances (Timesheet) | Task Instructions | How to create a Payee Allowance for Timesheet Allowances |