Time sheets allow you to record your employee's rostered and worked times in the system. This is useful as the ClockOn system will use this information to convert the indicated times at payroll into costing records, ie; normal, penalty, and overtime hours.

ClockOn recommends the use of time sheets for payroll processing as this will allow you to record worked hours for your employee base, it also allows for extended functionality for items such as penalties and overtime.

Depending on your business reporting requirements there may also be a need for the use of time sheets with the introduction of STP Phase 2


This article contains the following items

  1. The Time Sheet Screen
  2. Adding Time Sheets
  3. Updating Time Sheets
  4. Deleting Time Sheets
  5. Time Sheet Colours
  6. Time Sheet Breaks
  7. Time Sheet Rates

The Time Sheet Screen

The time sheet screen can be accessed from multiple points within the system

  1. The main screen

  2. The top menu

  3. From the Payroll screen

  4. From the Payslips screen, within Payroll


Opening up with the first two methods will show you a listing of all the employees time sheets within the indicated date range, using the third method the system will filter down to just the selected employee's timesheets within the indicated period.


Once you have opened the time sheets screen you will be presented with a listing of filter options and all the time sheets that meet the indicated filter requirements.


The filters on this screen allow you to select the following

  1. Department (Default "All Departments")
    If you have set up departmental areas within your system, you will be able to use this filter to limit the time sheet listing to that area.
  2. Employees (Default "All Employees")
    Allows you to filter down to specific employees
  3. Type (Default "All")
    Allows you to isolate time sheets of a specific type of error to allow for specific editing options including time sheet, leave unprocessed, and invalid.
  4. Pay Period (Default "Pay Period")
    Allows you to use preset types to populate the start and end ranges for the time sheet listing, options include Today, Weekly, Monthly, Custom, and Pay Period.
  5. From & To (Default dependent on the Pay Period option)
    Indicates the date ranges used for the time sheet listing, Note that these fields are locked unless the Pay Period is set to "Custom".

Once these options have been adjusted, use the Find button to apply the changes to the time sheet listing.


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Adding Time Sheets

To create a new time sheet in the system use the Add button.

This will present a new screen in which you can;

  1. Select the date or date range for the time sheets that you wish to create.
  2. Indicate the department for the time sheets (Mandatory)
  3. Indicate the employee that you wish to link the time sheets to (Mandatory) 
  4. Specify the shift times (optional)
  5. Select the time sheet's Type, ie is this to be considered as a worked time or a leave entry.
    If the type field is set to leave another field will be made available allowing you to select the type of leave.
  6. Indicate the start and end times, or specific length for the time sheet


TIP: If nothing is selected using the shift dropdown while you are creating the time sheet, the system will use the times entered into the Time Entry fields as the shift time and that option will be automatically added to the system for future use.


Time sheets can be added one at a time by using the Save button

Or if the date range has been specified to be longer than a day the Save All option can be used to add them on mass.


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Updating Time Sheets

To update a time sheet record simply click on the time sheet item within the list and the edit screen will appear, you can then make the necessary adjustments to the entry and re-save it.


Alternatively, you can edit several time sheets together by using the tick boxes and then using the option under the Action dropdown to edit them together.


If you choose to edit multiple time sheets together, only the items that are being changed will be applied across each of the selected time sheets. 

for example if you have two shifts one from 8:00-16:00 and another from 9:00-17:00 and you edited to add a time sheet note, then the note will be added to both time sheets whilst leaving the shift times intact.


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Deleting Time Sheets

To remove a time sheet tick the checkbox on the right of the time sheet listing to include it in the selection, then use the Action dropdown to select the delete option.
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Time Sheet Colours

The colour of a time sheet will indicate the status of the record and whether or not it is ready to be processed through payroll. The time sheets can be coloured as per the following

  1. Black
    The time sheet is valid and can be processed through payroll.
  2. Grey
    The time sheet has either already been processed through payroll or is currently waiting within a payroll draft period to be processed.
  3. Purple
    The time sheet has a warning against it for example the start time for the shift may differ from the start time of the shift. these are notes for the timesheet officer to either adjust or ignore for payroll by using the Approve option from the Menu button.
  4. Red
    This indicates that there is an error on the time sheet that will need to be corrected before payroll can be processed. Examples of this may include; missing time entry times, break times being set outside of the shift etc.

NOTE: If you choose to approve to ignore the warnings for purple time sheets please be aware that this doesn't nessesarly mean that the employee will be paid to that rate as there may be some rounding rules that come into effect from the ruleset based on the worked shift times. Please see Rule Set - General Settings for more information regarding the rounding rule options within the system.


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Time Sheet Breaks

Within the time sheet, you have the option to add breaks. To add a break simply edit the time sheet and select the Breaks tab across the top. To add a break use the Add button.


Once the break record is added you can specify the start and end time for the break, as well as whether it will be considered as paid time or not. After all the time sheet breaks have been added the Details tab will be updated with the new totals for any unpaid break time to deduct from the shift length total.


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Time Sheet Rates

Time sheet rates also referred to as special rates, allow for the ability of users to elect to manually control the rate of pay for specific times within time sheets.


First, you need to ensure that the time sheet has a shift set against the time sheet.


PLEASE NOTE: If the above step is missed, you can still add a rate to the time sheet, however, The system will not reconsise it within payroll.


Now you are ready to add the custom rate to a time sheet. 

To do this open to edit the time sheet, select the Rates tab, and click the Add button.

 

This will present you with 4 options;

  1. Add using shift times
    Uses the shift times to set the start and end times for the special rate time.

  2. Add using custom times
    Leaves the special rate times blank, note that this will require user input prior to saving.

  3. Add using clocked times at payroll
    Uses the actual times if available from the time sheet for the rate start and end times.

  4. Add using shift start/ clocked end at payroll
    Uses a combination of the shift start and actual end times to set the special rate time.


Once the added the special rate settings box will display


From there you can do the following

  1. Change the Between time range to the time period that you would like the special rate to apply for
  2. Set the Special Rate method (default "Manual"), this allows you to select a list of preset rates for quick use.
  3.  Set the payment Type this allows you to set whether you are paying the special rate as
    1. Percentage - a percentage of the employee's base rate.
    2. Flat $ - a set dollar value.
    3. +/- $ - a set dollar value, either in addition or reduced based on the employee's base rate (delta rate).
  4. The Rate of pay for the special rate.
  5. Pay Options to allow for the following to be applied to the indicated time period
    1. Exclude from O/T
    2. Exclude from penalties/loadings
    3. Exclude from Super
  6. The STP processing method
    1. Based on Time Sheets
      Process the special rate as per the standard rules as per your pre-defined ruleset conditions for the purposes of your STP submissions.
    2. Overtime
      Specifically, allocate the special rate time to the Overtime STP type.


Once the special rate has been applied, you can see the altered costing within the payroll.

For the below example, we have a shift from 09:00 - 17:00


With a 150% special rate for the time between 12:00 - 17:00


Within the payroll, the time for the time sheet is split between the standard hours (in this case Normal Hours (auto)) and the special rate (Manual).



NOTE: As the special rates are an adjustment to the employee's base rate, the adjustment will be applied against the Rate column.


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