Enter Timesheets for Payroll

Outline

• Getting Started with Timesheet Entry: This article guides you through the "Enter Timesheets" screen, the starting point for any pay run. Learn how to select the correct pay group and begin entering pay data for your employees.
• Adding Standard Hours and Leave: This section covers the two main types of manual entry: adding a standard timesheet line for hours worked and adding various types of leave, such as annual or sick leave.
• Editing, Deleting, and Copying Entries: Learn the basic functions for managing your timesheet lines, including how to quickly edit an existing entry, delete one that was made in error, or copy a line to speed up data entry.
• Importing Timesheets from a Spreadsheet: For processing many entries at once, discover how to use the "Import" function. This blurb explains how to format your spreadsheet and use the import tool to bulk-upload timesheet data.
• Quick Import Options (Time Portal & Copy Previous) Explore two time-saving features: a one-click import for users of the Time Portal module, and the "Copy Previous" button, which copies all entries from the last pay period, ideal for employees with consistent work patterns.

To enter timesheets for your employees, go to Updated Payroll > Enter Timesheets.

Choose the correct pay group and click Next. If the period end date is incorrect, contact Support.

In the Timesheet Entry screen, there are nine buttons on the banner:

1. Add - for adding timesheets.
2. Add leave - for adding leave such as annual leave, sick leave and public holidays.
3. Edit - to edit an entry.
4. Delete - to delete an entry.
5. Copy - to copy a selected entry.
6. Import - to import in a spreadsheet.
7. Import from TP - to import from Time Portal.
8. Copy Previous - to copy all the entries from the previous pay period.
9. History - still under development.

Add (a timesheet)

To add a timesheet entry for your employee, click + Add. Enter the:

1. Date – this can be the date they did this work or the period end date.
2. Employee.
3. If applicable, Job Number, Resource Code and/or Operation Code.
4. Hours worked.
5. Pressed Enter.

The hours entered against a job number will be posted to that job later in the process.

The Resource Code dictates which general ledger account the hours are posted to.

The Operation Code specifies what work the employee was doing. 

On a fresh line, add the period end date and how many days the employee is getting paid for. This number is used to calculate the daily rate for sick leave etc. 

Add leave

To add a leave entry for your employee, click + Add leave.

Choose your employee and the type of leave they are taking.

Enter the from and to date.

Adding an annual leave entry

For an annual leave entry, the system will choose the higher of ordinary weekly pay vs average weekly earnings in line with legislation. Where ordinary weekly pay is not available, the system will use the last 4 weeks’ earnings to compare with the last 52 weeks' earnings.

Adding a sick leave and public holiday entry

For a sick leave and public holiday entry, the system will use the average daily pay. If you need to override this figure, simply put in the daily pay figure and click Save.

Consecutive leave entries

If a leave entry is consecutive, e.g. starts on a Friday and ends on a Monday, you can enter it as one entry. The system automatically accounts for weekends, but you can override the Days Holiday if the auto populated number is incorrect.

 

Edit (an entry)

To edit a timesheet entry, you can double click on the relevant line, make your changes and hit Enter.

Or you can select the timesheet entry, click Edit, and then make your changes and hit Enter. 

Delete (an entry)

To delete a timesheet entry, select the relevant line and click Delete.

Copy (an entry)

To copy a timesheet entry, select the relevant entry and then click Copy.

Make your changes and hit Enter.

Import (timesheets)

To import timesheets, make sure the column names in the spreadsheet are the same as those on screen.

Click Import.

Either drag and drop your file in, or click Select and choose your file.

Click Show Import Data > Validate and Import. 

Note: If there are errors, make changes to the spreadsheet and then re-import. 

Import from TP

If you have been set up for Time Portal, simply click Import from TP to import in the timesheets. 

Copy Previous

Clicking Copy Previous will copy you all the timesheet entries from the last pay period, including the original dates. 

Double click to make changes where needed and then hit Enter.