Timesheets for salaried employees via the payroll and HR platforms

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 platform or the mobile application. This allows payroll administrators to keep a record of the employee’s start time and finish times and any unpaid break times.


HR Plan:   Free   Standard   Premium   Platinum
Payroll Plan:   Standard   Premium
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

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 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 system that best suits your organisational needs. The steps on how to undertake this are:

  1. Log into Employment Hero.
  2. Click the General Settings menu.
  3. Click the Company Settings submenu.
  4. Click the Employment Settings tab.
  5. Select the required timesheet type.
  6. 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 Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs timesheets enabled added and click Pay Details.
  4. Click the Work Hours tab.
  5. Click the Standard Daily Hours button.
  6. Complete the following fields:
    • Normal working hours per week.
    • Ordinary work day.
  7. Click the Save button.
  8. Click the Pay Run Details tab.
  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 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 Timesheet menu.
  2. Click the Management submenu.
  3. Select the desired filtering options and click the Run Report button.
  4. Click the Upload All button.
  5. Click the OK button.
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 Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Rule Sets button.
  5. Click on the Add button.
  6. Complete the following fields:
    • Name.
    • Description.
    • Rule set period.
    • Shift consolidation.
  7. Click on the Save button.

    Helpful Hint

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

  8. Click on the Create Rules button.
  9. Click on the Add a rule button.
  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.
  12. Click the Activate Draft Rules button.
Step 5: Assigning the rule set to salaried employees

Once you have created a rule set, you need to assign it to the relevent 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, who needs a rule set added.
  4. Click the Pay Run Defaults tab.
  5. Select the rule set in the Pay Condition Rule Set field.
  6. Click the Save button.

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