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Enable timesheets for salaried employees

Updated

Available for the following plans: Lite, Plus, Unlimited HR, Essentials, Engage, Elite, Unlimited HR+Payroll
Available for the following HR plans: Standard, Premium, Platinum
Available for the following Payroll plan: Premium
Available for the following user access levels: Admin

From the 1st March 2020, there will be new obligations on employers paying annual salaries under 22 modern awards. It requires organisations to keep records of the start times, finish times, and unpaid break times for each employee paid an annual salary.

Employment Hero allows salaried employees to submit timesheets; either through the HR classic platform or the mobile application. This allows payroll administrators to keep a record of the employee’s start ‌and finish times and any unpaid break times.

What you need to do

There are five steps that an administrator needs to complete to enable timesheets for salaried employees. An administrator needs to complete these actions on both the Employment Hero HR and Payroll platforms. These steps are:

Step 1: Setting the timesheet type

The HR classic platform allows you to set the frequency at which your employees will submit their timesheets. This gives you the freedom to choose a timesheet submission platform that best suits your organisational needs. The steps on how to undertake this are:

  1. Log into Employment Hero.
  2. Click the Settings option on the left-hand side menu.
  3. Under Time and Attendance, click Timesheets.
  4. Select the required timesheet type under Timesheet Entry.
  5. Click the Save button.
Step 2: Updating your employees file

Once you have selected the timesheet type, you need to update the pay details for your salaried employees. This will enable your employees to submit timesheets whilst still being paid their normal working hours per week. The steps on how to undertake this are:

  1. Click the People menu.
  2. Click the People list option on the left-hand side menu.
  3. Select the employee that needs timesheets enabled, ‌and click Pay Details.
  4. At the Work Hours option, click on the pencil icon to edit. 
  5. Click the Standard Daily Hours tab.
  6. Complete the Ordinary work day field.
  7. Click the Save button.
  8. At the Pay Run Details option, click on the pencil icon to edit. 
  9. Select the Pay Employees their Normal Working Hours by Default tick box.
  10. Select the Synchronise with Payroll tick box.
  11. Select Use Timesheets for Exceptions Only from the timesheet type drop-down.
  12. Select the relevant work types.
  13. Click on the Save button.
Step 3: Uploading approved timesheets

Once your employees submit timesheets for their hours worked, the HR classic platform will email a notification to their primary manager, notifying them they now have timesheets to approve. Upon approving timesheets, an administrator will need to upload this information to the payroll platform. The steps on how to undertake this are:

  1. Click the Time option.
  2. Click on Timesheets Management option.
  3. Under Timesheet Approvals, select the desired filtering options and click the Run Report button.
  4. Click the Upload All button.
    Timesheet_4.jpg
  5. Click the OK button.
    Timesheet_5.jpg
Step 4: Creating a rule set

You can pay a salaried employee in the same pay run as a non-salaried employee, however you will first need to create a rule set. A rule set prevents timesheets from a salaried employee being applied in a pay run and will instead cause the platform to default to just paying the employee their normal working hours per week. The steps on how to undertake this are:

  1. Log into Employment Hero Payroll.
  2. Click the Business option on the left-hand side menu.
  3. Click the Payroll Settings submenu.
  4. Click the Rule Sets button.
  5. Click on the Add button.

    dd a rule set - click the green add button
  6. Complete the following fields:
    • Name.
    • Description.
    • Rule set period.
    • Shift consolidation.
  7. Click on the Save button.
    add details of rule set then click save.png

    Helpful Hint

    Your created rule set will appear on the screen, allowing you to define its rules.

  8. Click on the Create Rules button.
    Click on create rules
  9. Click on the Add a rule button.
    Click on add a rule
  10. Complete the following fields:
    • Name.
    • When:
      • Select Time worked from the drop-down.
      • Select In shift period from the drop-down.
      • Select Is greater than from the drop-down.
      • Enter 0hrs (zero hours) in the text box.
    • Then:
      • Select Apply pay category from the drop-down.
      • Select None from the drop-down.
  11. Click on the Save button.
    Click on add a rule then click save
  12. Click the Activate Draft Rules button.
    lick on activate draft rules
Step 5: Assigning the rule-set to salaried employees

Once you have created a rule set, you need to assign it to the relevant employees. The steps on how to undertake this are:

  1. Click on the Employee menu.
  2. Click on the List submenu.
  3. Click on the Employee's Name, which needs a rule set added.
  4. Click the Pay Run Defaults option.
  5. Select the rule set in the Pay Conditions Rule Set field.
    choose the pay condition rule set from the drop-down menu
  6. Click the Save button at the bottom of the screen.

Further information

Enable an employee’s salary to populate as multiple daily entries

You have the option to enable an employee’s salary to populate as multiple daily entries instead of a singular entry for the full pay period. You will be able to configure this within their advanced standard work hours for an employee by following these steps:

  1. Navigate to the employee's file and go to the Pay Run Defaults page.
  2. Select the Advanced option. This will allow you to enter the employee’s standard working hours for each day of the week.

    Employee_Advanced_Standard_Work_Hours_–_Your_Payroll__AU_ (1).png
  3. You have the option to enter the employee’s start and stop times, including their expected breaks, or simply the total number of work hours per day. If the employee works different hours every other week, click on the Add a second week option and provide the relevant details.

    Employee_Advanced_Standard_Work_Hours_–_Your_Payroll__AU_.png
  4. Once you have entered the standard hours, click the Close button on the dialogue. You will see the details you entered listed on the Pay Run Defaults page.
  5. Finally, click the Save button at the bottom of the page to save your changes.

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