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Configure timesheet settings on payroll classic

Updated

Available for the following Payroll plans: Standard, Premium, Core Payroll, Unlimited+Payroll
Available for the following user access levels: Admin

The Timesheet Settings feature enables you to customise your Payroll timesheet feature, such as by setting up the requirement for employees to enter a work type and/or location when they submit a timesheet. You can also use this feature to turn off timesheet integrations within your Payroll classic platform if you do not want to use an external timesheet provider within your Payroll classic platform.

Important

The Timesheet Settings feature only functions when employees submit their work times using the Payroll classic platform's tools: Employee Portal, Admin Portal, Employment Hero Work app (downloadable for iPad users on Apple's App Store). None of the submission data flows through to your HR classic platform.

Consequently, any timesheets submitted by employees via the HR classic platform will not be affected by the Timesheet Settings you've configured in the payroll classic platform. The two systems operate independently for timesheet submissions.

Getting started

The below premise will walk you through how to enable timesheet integrations.

Enable timesheet module
  1. Log into your Payroll classic platform. 
  2. Click the   Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the   Timesheet button.
  5. Click the Enable button.
    Setting_1.jpg 

Maintain

The below accordion will walk you through how to edit your organisation's timesheet setting and/or disable timesheet integrations within your Payroll classic platform.

Disable timesheet module
  1. Log into your Payroll classic platform. 
  2. Click the   Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the   Timesheet button.
  5. Click the Disable button.
    Setting_2.jpg 
  6. Click the Disable button. 
    Setting_3.jpg 
Edit timesheet settings
  1. Log into your Payroll classic platform. 
  2. Click the   Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the   Timesheet button.

  5. Select the following configuration options:

    • Require start/end times when entering timesheets
    • Require a work type when entering timesheets
    • Require a location when entering timesheets
    • Include all timesheet notes in the pay run
    • Notify employees when their timesheets are rejected
    • Managers can create timesheets for all employees that are not enabled for timesheets
    • Enable employees to select higher classifications
    • Automatically approve a timesheet that is identical to the rostered shift
    • Enable employees to include both paid and unpaid breaks in their timesheet (only relevant to timesheets with start/end times).

    Important

    The platform will only automatically match timesheets that exactly match the roster regarding work types, locations, dates, start and end times, break start and end times, and classifications. To read further information on this setting, refer to the following FAQ. 

  6. Click the Save button.
    timesheet settings page, choose your settings then click the save button 

Further information

Definitions: Timesheet settings

The table below lists each timesheet setting and describes what it does when selected.

Require start/end times when entering timesheets. Selecting this option means that employees can only create timesheets by entering start and finish times. If you do not select this setting, employees can choose between entering hours only or start/finish times when creating a timesheet. If your business has installed an award or using pay conditions, we strongly suggest you select this setting to ensure the correct timesheet interpretation.
Require a work type when entering timesheets. We will disable this setting if you have not set up any work types on your platform.
Require a location when entering timesheets. This setting forces users to select a location.
Include all timesheet notes in the pay run. Any notes added by employees and admin users (that are set to visible) will appear in the earnings lines within the pay run. If you have selected the pay slip setting Show line notes, then the timesheet notes will also appear on the employee's pay slip.
Notify employees when their timesheets are rejected. Enabling this setting will cause an email notification to go out to the employee upon a manager rejecting their timesheet.
Managers can create timesheets for all employees that are not enabled for timesheets. Enabling this setting means that even if you have set the timesheet setting within the employee file to Do Not Use Timesheets, managers will still be able to create timesheets for them if required.
Enable employees to select higher classifications.

If your business has an award installed and the employment agreements associated with the award include rankings, employees can create timesheets and select a classification/employment agreement higher than the classification/employment agreement you assigned to them. Deselecting this setting means that employees cannot select a higher classification.

Please note the following information:

  • We automatically disabled this setting for new businesses created from 20 February 2020.
  • Disabling this setting still allows managers to select higher classifications when creating timesheets on behalf of employees.
  • If you disable this setting but you have enabled the employee platform setting Allow Employees to Select a Higher Classification when Clocking In, then your employees can still select a higher classification when clocking in using Employment Hero Work. However, if employees are manually creating timesheets via Employment Hero Work, they cannot select a higher classification.
Automatically approve a timesheet that is identical to the rostered shift. This setting will enable the platform to approve automatically a timesheet that exactly matches a rostered shift. To read further information on this setting, refer to the following FAQ

Watch the training video

timesheets.png

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