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Understand timesheet and rostering costs

Loren Mathewson
Updated
EH Content Team

Open Beta feature
Available for the following plans: Employment Plus, Employment Unlimited
Available for the following user access levels: Employee, Manager, Admin

For HR organisations connected to the payroll platform, managers can now view detailed shift and timesheet costs directly in the HR platform. The full cost is displayed, including penalty rates, overtime rates and other payroll conditions. This integration enhances admins' visibility of costs before timesheet approval and supports more accurate cost reporting.

Note: To view both rostering shift costs and timesheet costs, enable the AIO Roster Award Costing and AIO Timesheet Award Costing Beta features. For instructions on enabling a beta feature, refer to this article.

Timesheets

The Timesheet Cost feature has been added to both Timesheet Management module and Timesheet reporting. This will help admins review timesheets with greater visibility into the cost before they approve them, streamlining financial tracking and providing more transparency in timesheet management.

Note:  Timesheet costs will only automatically sync for new timesheets. Existing timesheets will not be updated unless they are edited.

Timesheet costs in Timesheet Management
  1. Select the Time menu.
  2. Select the Timesheets Management submenu.
  3. Scroll down to the list of timesheets or use the filters to find a specific timesheet.
  4. Click the Show cost checkbox next to the Approve and Decline buttons. This will automatically fill in the Cost column for each timesheet.
  5. You can hover each timesheet's cost to see a breakdown including:
    • Time
    • Name
    • Rate
      Timesheet costs (1).jpg
  6. Continue to Approve or Decline the spreadsheet as normal. To learn how to Approve or Decline Timesheets, see this article.
  7. To see when a Timesheet's cost was synced, hover over the information tooltip in the Info column.
Timesheet costs in Timesheet Reporting
  1. Log into your Employment Hero platform.
  2. Click the   Reports menu.
  3. Click the Time button.
  4. Click Timesheet Report.
  5. Scroll down to the list of timesheets or use the filter to find a specific timesheet.
  6. You can hover each timesheet's cost to see a breakdown including:
    • Time
    • Name
    • Rate
      Timesheet report.jpg
  7. To see when a Timesheet's cost was synced, hover over the information tooltip in the Info column.
Custom security settings

By default, admins can view shift and timesheet costs for all employees, while managers cannot access this information.

To allow a manager to view timesheet costs for their reporting employees, you must create a custom security setting and enable the Rostering Shift & Timesheet Costs permission. Learn how to make a custom security group in this article.

Note: Granting managers access to Timesheets for all employees will allow them to view timesheet costs for all employees.

To create a custom security group for Rostering Management and Rostering Shift & TImesheet Costs, follow the process below:

  1. Click the Settings menu.
  2. Under General Settings, click the Custom Security Settings submenu.
  3. Click the New Security Group button.
    screenshot of the custom security settings page, highlighting the new security group button
  4. Complete the following fields:
    • Group name.
    • Description.
    • Set permissions for - Determine if you wish to enable functionality for all employees, specific individuals or teams. 
  5. Click the Employees tab.
  6. Scroll down to the Rostering Management and Rostering Shift & Timesheet Costs lines.
  7. Add the following permissions:
    • Under Rostering Management, click the View checkbox.
    • Under Rostering Shift & Timesheet Costs, click the View checkbox.
      Custom security settings
  8. Click Create.

Rosters

When a shift is created and saved in either the HR or payroll platform, the HR platform will take around 15-30 seconds to calculate its cost.

Shift costs in Rostering

To see a shift's cost in the HR platform:

  1. Click the Time menu.
  2. Click Rostering Management.
  3. Use the filters to find a specific shift.
  4. The shift's cost will show in purple text within the shift.
    Roster management.jpg
  5. Click on the cost amount to open up a breakdown of the shift's cost.
  6. The breakdown includes costs in addition to the employee's standard pay, including award-related costs like penalty rates and overtime.
    Roster cost breakdown.jpg

Tags and classifications

To ensure accurate award costing for shifts, we have integrated key features —such as Tags, Classifications, and Shift Conditions—into the HR platform. Employees and managers can assign these in the payroll platform but they will be used to correctly apply award rules and generate precise award-costed values for shifts in the HR platform.

Where tags and classifications are used
Feature Classifications Shift conditions Tags
HR Settings

 ✅

  ✅

 ✅
Employee files

 ✅

    ✅
Onboarding flow

 ✅

    ✅
Rostering management

 ✅

  ✅  
Employment Hero - My Timesheets

 

  ✅  
Employment Hero - Timesheet Management

 ✅

  ✅  
Employment Hero Work - My Timesheets

 

  ✅  
Employment Hero Work - Timesheet Management

 ✅

  ✅  
Employment Hero Work - Clock In/Out

 

  ✅  
Hero Time Clock - Clock In/Out

 

  ✅  
Manage classifications

Classifications help ensure employees are paid correctly based on their role and shift. Here’s what you need to know about managing classifications:

Who Can Edit Classifications?

Only Managers and Admins have permission to edit or input classifications.

Where Can Classifications Be Applied?

Classifications can be assigned:

  • During the employee onboarding process.
  • In the employee’s profile.
  • Directly onto a shift.

How Do Classifications Work?

  • Classifications are synced from the Payroll system.
  • For award costing to function correctly, a shift's classification must match or be of a lower rank than the classification set in the employee’s profile.
Manage shift conditions

Shift Conditions are applied directly to shifts, enabling further customization and ensuring compliance with award rules.

  • Who Can Assign Shift Conditions? Both Admins and Employees.
  • Syncing from Payroll: Shift Conditions are synced from the Payroll system.
  • Field Update: Previously part of the "Work Type" field, Shift Conditions are now a separate field, allowing users to select multiple conditions for a single shift.
Manage tags
Tags are applied to an employee’s profile during onboarding or in their employee file. They are synced from the Payroll system and linked to rule conditions to support accurate award costing.

Further information

If you are looking for further ideas, try our community.

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