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Payroll platform: Timesheet settings

Jimmy
Updated

Overview

Within your organisation, you may have employees who need to submit a timesheet that lists out what hours they worked and the breaks they took over their last working week. By utilising an online timesheet submission system, your employees can submit their hours wherever they are, be it in the office or the field, with this information sent through to their manager to review and approve on the spot.

The Timesheet Settings feature enables you to customise your payroll timesheet feature, for example, 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 platform if you do not want to use an external timesheet provider within your payroll platform.

Important

The Timesheet Settings feature only works when an employee uses the payroll platforms Employee or Admin Portal, WorkZone or Clock Me In apps to submit their time worked and therefore, does not flow through to your HR platform. What this means is for any employee timesheets submitted via the HR platform, the settings you select using this feature will not apply to their timesheet submissions.

Availability

Payroll Plan:   Standard   Premium

Getting started

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

Enable timesheet module
  1. Log into your Employment Hero Payroll 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 premise will walk you through how to edit your organisation's timesheet setting and/or disable timesheet integrations within your payroll platform.

Disable timesheet module
  1. Log into your Employment Hero Payroll 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 Employment Hero Payroll platform.
  2. Click the   Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the   Timesheet button.
  5. Select the following configurations 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 aren't enabled for timesheets.
    • Enable employees to select higher classifications. 
    • Automatically approve a timesheet that is identical to the rostered shift.

    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.
    Setting_4.jpg

Further information

Definitions: Timesheet settings
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's 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 in 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 aren't 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 portal setting Allow Employees to Select a Higher Classification when Clocking In, then your employees can still select a higher classification when clocking in using WorkZone. However, if employees are manually creating timesheets via WorkZone, they cannot select a higher classification.
  • If you disable this setting but have enabled the CMI setting Allow Employees to Select a Higher Classification when Clocking On, then your employees can select a higher classification when clocking in using the Clock Me In app.
Automatically approve a timesheet that is identical to the rostered shift.

This setting will enable the system 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

Author recommended

So you have now setup your payroll timesheet settings and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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