We have introduced a unified UI experience for our timesheet settings. This mission control for timesheet settings allows you to control and configure every core component of your timesheet settings easily from one place. You can define rules for timesheets, clocking, including rounding, standard work hours, and approval processes .The new format supports total hours, start and end time submissions and units on both a daily and weekly format.
Getting Started: Timesheet Settings
- Log in to Employment Hero.
- Navigate to Settings and select Timesheets under the Time and Attendance list.
- Here you have 3 menu columns: Configure Employee time tracking, Configure timesheet fields, and Configure timesheet settings.
Configure Employee time tracking
- Select the Configure Employee time tracking column.
- From here you can configure which employees need to submit timesheets and their recording methods.
- Select an employee.
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Go to the corresponding column to change Timesheet Submission Type:
Submit timesheets manually - This toggle controls who can submit and edit timesheets. When enabled employees can create, edit and delete timesheets
Clock via EH Work app - This toggle controls who can clock into shifts (scheduled and unscheduled). When enabled the clock in and clock out widget will appear on the dashboard screen.
Note: Employees will need version 2.81.1 of the EH Work App or later to use these settings. - Other ways for Employees to clock in such as Positions are switched on and off under the Configure Timesheet fields column.
Configure timesheet fields
- Select the Configure Timesheet fields column.
- From here you can configure timesheet submission elements: Cost centres, Work sites, Positions, Total hours/units, Start and end time, Break times, Work type, Shift conditions, Classification and Comments.
- Each can be set for Employees submitting their own timesheets or Managers submitting on behalf of employees.
- Then set with the toggle if each is on or off.
- This will also automatically calculate for you the settings that are mutually exclusive. It allows for swapping over from cost centres to work sites in one place. To set up your work sites, go back to the main Time and Attendance menu and select Work Sites.
- Once you are happy, click Save.
- Go back to the main menu to Time, then Timesheets and Add a new Timesheet. Instructions here.
- Your updates will be reflected in your new timesheets on web and mobile.
Configure timesheet settings
- Select the Configure timesheet settings column.
- This is where you go now to activate or disable the following: Overnight timesheets, Automatically approve timesheets, Prevent future timesheet submissions, Leave to timesheets, Round Timesheets.
- Enabling Round Timesheet setting will disable Clock in with shift details setting & Time clock rounding setting. The options for rounding are Don't round, Round up to nearest, Round down to nearest, Round to nearest.
- Selecting Don't round will disable Rounding. Selecting any of the other options activates those rounding options. The rounding options include:
- Round clock in time
- Round clock out time
- Round break duration
- Select the type of rounding, then use the dropdown to allocate an amount of time to the rounding rule.
Further information
The Shift Rounding section is where you can set in place rounding rules that will apply to any timesheet, no matter how you create the entry:
- Your employee could be clocking in and out via Clock Me In; or
- Your employee could be logging into the Employee Self Service Portal to create and submit their timesheets; or
- The payroll administrator or employee manager could be creating timesheets for the employee.
You will notice that there are rounding settings available for both the shift start/end and break start/end. Both fields have identical settings that consist of the following options:
- Do not Round: No rounding applies.
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Round Up: To round up to the nearest x minutes. For example, any timesheet created with a start time between:
- 9.01am to 9.14am: Start time adjusts to 9.15am.
- 9.16am to 9.29am: Start time adjusts to 9.30am.
- 9.31am to 9.44am: Start time adjusts to 9.45am.
- 9.46am to 9.59am: Start time adjusts to 10.00am.
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Round Down: To round down to the nearest x minutes. Using the example setting below, this would result in any timesheet created with a start time between:
- 9.01am to 9.09am: Start time adjusts to 9.00am.
- 9.11am to 9.19am: Start time adjusts to 9.10am.
- 9.21am to 9.29am: Start time adjusts to 9.20am.
- 9.31am to 9.39am: Start time adjusts to 9.30am.
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Round to the nearest:
- Add the minute to which you wish the start time to adjust to:
E.g., if you enter 15 and the employee clocks on at 9:07am, a start time of 9:15am will be entered.
- Add the minute to which you wish the start time to adjust to:
This section offers you the option to adjust the start and end times of a timesheet created via clock in/out, to match the rostered shift/end time. If you do not use the rostering feature then this section is not relevant to you.
If you choose to round up, then any clock-on times within the threshold period entered will be rounded up/forward to the rostered shift time and you will reduce the employee's actual time worked. The opposite is the case with finish times, rounding up adds to the employee's actual time worked.
If you set your start time to round down, then any clock on times within the threshold period entered will round down/backward to the rostered shift time and you will be increasing the employee's actual time worked. The opposite is the case with finish times; rounding down reduces the employee's actual worked time. Here are some examples that explain:
If an employee's rostered shift was set to start at 8.30am:
- If you choose to round up within 30 minutes; this setting will result in any clock in event between 8am and 8.29am on that day to have an adjusted timesheet start time of 8.30am.
- If you choose to round down within 30 minutes, this setting will result in any clock in event between 8.31am and 9am on that day to have an adjusted timesheet start time of 8.30am.
If an employee's rostered shift was set to end at 4.30pm:
- If you choose to round up within 30 minutes, this setting will result in any clock-out event between 4pm and 4.29pm on that day to have an adjusted timesheet end time of 4.30pm.
- If you choose to round down within 30 minutes, this setting would result in any clock-out event between 4.31pm and 5pm on that day to have an adjusted timesheet end time of 4.30pm
When you create a timesheet via the employee portal or via the Timesheet Management page, you can use approved leave requests to generate a timesheet. When you create timesheets in this manner, they will not be subject to the timesheet rounding rules. The reason for this is part of the process of generating the timesheet requires the user to add a start and finish time for the leave days and as it is not time worked it should not be subject to any rounding.