Manage Employee Timesheets
Employee Timesheet Management
Time Management allows you to review employees' timesheets and related history based on specific pay periods. This information helps ensure that timesheet punches are accurate and up-to-date.
To access your employees' timesheets, go to My Team and select Time Management. Then, select the Attendance category and the Timesheets tab.
If attestation is enabled, the timesheet displays an attestation status indicating whether an employee accepted or denied the attestation upon submission of the timesheet:
- Not Yet Submitted – Indicates the timesheet is in an Open status.
- Agreed or Disagreed – Indicates the timesheet is in a Submitted status, based on employee selection.
- NA – Applies only when the administrator has selected the following setting for the employee access group (Access > Advanced > Timesheet > select access group > Timesheet tab > Timesheet Submission section): Only Include the Timesheet Submission Message When Break/Meal Premiums Exists in the Timesheet.
The Summary section appears first by default. If the Access tab appears in the navigation menu, you can move the Summary section below the Detail section for desired access groups (Access > Advanced > Timesheet > Timesheet Preferences section). Also, when you expand or collapse a section, that section remains expanded or collapsed each time you access the window until you change the setting.
The Summary section shows up to five tables:
- Adjustment – Shows any adjusted hours from prior pay periods that apply to the current pay period. Shows the pay codes, hours, earnings, deductions, and work period for the adjustment.
- Pay Matrix – Shows the pay code, pay ID, hours, rate, and pay amount. Select the button to the right above the table to view the Pay Matrix Detail Summary, which includes any pay matrix calculations.
- Weekly Summary – Provides a weekly breakdown of all paid hours during the weeks that are contained within the pay period, even if the employee is in a bi-weekly or semi-monthly pay period.
- Accrual – Displays an employee's accrued and used hours for vacation or paid time off (PTO).
- Point System – Shows any points that have been added for infractions (if your company uses the Point System Module). For example, one-quarter of a point may be added for a tardy or a point may be added for an unexcused absence. If they deem it necessary, supervisors, managers, and administrators can override these points.
This section is configured on the Preference window (Preferences > Preference > Timesheet Setup section).
To identify which summaries appear for an employee, make your selections in the Timesheet Preference section of the Advanced tab (Access > Advanced > Timesheet > Timesheet Preference).
In the Timesheet Detail section, the Action Bar includes Save, Add, Delete, Cancel, Columns, Multi Add, Insert/Repost, Approve, and Print. You can review regular, overtime, and total hours, earnings and deductions, regular and overtime pay by pay code.
In the Time Distribution section, the Action Bar includes Add, Save, Delete, Cancel, Reset, and Populate.
View Attendance and Schedules with Date Filters
Date filters allow you to quickly review schedules and attendance by pay period or a specific date range.
Pages that allow you to use date filters contain a Display or Date Selection drop-down list. The Timesheet Detail section displays information for the selected date.
Employees and supervisors can use the date filter to view time on the Timesheet page. Supervisors and administrators will see many more pages with the date filter. These pages include the Summary and Timesheet pages in the Attendance menu and the Summary page in the Scheduler menu.
- From the Date Selection field, select Current Pay Period, Last Pay Period, or Next Pay Period.
- To filter by a specific pay period, select User Defined Pay Period. Use the calendar icon to select the dates, and then select Search.
- If applicable, select This Week (View Only) or Last Week (View Only) to view information for this week or last week. This filter is helpful if your pay periods span more than one week and you want to view one week at a time.
If applicable, select User Defined Date Range (View Only) to
view information by a specific date range. Enter the date range, and then select
Note Information is view only when you filter by week or defined date range. If you need to make edits, filter the data by pay period.
Search for an Employee from the Timesheets Page
You can quickly view employee timesheets in succession and search for an employee. Use the arrow (> or <) to display or hide the employee list.
- In the employee list, select Previous Employee or Next Employee to find the employee name in the list. The selected employee's timesheet appears.
Save any changes before returning to the current timesheet.
To search for an employee, enter the employee's name or ID (depending on the search criteria) and then select Search. The employee's timesheet displays and the employee's name is highlighted in the list.
You can also filter the list by supervisor using the Supervisor field.
Search for an Employee from the Attendance Summary Page
The Attendance Summary page provides an easier interface for managers to edit and approve timesheets.
- Select the pay cycle and the pay period, or date range.
- Select any group or filter option.
- Select either Employee Search or Employee Filter.
- Enter the employee's name, or first few letters, or ID.
The Employee Filter returns any employee record that has the specific characters in the first name, last name, or even ID. The Employee Search does not limit the number of records displayed, but the first applicable record is highlighted with a bold font.
Time-off Alert Link on the Timesheets Page
In the Timesheet Detail section, supervisors can select the time-off alert link to manage an employee's time-off requests quickly.
The time-off alert link only appears when there are pending time-off requests during the pay period being viewed. The pending time-off requests can be approved without approving the timesheet.
The link takes supervisors to the Manage Time-Off Requests page where they can act upon the filtered pending request.
Time-off Alerts on the Attendance Summary Page
On the Attendance Summary page (Attendance > Summary), the timesheet grid includes an Alerts column to notify you of pending time off requests.
The Alert icon indicates an employee has unapproved time off for the specific pay period. A dash indicates there are no pending, canceled pending, or modified pending requests.
Go to the Manage Time-Off Requests page to approve or deny the request before approving the timesheet.
Select and Reorder Timesheet Columns
You can select and reorder the columns that appear on a timesheet.
The timesheet page is self-contained and scrollable. For ease of use, the first two columns are locked:
- Work Date vs. Punch Date
From the Timesheet Detail section, select the
Columns button. The Timesheet Column Setup
- Select the columns from the Available Items list.
- Use the right arrows to move the selected columns to the Selected Items list.
- Select OK.
Set Group Filters for Employees
If your company has enabled the Group Filtering feature, you can set group filters for employees.
- On the timesheet under the Things I Can Do section, select the Select Employee Group Filters link. The Set Group Filters Option window appears.
- Select a group from the drop-down list.
- Select the filter options from the left and use the right arrow to move them to the right. Only those values for the selected access group are available for selection. If a new value is added to an employee’s access group, it is available for inclusion into the filter but is not automatically added.
- Select Save.
Add Non-Worked Time to an Employee Timesheet
Supervisors can enter time directly to employee timesheets and add non-worked hours, such as vacation or sick time.
- From the Summary page, select the Pay
Cycle from the drop-down list. Pay cycles are defined by your company's pay
policies.Note If you prefer to use the Timesheets page, navigate to Attendance > Timesheets and then select an employee name from the list.
- Select the Date Selection from the drop-down list:
- Current Pay Period
- Last Pay Period
- Next Pay Period
- This Week (view only) (on Timesheets page only)
- Last Week (view only) (on Timesheets page only)
- User Defined Date Range (on Timesheets page only)
- User Defined Pay Period – If this option is selected, select the Calendar icon and select a date. Select Update on the Summary page, or the Refresh icon on the Timesheets page. The pay period that includes the selected date appears in the From and To date fields.
- Select any applicable filters on the Summary page (Group/Filter By, Supervisor/Filter By, or Timesheet Status Filter).
- At the bottom of the Summary page, select an employee timesheet from the grid.
- On the employee's timesheet, select the next available empty Date field and then select the date from the drop-down list. Select Add to add an empty row if all rows are filled.
- Select the pay code from the drop-down list.
- At the Reg field, enter the number of hours.
- Add group values (for example, job or project) as required by your company policies.
These selection lists are set in the access groups but can be further refined for your
employees through the Set My Employee Group Filters link. In
addition, employees can set the filters themselves via the Set My Group
Filters link on their individual timesheet. This function must first be
enabled before it appears on the timesheet for selection.
- Select Save. The non-worked time information is saved.
Add or Correct an Employee Timesheet Punch
Supervisors can enter time directly to an employee's timesheet to add or correct a punch.
- Select Attendance, and then select Timesheets.
- Select the employee name from the list.
- Select the Pay Cycle from the drop-down list. Pay cycles are defined by your company's pay policies.
- Select the Date Selection from the drop-down list. Options include Current Pay Period, Last Pay Period, Next Pay Period, This Week (view only), Last Week (view only), User Defined Date Range (view only), and User Defined Pay Period. If User Defined Pay Period is selected, select the Calendar icon and select a date. Select the Refresh icon. The pay period that includes the selected date appears in the From and To date fields.
- At the applicable In or Out field, enter the time to add a new punch or correct an inaccurate punch.
- Select Save. The new/updated punch time information is saved and you receive a confirmation message.
Add Multiple Timesheet Punches
As a supervisor, you may need to add the same punches for several employees or add the same hours for several days for one employee. The Multi Add feature is used to add a group of entries at one time.
- Select Attendance, and then select Timesheets.
Select the Multi Add button. The Multi-Add
Generator window appears.
- From the Select Employees section, Available Items list, select one or more employees to receive this edit. To select more than one name, hold down the CTRL key while selecting the names.
- Select the right facing single arrow to move the selected names to the Selected Items list. Double-click a single name to move it. Select the right facing double arrow to move all names.
- From the Input Timesheet Information section, select From and To dates using the Calendar icons.
- From the Pay Code drop-down list, select a pay code.
- For calculated pay codes, with Fixed selected, enter IN and OUT times. For non-calculated pay codes, enter the appropriate number of hours in the Regular Hrs and OT fields.
- Optional: Select a reason code from the list.
- Select the Process button. A pop-up window appears for you to confirm the changes.
- Select OK to confirm the changes. Another pop-up window notifies you that the punches have been posted.
- Select OK to return to the Timesheet page.
Copy an Hourly Timesheet
Pay codes and pay groups can be copied from a previous pay period on an hourly timesheet.
- On the timesheet, select the pay period in the Date Selection field.
- In the Timesheet Detail section, select Copy to copy the previous pay period to the displayed pay period. A message appears stating that all existing data for the displayed pay period will be permanently removed.
- Select OK.
You can change the status of a timesheet to any level within your maximum approval level. The displayed statuses that you can select from are based on your role type.
Verify Action on Requests
Timesheets must be completed in order to process data for payroll. Occasionally, time off is requested for the current pay period, but the request is not approved or denied at the time of processing.
This request could cause incorrect pay when payroll is processed before the end of the pay period. Ensure that all pending requests are approved or denied before creating the payroll export file.
Select Scheduler, and then select
Requests. The Manage Time-Off Requests
- Select to find by Requested Date, and then select the calendar icon to select the date range.
- Select Search. Below the Find By fields, the Result Summary line shows the search results based on the criteria entered.
- Select any pending requests, and then select Approve or Deny. The requests must be either approved or denied before processing the timesheet.
Run the Post Scheduled Paycode Hours Process
This process is usually set to run automatically, but you can override it to run the process as needed. Any non-worked time (for example, sick, vacation, or personal) is posted to the timesheet and the employee is paid appropriately.
Be sure to confirm the employee has hours for the date of the request.
Select Attendance, and then select
- Select Post Scheduled Paycode Hours from the drop-down list. The default for the current pay period displays.
- Check the Replace Existing Accrual Entries option.
- Select the date range in question or matching the timesheet pay period.
- Select the employee or employee group from the filter options. If necessary, check the Display Active Employees Only option.
- Select Save, and then select Process. The status displays below the Process button.
- Ensure that the process is complete based on the status. A Process Complete message appears. Review the employee's Accrual History to confirm the balance and requests were refreshed.
Approve an Employee Timesheet
Supervisors can approve timesheets from either the employee's timesheet or the Attendance Summary page.
On the employee timesheet, select APPROVED at the Status field or select the Approve button from the Timesheet Detail section. If there are unsaved changes, the Approve button remains disabled until the Save button is selected.
On the Attendance Summary page, approve an employee's timesheet or all timesheets for employees listed on the page. The Attendance Summary page enables you to review regular hours and overtime hours for the employees listed. You can also view an employee's timesheet details.
- Select Attendance, and then select Summary.
- If you have indirect reports and you want to filter on only your direct reports, enter your last name or the first few letters and then select Go. This supervisor filter can be used with the employee filter; select Go after both fields are populated.
From the Summary page, verify the regular (Reg. Hr) and overtime
(OT) hours for the pay period. You have two options to approve timesheets directly from
the Attendance Summary page:
- Change the Timesheet Status for each employee.
- Select Approve This Page. The Timesheet Status field changes to APPROVED for all timesheets on the page.
Approval is only granted to timesheets displayed on the current page when using the Approve This Page feature.
- In the ID or Name column, select a link. The detailed view of the employee's timesheet appears. You can review the timesheet details, make corrections, and approve the timesheet from the detailed view of the timesheet.
- Select Approve. The Timesheet Status changes from SUBMIT to APPROVED.
Adjust Timesheets for a Closed Pay Period
You can adjust timesheets from a closed pay period and pay the adjustment amount in the current pay period without overriding the original payroll values. The Retro Pay module must be configured and the Retro Pay function must be enabled for your access group to complete these adjustments.
This functionality may not be visible to all users, and it must be configured by your administrator.
- In Time Management select Attendance, and then select Timesheets.
- Select the applicable employee from the list.
In the Adjustment Timesheet section, select the
Add button and enter the additional time period that is not
already listed in the original timesheet.
Note The timesheet status must be set to Payroll to complete the adjustment.
Enter the date, pay code, job, In and Out times for calculated pay codes, or number of
hours for non-calculated pay codes, and any additional information (for example, Reason
Code or Notes). Select the Add Record button to add a row, if
- If the time entered overlaps with the times posted on the original timesheet, a double payment may occur.
- To reduce or delete time, enter a negative hour value.
- Select Save.
You can now view the adjustment on the current pay period timesheet. The adjustment
information appears in the Summary section.
When you create the payroll bridge file for the current pay period, you can view the adjustment in the Payroll Detail Report PR and in the export file. (Adjustment hours do not apply to the Pay Matrix.) Several Time and Attendance reports include the adjustment information. From the report Properties page, the Additional Options section, check the Include Adjustments box to display the adjustments in the report.
When Print is selected from a timesheet, the same attestation language that appears on the electronic version appears on the printed version too.
The employee signature line appears below the attestation statement. The statement is defined on the Advanced Timesheet page (Access > Advanced > Timesheet > Timesheet Submission > Timesheet Submission section).
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