Timesheets

There are three options for timesheets: Worked Hours, Worked Hours Decimal and Weekly Summary.

Worked Hours timesheets are covered on this page.
Worked Hours Decimals and Weekly Summary timesheets are covered on More Timesheets Info.

Depending on your company setup, it is possible to enter some times on both Worked Hours and Worked Hours Decimal should the need arise.
However, these timesheets cannot be used if a Weekly Summary timesheet has already been completed.

How to complete a Worked Hours timesheet

Things to remember when completing Worked Hours timesheets

Deleting a timesheet entry

How to apply specific jobs to a timesheet entry

Check completed timesheets

Timesheets in reports

Escalated timesheets

Export Approved timesheets for Payroll Processing

How to complete a Worked Hours timesheet:

These are the standard instructions for completing a Worked Hours timesheet.
There may be additional considerations for this function which will depend on how your organisation has them set up.
These instructions refer specifically to the Worked Hours timesheet option, which is an hours & minutes based timesheet.
See also More Timesheets Info for an explanation of the additional timesheet formats.

Open the Timesheets menu
Select Worked Hours
By default the current week is displayed.
If required, change the date – this displays the full week which contains that date.
Depending on timesheet configuration in Employee Self-Service Kiosk's settings, it may display a fortnight.
Note that this won't necessarily show the date you selected, but rather will show the week-ending date as set up by Payroll in Admin > System Options > Timesheets.
To edit each day of the week in turn, click Edit icon in the Action column.
Either add Start and Finish times or alternatively just Total hours.
These fields must be in 00:00 time format (and 24-hour clock), e.g. 09:00, 17:30
Add the Break(s) amount. This must also be in hours and minutes format, e.g. 1:00 (for one hour), or :30 (for 30 minutes).
Employee Self-Service Kiosk will add leading zero's if not typed and it should be the total unpaid break hours for the day.
The timesheet should contain Pay Item columns such as P01 or Ordinary Hours, P02 or Time and a half.
Depending on the configuration of the timesheet, some of these Pay Items columns may be automatically completed.
These automatically allocated values may be overridden but could be capped.
Ensure that these columns indicate the correct hours and minutes for each relevant Pay Item, overriding by selecting and entering different times as required.

Click Save to save and submit the timesheet for approval unless there is also a Submit button, in which case save only saves and Submit must be pressed to submit it for approval..

Things to remember when completing Worked Hours timesheets:

The Worked Hours timesheet can be displayed Horizontally (default) or Vertically.
Vertical mode should be used where more than 6 pay items are setup for display in the timesheet as horizontal mode is capped to only display 6.
All times must be entered in HH:MM format.
For example: 08:30 for eight thirty a.m., or simply 9 for nine o’clock.
An error message will be displayed if the format is incorrect – this allows you to retry.
All times must also be in 24-hour format.
For example: 5pm must be entered as 17:00.
If you enter this finish time as ‘5’ only, it will assume you mean 5 a.m. and the Total value will be a negative.
The earliest Start time is 00:00, the latest Finish time is 24:00.
Start and Finish is not mandatory, hours can be keyed into Total instead.
The maximum value for Total is 24:00.
For Break(s) amounts (unpaid breaks), again use HH:MM format.
Working a standard 9 to 5 week (38 hours paid), this is 07:36 hours (Normal or Ordinary time) per day.
A half hour break would need to be entered as 0:24 each day to calculate 7:36 with a Start time of 9 and a Finish of 5.
A half-hour breaks would reduce to 7:30 per days, (x5 = 37.5 hours per week)..
You may also need to enter a breakdown of hours – this depends on how your company’s system is configured.
Generally Ordinary hours and possibly other pay items, are completed automatically, depending on the Timesheet's configuration.
If not enter the number of overtime hours worked.
For example: Your Start to Finish hours may include eight hours of normal and break time, one hour of time-and-a-half, and half an hour of double time.
Enter the appropriate hours into the relevant columns, using HH:MM format.
The Left column contains an automatic system calculation to ensure that your days/hours are accounted for on the timesheet.
As such the Left figure represents time for Pay Items set as the type ‘Work’ that hasn’t yet been allocated to pay items.
A positive time both inside and out of the (0:30 ) represents an under-allocation and a negative time inside (-0:30 ), an over-allocation (outside the ( ) will be 00:00 if over-allocated).
Once all time for the day is correctly allocated the Left figures will be 00:00.
If you have any query with regards to the values displayed in this column, please refer to your company administrator for Employee Self-Service Kiosk.
If the Start or Finish times are changed, the Total pay item allocations should recalculate automatically.
If not, try pressing the Tab key to recalculate the hours.
Submitted or Approved Leave hours from a Employee Self-Service Kiosk Leave Request will display in the Leave column to inform that times may not be needed for that day.
The times entered in this record will be saved automatically when another day is edited (note that the Status column displays Saved).
If no more days are to be edited, click Save or Submit.
As a record is saved, it will be available to your Manager for approval. If there is a Submit button it must be clicked for your manager to approve.

Deleting a Timesheet Entry.

If necessary, you can delete an entry. For example, you may have entered times for the wrong day:

First click Edit for the relevant day – this record will now display a Delete button:
Click Delete, then at the warning message asking if you are sure you want to delete the record, click OK.
This will remove all times entered for that day.

Note: Once a record has been approved by your manager, you will not be able to edit or delete that record.

How do I apply specific Jobs to a Timesheet entry?

While completing a timesheet, daily entries may be attributed to specific Jobsbut you must have Job Costing turned on and configured for the timesheet..
These entries can be for a Department, a Job code, or a Department and Job code combination.

Create the timesheet entry as usual, for example completing steps 1 to 4 for a Worked Hours timesheet.
Alternatively, edit the required timesheet date if already created. Then follow these steps:

Click the Edit icon in the Action column for the relevant day and select the Jobs button:
A pop-up window is displayed. In the top left-hand corner, this shows the date that is being edited - check that this date is correct.
In this window you assign a Job to a time period during the selected date (this could be the whole day).
Use the drop-down fields to specify the appropriate Company/Department/Job to be associated.
The configuration of Job Costing will determine what is available for selection.
Select the appropriate Department and then Job code, alternatively select a Department or a Job code.
After selecting the relevant Comp/Dept/Job, enter the Start and End times to indicate hours worked on that particular job.
This might include different pay items, as in this example (P01, P02, P03).
The options here should be clarified with your company administrator for Employee Self-Service Kiosk (or your manager).

Note: Departments are not listed until a Company has been selected.

Once the Job entries are complete, click the Save button.
This will close the pop-up window, and the total Job hours will appear on the timesheet.
The remaining worked time for this day will be automatically allocated to the usual position of employment.

Save the timesheet entry.

Multiple Job entries can be specified in this window, because different time specifications can be applied to each job.
For example, if several projects are worked on during a day, it might require entries of different time slots per job code:

If additional lines are required for entering times, click the Add New button.

When entries are complete, click Save and Close the Job Costing entry window.
The total hours will appear in the Jobs column on the timesheet and the times entered will flow through to all other relevant fields.

The Expand button: to the right of the pop-up window shows two additional columns Cost and Invoice.

These functions are informational only and do not currently integrate with Ready Pay.

Job Costing may need to be switched on for shift workers working across midnight and who are required to enter Start and Finish times and not just Total hours.

This is because the Job Costing screen accepts multiple rows of times per day to accommodate shift data.

For example, in Job Costing a user can enter 18:00 to 00:00 for part of the shift, nest day enter 00:00 to 02:00 for the remaining part of the shift.

Note: If Job Costing is switched on, automatic allocation to pay items no longer operates on the timesheet itself it only operates in the Job Costing screen.

If not entering times in the job costing screen, times will need to be manually allocated to pay items in the timesheet.

If Job Costing is switched on just for shift workers to enter timesheet data and actual job costing is not required.

Nothing needs to be configured for job costing other than selecting the timesheet and pay items that job costing should display.

Check completed timesheets:

Open the Timesheets menu
Select Worked Hours
Find the relevant date - when selected, the date will revert to the associated week-ending date.
The completed timesheet will display.

Escalated Timesheets

If timesheets have been escalated to a user for approval, these will be displayed on this page.
The timesheet approval process here is the same as it is in My Team | Team Timesheets.
If any of these timesheets are to be escalated to another approver, repeat the process described in Escalating Requests.

Export Approved Timesheets for Payroll Processing

This process is particularly for users with Ready Pay Lite.
It can be carried out by those with Ready Pay if preferred, however Ready Paydoes allow you to import directly to payroll using the Timesheets Import function in the payrun Wizard.

Continue with the following steps to export approved timesheets for payroll processing.
Typically, this process is completed by the Administrator or by Payroll.

Open the Timesheets menu
Select Payroll Export
The default company is displayed, along with All My Team in Employee.
This may be changed to All Staff or to specific employees.
Select the Start Date and Finish Date – the date range that contains the timesheets for processing.
Click Refresh to display all the associated timesheets within the date range.
Check that the timesheets displayed are the correct ones for exporting, then click Export to HR3:
Use the filter options to exclude or include entries, as appropriate. (See Admin Menu - Requests for information on filter options.)
When the list of entries is correct, click

Use the filter options to exclude or include entries, as appropriate. (See Admin Menu - Requests for information on filter options.)
When the list of entries is correct, click

Do not export any timesheets unless they have been checked and you are certain that they are correct. Once exported, the timesheets are assigned the status of 'Locked' and no further changes can be made to that timesheet Any changes required to locked timesheet data must be done in the Ready Pay payrun.

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