Timesheets - Importing Into a Pay Run

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Once you have enabled integrated timesheets for your business, set up your work types and, finally, submitted timesheets, you're ready to start importing the timesheets into a pay run.

In this article, we will look at the timesheet approval process and then import the approved timesheets into the pay run.

Employee Setup – Addendum

In addition to the work type setup mentioned in the previous article, there is an additional step required so that there is no ‘double up’ of hours in the pay run.

In the ‘Pay Rates’ page for the employee…

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… ensure that the ‘show in pay run’ checkbox is un-checked for any pay categories that will be received via timesheets.

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This will ensure that there no ‘default’ hours applied to the pay run in addition to the timesheet hours.

Approving timesheets

We recognise that the staff that process the payroll for a business are not always the staff that approve timesheets. For this purpose, we have introduced a new access level to the system – ‘Employee Manager’. This is discussed in more detail in the next blog post on Employee Groups.

Payroll administrators or Employee managers both have access to the timesheet approval function via the ‘Employee Management’ section of the site.

For payroll administrators, this will be via the ‘Employee’ menu.

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For Employee managers, there will be an ‘Employee Mgmt’ link on the navigation bar.

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This will land you in the employee management section…

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From here, you click on the ‘Approve Timesheets’ button to access the approval function.

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This page will show the timesheets that are awaiting approval within a specified date range.

There are several options for grouping the timesheets to fit in with your preferred workflow:

  • group by Date
  • group by Default Location
  • group by Employee
  • group by Location
  • group by Pay Schedule
  • group by Work Type

In the screenshot above, we have grouped the timesheets by employee.

We’ve tried to make the approval process as flexible as possible – with one click, you can choose to approve:

  • all timesheets for all employees
  • all timesheets for a single employee
  • all timesheets for a single employee for a particular day
  • a single timesheet line

In the screenshot above, we are about to approve all of the timesheets for Ron Burgundy.

Importing timesheets into Pay run

Once timesheets have been approved, they are now available for import into a pay run.

When we go to create a new pay run, it will check to see if there are any approved timesheets for this pay period. If there are, we will be prompted to import them into this pay run.

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Once the Create button is clicked, the outstanding timesheets will be imported into the pay run. At this point, the timesheets are now locked off and unable to be modified.

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We can see that the timesheets that we approved have been successfully imported into the pay run. These timesheet lines are now marked as ‘processed’.

If we were to open the timesheet entry screen for this same date range, we can see that those lines have been processed. When the pay run is finalised, there is a paperclip icon to the right of the line. Clicking this will allow you to view the pay slip that the timesheet line was paid in.

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Summary

In this article, we’ve discussed the timesheet approval process and the process of importing the approved timesheets into a pay run.

Providing the function for employees to submit their own timesheets via self service, combined with the approval process and import into a pay run is sure to be a huge time saver for payroll administrators everywhere. We’re really looking forward to hearing some success stories in this area.

Once again, please leave your feedback in the comments section below. We’re committed to improving and streamlining timesheets over time so please let us know the areas you like and any areas you would like to see improved.

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