The final step in the goRoster time & attendance process is timesheets. Any attendance entries which were approved in the Attendance page will show as approved in the timesheet as well as employee and user notes added during the attendance page review. Once attendance records have been checked and adjusted (optional) they can be exported to one of the selected payroll providers. Entries can also be added if needed for situations where the record was not captured by the attendance kiosk.
Key Points:
-
Timesheets are generated by Roster.
-
Timesheets can only be generated for roster days in the past.
-
Timesheets can be generated for 1 week periods.
-
Timesheets can be exported to Payroll in the same way as with Rosters.
Generating a Timesheet
Ensure the days you want to generate the timesheet for are in the past then select the roster > Populate.
Timesheet > Select timezone (one-off). You will now have a number of attendance entries.
Optional: Entries can be added manually if you have no records from the attendance kiosk > select Add Entries Manually.
Select which dates you would like to populate and click Populate Timesheet.
Note: If you get a warning message like below you have no attendance entries or rostered shifts for that week.
Your populated Timesheet will appear as shown:
Populating a Timesheet with Existing Entries
Timesheets can be repopulated at any time throughout the week. When you populate the timesheet where there are existing entries the following message will appear.
Populating with existing entries will not affect these entries but you can select which other dates to populate.
Working with Timesheets
Click the ‘+’ button beside the employee's name to see the breakdown of all the entries for that week:
Components of the Timesheet
TO PAY: The first line shows the attendance record which is the ACTUAL duration in
minutes to be paid to the employee. This will automatically match the attendance record but can be adjusted by clicking on either the breaks or the shift.
When adjusting the TO PAY ‘Breaks’ component its important to note that this represents paid breaks not unpaid breaks.
The Total to Pay is the value which will be exported to Payroll.
PLANNED: The second line shows the PLANNED shift information which is the shift
duration and breaks (unpaid and paid) as they have been rostered (shown in light grey).
INFO: The info section indicates whether there are any employee or user notes and photos to view. We advise checking this as part of the approval process.
Public Holiday: Select whether this day was a public holiday.
Reviewing Attendance Information
If you click the info button on the entry, you can view the associated attendance information. This information is information that has either been added by the employee or info which has been added during the attendance screen review (such as notes by other users i.e. the duty manager).
Identifying Public Holidays
Public Holidays can be indicated for Timesheet dates. If an employee has an overload for public holidays this overload will apply for the timesheet actual cost for that employee on that date.
Note: Selected payroll exports will be affected i.e. the export time entry may show as PHW or similar.