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Manage daily unit based timesheets

Updated

Available for the following plans: Essentials, Engage, Elite, Unlimited HR+Payroll
Available for the following Payroll plans: Standard, Premium
 

Within your organisation, you may have employees who need to submit a timesheet that lists out what units they have worked and the breaks they took over their last working week. By utilising an online timesheet submission platform, your employees can submit their units worked 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 HR Manager Timesheet feature allows you to approve or decline employee timesheets either in bulk or individually, and also submit an entry for one of your employees. You can also use this feature to edit a timesheet entry and delete a record if it is no longer required. To use this timesheet type, you need to create the work type within the payroll platform. To read further details on how to enable this feature, refer to the following guide.

Getting started

  Select the payroll platform you have integrated with for the relevant instructions.

EH Payroll classic KeyPay
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.

Submitting daily units for my employee

Important

When you submit a timesheet for an employee, the platform will automatically approve the timesheet.

  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Click the Add New Timesheet button.
    Timesheet_1.jpg 
  4. Select the Employee that needs a timesheet added.
  5. In the Work Types field select the Units of Work option.
  6. Complete the following fields:
    • Date.
    • Unit of work.
    • Cost centre.
    • Add a comment.
  7. Click the Save button.
    Timesheet_2.jpg 
Approve timesheets
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Use the Tick box to select each timesheet that needs approval.
  4. Click the Approve Selected button.
    Timesheet_3.jpg 
Decline timesheets
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Use the tick box to select each timesheet that needs declining.
  4. Click the Declined Selected button.
    Timesheet_4.jpg 
  5. Type in a reason for declining the timesheet.
  6. Click the Decline button.
    Timesheet_5.jpg 

Maintain

  Select the payroll platform you have integrated with for the relevant instructions.

EH Payroll classic KeyPay
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.

Filter timesheets
  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. In the Timesheets Approval section, use the following fields to filter your employee timesheet requests:
    • Date range.
    • Employee.
    • Cost centre.
    • Work type
    • Group by
    • Status:
      • Pending timesheets.
      • Approved timesheets.
      • Declined timesheets.
      • All.
  4. Click the Run Report button.
    timesheet_6.jpg 
View submitted timesheets

Important

The ability to view a timesheet is only available if payroll has processed the timesheet in a pay run. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in this article's section: Definitions: Symbols.

  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.

  3. Click the View Details button.
    Timesheet_9.jpg

    Helpful Hint

    You will now see the details of the timesheet on your screen.

    Timesheet_10.jpg 

Edit my employees timesheet

Important

The ability to edit a timesheet is only available if payroll has not processed the timesheet in a pay run. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in this article's section: Definitions: Symbols.

  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Click the Action button.
  4. Click the Edit button.
    Timesheet_7.jpg 
  5. Make the required changes and click the Save button.
    Timesheet_8.jpg 
Delete my employees timesheet

Important

The ability to delete a timesheet is only available if payroll has not processed the timesheet in a pay run. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in this article's section: Definitions: Symbols.

  1. Click the  Time menu.
  2. Click the Timesheets Management submenu.
  3. Click the Action button.
  4. Click the Delete button.
    Timesheet_11.jpg 
  5. Click the OK button.
    Timesheet_12.jpg 

Further information

  Select the payroll platform you integrated with for the relevant instructions.

EH Payroll KeyPay
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.

Definitions: Timesheet status
Pending A manager needs to approve the timesheet.
Approved A manager has approved the timesheet.
Declined A manager has rejected the timesheet.
Definitions: Clock messages
Created at Provides a timestamp of the timesheet creation date
Synced at Provides a timestamp of when the timesheet tried to sync with your EH Payroll classic platform.
Sync successful Determines whether the synchronisation of the timesheet between your Employment Hero platform and Payroll classic platform has been successful.
Edited at Provides a timestamp of the last edit done to the timesheet after a previous EH Payroll classic platform synchronisation attempt.
Definitions: Symbols
Icon Name  Description
Blue clock Used for approved, pending, or declined timesheets that have not synchronised with your EH payroll platform.
Green clock Used for approved timesheets that have synchronised with your EH Payroll classic platform.
Red clock Used for approved timesheets that have not synchronised with your EH Payroll classic platform.
Orange clock Used for pending, approved, or declined timesheets that have had changes made to them after being synchronised with your EH Payroll classic platform.
Message This means the employer has left a note regarding this timesheet

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