Using timesheets to record employee shift data is a powerful way to streamline the pay run process.
This article will guide you through the process of enabling timesheets for your business.
To get started with timesheets, the first step is to go into the ‘Timesheets’ section in the business settings area and enable the ‘Integrated Timesheets’ service. To do this, go to Payroll Settings - then choose Timesheets under the Business Management heading:
This will enable several other functions within the application. The first function we’ll look at now is Work Types.
From here, you can set up the various work types that employees will be able to submit time against. On this configuration screen, you will also map a work type to a pay category or a leave category. This mapping will be utilised when the timesheets are imported into a pay run.
The next step is to configure which work types are available for which employees. Within the employee record, go to the ‘Work Types’ page
When an employee submits their timesheets via the self-service portal (or when a manager submits timesheets on behalf of an employee), this will be the set of work types that are available to be selected.
Once we’ve set up the work types and employees, timesheets are ready to use.
There are several ways that timesheets can be submitted to KeyPay.
- Employees can enter their timesheets through the self-service portal - see here
- Managers can submit timesheets on behalf of employees in the employee management area - see here
- Timesheets can be submitted from external systems via our API functions. They can be submitted in a pre-approved state (meaning they are immediately available for import into a pay run) or unapproved (meaning they have to go through the standard approval process first).
For this blog post, we’ll look at submitting timesheets via the employee portal although the page in the employee management area is very similar.
When logging into the self-service area as an employee now, there will be an additional ‘widget’ showing on the dashboard. From here, we can enter timesheets.
You can select either 'week ending' or 'fortnight ending' from the drop down box and to change dates simply click on the left or right arrows, or the date for a calendar view:
We’ve designed the interface to be very keyboard-friendly for efficient data entry. For example, when entering start and end times, rather than click through the dropdown list to find 9:00AM, you can simply type 9a and it will recognise it as 9:00am. Similarly, for example, 530p will be recognised as 5:30pm.
A few items of note:
- If Work Type is not specified, the hours recorded will be assigned to the default pay category for the employee when the timesheets are imported into a pay run.
- If Location is not specified, the hours recorded will be assigned to the default location for the employee when the timesheets are imported into a pay run.
In this article, we’ve explained how to get started with timesheets; enabling them for your business, setting up work types and, finally, submitting timesheets.
Next up, we’ll be walking through the approval step and then the import of timesheet data into a pay run.
If you have any questions or feedback, please let us know via [email protected]