Timesheets

Timesheets are used to record all the hours worked by hourly employees or to record extra hours worked by employees that are paid based on a recurring pay. If you pay employees for time‑billing activities, you can also enter activity details on timesheets and use these details to create activity slips.

The timesheet feature is optional. If your hourly employees work a fixed number of hours per pay and you don’t pay employees for time-billing activities, there’s no need for you to use this feature. If you do want to use it, you need to set a preference. Once you set this preference, you must pay all hourly employees using timesheets.

When you record timesheet information for a pay period, you include the timesheet details in employee pays.

note : Creating a timesheet entry when recording an activity slip

You can create a timesheet entry from the Activity Slip view of the Enter Activity Slip window by selecting the Include Hours on Timesheet option. This allows you to enter greater detail about the activity. See ‘Creating activity slips’.

To set up timesheets

Go to the Setup menu and choose Preferences. The Preferences window appears.

Click the System tab.

Select the I Use Timesheets for [...] and My Week Starts on [...] preference.

If you use timesheets to record:

■

time billing and payroll information, select Time Billing and Payroll from the I Use Timesheets for [...] list.

■

payroll information only, select Payroll from the I Use Timesheets for [...] list.

Select the first day of your pay week from the My Week Starts on [...] list. If your pay period starts on a different day each period, for example, you pay monthly, you can select any day.

Click OK.

To enter a timesheet

Go to the Payroll command centre and click Enter Timesheet. The Enter Timesheet window appears.

In the Employee field, type or select the employee’s name. The employee’s timesheet, with any previously entered details for the period shown, appears.

note : Gray values in the hours column

A gray value in an hours column indicates hours paid.

If you are recording details for a week other than the current week, select the required week:

■

click the back arrow (

) to select a previous week

■

click the forward arrow (

) to select a future week

■

click the calendar icon (

) to select a week from the calendar that appears.

Enter timesheet details in one of the following ways:

If you want to...

Do this:

enter the daily hours for each payroll category worked

For each payroll category, type or select an hourly payroll category in the Payroll Category field and enter the daily hours worked in the date fields.

You can also:

•

record time‑billing details (depending on your selection in the Preferences window)

•

type a description in the Notes field

•

assign a job number

•

assign a department number (depending on your selection in the Preferences window).

use the same details as the previous week

Click Copy From Previous. The employee’s timesheet details for the previous week appear.

use the recurring details on the employee’s card

Click Use Recurring Pay Details.

The payroll category hours appear in the first column of each timesheet in the pay period. (This number is the annualized value of the hours listed in the Card Information window, divided by the weeks in a year.)

You will need to distribute the hours over the days of the week to accurately reflect the employee’s actual hours.

Note:

•

For employees who are paid weekly, there is one timesheet per pay period.

•

For employees who are paid every two weeks, twice a month, or monthly, there is more than one timesheet per pay period.

•

For employees who are paid twice a month and monthly, the timesheet may span more than one pay period and the first day’s column may not be the first day of the pay period.

assign a job or department to hours worked and an activity

Click in the Job or Dept column to open the Allocate Jobs/Allocate Department window opens. Select the job/department to allocate and enter the percentage for a job or the amount for a department. Multiple jobs/departments can be selected. If the Payroll Category, Activity, Job, Department, Customer and Notes are the same for each day the hours for each day will appear on the same line.

If you want to enter a timesheet for another week, repeat from step 3.

Click OK.

If you recorded time‑billing activity details on this timesheet, an activity slip is created. You can review or modify the activity slip information in the Enter Activity Slip window or the Enter Timesheet window.