Set up Historical Timesheets

Introduction

Within your organisation, some employees might be required to submit detailed timesheets that outline their daily start and end times, as well as any breaks taken during their last working week. By adopting an online timesheet submission platform, your employees can submit their worked hours from anywhere. This information is then sent to their manager for immediate review and approval.

The historical timesheet functionality provides you with the capability to approve or reject employee timesheets which have been submitted daily or weekly, either in a batch or individually. Additionally, you can input timesheet data for an employee, edit existing entries, and remove records that are no longer necessary.

How to Prepare/Dependencies

Timesheet Enabling Services

• Require start/end times when entering timesheets - If you do not select this option, employees will have the ability to input the total hours worked per day instead of specifying the exact start and end times. However, if there are pay conditions or awards in place, it is recommended to mandate using start and end times.
• Require a work type when entering timesheets - If there are no work types configured within the business, this setting will be deactivated.
• Require a location when entering timesheets - This setting requires users to choose a location.
• Include all timesheet notes in the pay run - Any notes entered by both employees and admin users (assuming they are configured as visible) will be displayed in the earnings section of the pay run. If the 'Show line notes' option in the payslip settings is enabled, the notes from the timesheet will also be visible on the employee's pay slip.
• Notify employees when their timesheets are rejected - This action will trigger an email notification to the employee when a manager declines their timesheet.
• Managers can create timesheets for all employees that aren't enabled for timesheets
• Enable employees to select higher classifications - Only relevant where Awards/Employment Agreements are in use. If your business employs an award system and the associated employment agreements involve rankings, employees possess the capability to generate timesheets and opt for a classification or employment agreement that surpasses their designated classification. Opting out of this setting will result in employees being unable to choose a higher classification. 
  • Please keep the following points in mind:
    • Default is for this setting to be deactivated.
    • Even with this setting turned off, managers can still choose higher classifications when generating timesheets for employees.
• Automatically approve a timesheet that is identical to the rostered shift - Enabling this setting will allow the system to automatically grant approval to a timesheet that precisely aligns with a scheduled shift.
• Enable employees to include both paid and unpaid breaks in their timesheet - Only relevant to timesheets with start/end times.

Instructions

1. Log on to your Employment Hero HR platform.
2. Navigate to Business > Settings > Company Settings > Employment Settings.
3. Review and update the following fields where necessary:

Subscription Requirements/Functionality

Go back to Time and Attendance.