Timesheets 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 timesheets 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 timesheets with the introduction of STP Phase 2

This article contains the following items

  1. The Timesheet Screen
  2. Adding Timesheets
  3. Updating Timesheets
  4. Deleting Timesheets
  5. Timesheet Breaks
  6. Timesheet Colours

The Timesheet Screen

The timesheet screen can be accessed from multiple points within the system

  1. The main screen
  2. The top menu
  3. Within the payroll

Opening up with the first two methods will show you a listing of all the employees timesheets 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 timesheets screen you will be presented with a listing of filter options and all the timesheets 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 timesheet 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 timesheets of a specific type of error to allow for specific editing options include timesheet, 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 timesheet 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 timesheet 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 timesheet listing.

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Adding Timesheets

To create a new timesheet 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 timesheets that you wish to create.
  2. Indicate the department for the timesheets (Mandatory)
  3. Indicate the employee that you wish to link the timesheets to (Mandatory) 
  4. Specify the shift times (optional)
  5. Select the timesheet'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 timesheet

TIP: If nothing is selected using the shift dropdown while you are creating the timesheet, 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.

Timesheets 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 Timesheets

To update a timesheet record simply click on the timesheet 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 timesheets 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 timesheets together, only the items that are being changed will be applied across each of the selected timesheets. 

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 timesheet note, then the note will be added to both timesheets whilst leaving the shift times intact.

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Deleting Timesheets

To remove a timesheet tick the checkbox on the right of the timesheet listing to include it in the selection, then use the Action dropdown to select the delete option.
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Timesheet Breaks

Within the timesheet, you have the option to add breaks. To add a break simply edit the timesheet 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 timesheet 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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Timesheet Colours

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

  1. Black
    The timesheet is valid and can be processed through payroll.
  2. Grey
    The timesheet has either already been processed through payroll or is currently waiting within a payroll draft period to be processed.
  3. Purple
    The timesheet 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 timesheet 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 timesheets 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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