Setting up a payroll timesheet template

Timesheet templates define the type and layout of time entry fields for employee timesheets. You can create any number of timesheet templates, which gives you great flexibility in the types of timesheets you assign to employees. For instance you might require hourly workers to record their start and finish times, whereas others might just track total hours.  There are two types of time entries Work and Leave.

Timesheet templates are assigned to an employee from the Employee Details page.

There are four main sections to a Payroll Timesheet Template:

1. Timesheet Template Detail
2. Asset Tracking
3. Advanced Settings
4. Submit Message

Timesheet Template Detail 

System >> Templates >> Payroll Timesheet

Property	Description
Name	The template name, up to 80 characters. A value is required and must be unique for all templates.
Description	A description for the template, up to 255 characters.
Status	The template status, either Active or Inactive. You cannot delete templates that are currently assigned to employees. Setting the status to inactive will prevent the template from being assigned to new employees.
Time Period	The time period for this template.
Default	This determines whether this template is the default timesheet template for new employees.
Timesheet Fields	The list of time entry fields that appear in the main section of the timesheet. The fields will appear in the order specified. For each field you can specify the following options:  Work Only: If checked, this field will ONLY be shown on work rows, otherwise it will be shown on both work and leave rows. Required: If checked, a value is required for this field. If no value is provided then timesheet will generate an error message and will be prevented from being submitted.
Detail Fields	The list of time entry fields that appear in the Details section of the timesheet. The fields will appear in the order specified. As for timesheet fields above, you can specify whether each field is Work Only or Required.
Total Fields	The list of fields that appear in the Totals section of the timesheet.

The following Time Entry Fields are available as default:

Property	Description
Hours	The number of hours for the time entry. The format can be entered in either decimal or (hh:mm) format.

Other Time Entry Fields available:

Property	Description
Start	The start time for the time entry. Times are entered in the format appropriate for the employee's locale.
Finish	The finish time for the time entry. Times are entered in the format appropriate for the employee's locale.
Task	The task for the time entry.
Task Group	The task group for the entry.
Pay Code	The pay code for the time entry.
Project	The project for the time entry.
Department	The department for the time entry.
RT	The regular time for the time entry. The format can be entered in either decimal or (hh:mm) format.
OT	The over time for the time entry. The format can be entered in either decimal or (hh:mm) format. Rules can be customized by going to >> Policies >> New Policy >> Over Time Rules
DT	The double time for the time entry. The format can be entered in either decimal or (hh:mm) format. Rules can be customized by going to >> Policies >> New Policy >> Over Time Rules
Comp Time	The comp time for the time entry. The format can be entered in either decimal or (hh:mm) format. Rules can be customized by going to >> Policies >> New Policy >> Comp Time Rules
Time Off	The time off for the time entry. The format can be entered in either decimal or (hh:mm) format. Rules can be customized by going to >> Policies >> New Policy >> Time Entry Rules
Unpaid Time Off	The unpaid time off for the entry. The format can be entered in either decimal or (hh:mm) format. Rules can be customized by going to >> Policies >> New Policy >> 9/80 Over Time Rules
Bill Rate	The bill rate for the time entry. If not entered from the timesheet then the value is pulled from the appropriate object as per the Bill Rate Options settings.
Bill Amount	The bill amount for the time entry. If not entered from the timesheet then computed as Bill Amount = Hours x Bill Rate. If entered from the timesheet then the Bill Rate will be computed as Bill Rate = Bill Amount / Hours.
Pay Rate	The pay rate for the time entry. If not entered from the timesheet then the value is pulled from the appropriate object as per the Pay Rate Options settings.
Pay Amount	The pay amount for the time entry. If not entered from the timesheet then computed as Pay Amount = Hours x Pay Rate. If entered from the timesheet then the Pay Rate will be computed as Pay Rate = Pay Amount / Hours.
Holiday	The holiday hours for the time entry. Rules can be customized by going to >> Policies >> New Policy >> Time Entry Rules
Sick	The sick hours for the time entry. Rules can be customized by going to >> Policies >> New Policy >> Time Entry Rules
Vacation	The vacation hours for the time entry. Rules can be customized by going to >> Policies >> New Policy >> Time Entry Rules
Bereavement	The bereavement for the time entry.
Notes	A text field for notes about this entry.

You can also define any number of custom fields for use on the timesheet template.  The types of custom fields are Checkbox, Currency, Date, Date and Time, Email Address, File Attachment, Image, List, Number, Text, Text Area, time, or Web Link.

Timesheet custom fields are configured from the System > Templates > Manage Custom Fields page. Once you create the custom fields they will show up in the list of available fields for the template.

For example:

Property	Description
Per Diem	The per diem $ for the time entry. Rules can be customized by going to >> Policies >> New Policy >> Time Entry Rules
Miles	The miles for the time entry.
Auto Amt	The auto amount for the time entry.
Parking/ Tolls	The parking/ tolls for the time entry.
Taxi	The taxi amount for the time entry.
Air Travel	The air travel amount for the time entry.
Car Rental	The car rental amount for the time entry.
Housing	The housing amount for the time entry.
Telephone	The telephone amount for the time entry.
Office Supplies	The office supplies amount for the time entry.
Other	The other amount for the time entry.

You can preview what the timesheet will look like by clicking the Preview button on the Timesheet Template Details page.

 

Asset Tracking

Check or Uncheck asset tracking for Equipment, Expense, Material, and/or Employee Asset.

 

Advanced Settings

Administrators can edit three different fields:

1. Time Entries Allowed
   • -Any-
   • Work Only 
   • Leave & Exception Only
2. Time Entry Mode
   • Standard
   • Percent Time Entry
   • Presence / Absence Time Entry
3. Attendance Entry
   • Check or Uncheck the Show Attendance Widget

Submit Message

Show a custom message at timesheet submission.