Worked Hours

Use this type of timesheet to add times worked per day. Enter actual times in Start and Finish times. This timesheet cannot be completed if a Weekly Timesheet has already been started for an Employee for the specified dates.

Entry format of Worked Hours Decimal timesheets:

  • All Start and Finish times must be entered in HH:MM format.
    For example: 08:30 for eight thirty a.m., or simply 9 for nine o’clock.
    An error message will be displayed if the format is incorrect – this allows you to retry.
  • All times must also be in 24 hour format.
    For example: 5pm must be entered as 17:00.
    If you enter this finish time as ‘5’ only, it will assume you mean 5 a.m. and the Total value will be a negative.

Add a New Worked Hours Timesheet

  1. Go to Navigator | Payroll | Payrun | Timesheets
  2. Change the Selection to Worked Hours Timesheets
  3. Change the Criteria specifications, as appropriate.
  4. In Select Destination ensure Report Grid is selected, then click Run Query.
  5. In the Results Panel, above the Report Grid, click Add New.

The Timesheets entry box is displayed. This should be completed as follows:

Details Tab

  1. Search for and select the appropriate Employee.
  2. Choose the Week Ending date (you can select any day during a week and it will autofill the week end date)
  3. Optional fields are Notes (this Note appears in the Report Grid only) and Weekly Status.
    You may choose a Weekly Status at this point or later (if you do not select a status, as soon as you Apply or OK this timesheet, the Weekly Status will change to Saved).
    Note: Do not choose a Weekly Status of "Locked" as this will lock the entire timesheet and no further changes will be allowed.
  4. Click Apply to save the changes but keep the window open. Alternatively, click OK to save the new entry and close this Timesheet entry window - you would need to complete this timesheet later.

Worked Hours Tab

This tab will display a list of each day/date within the Timesheet Dates specified.

  1. Highlight a day/date then click Edit (or double click the day/date)

    This will open the Worked Hours dialog box.
  2. Click in the Start box and type in the appropriate time.
  3. Click in the Finish box and type in the appropriate time.
    The Total hours will be calculated automatically based on the Start and Finish times.
  4. If necessary, add a Break(s) amount. (Generally, this would be for unpaid breaks.) Again, use HH:MM format.
  5. In the Pay Items section enter the appropriate number of hours in each column.
    You may need to enter a breakdown of hours – this depends on how your company’s system is configured.
    For example: Your Start to Finish hours may include eight hours of normal time (e.g. P01), one hour of time-and-a-half (e.g. P02), and half an hour of double time (e.g. P03). You would need to enter these values into the relevant columns, again using HH:MM format
  6. Status refers to the current status for this day/date. Choose from Saved, Approved or Locked.
    Note that if you choose Locked, you will not be able to make any further changes to the entry for this day/date.
  7. If necessary add text to Notes - this will appear on the payslip.
  8. Click OK
  9. Repeat these steps for each of the days/dates.
  10. Once complete, click OK on the Worked Hours tab.
  11. To view these new timesheet entries (each day/date will be listed separately) in the current Report Grid, click Run Query.
  12. For all of the timesheet entries, check the Status column and the Left column - both of these may indicate changes to be made.

Return to Overview of Timesheets