More Timesheets Info

There are three options for timesheets: Worked Hours, Worked Hours Decimals, Weekly Summary. Depending on your company setup, it may be possible to enter some times on both Worked Hours and Worked Hours Decimal should the need arise. However, these timesheets cannot be used if a Weekly Summary timesheet has already been completed.

Information on completing Worked Hours timesheets, exporting timesheets, applying specific jobs to a timesheet entry, etc., can be found on Timesheets.

How to complete a Worked Hours Decimal timesheet:

These are the standard instructions for completing a Worked Hours Decimal timesheet. There may be additional considerations for this function which will depend on how your organisation has them set up.

  1. Open the Timesheets menu
  2. Select Worked Hours Decimal
  3. By default the current week is displayed. If required, change the date – this displays the full week which contains that date.
    Note that this won't necessarily show the date you selected, but may be the week-ending date as set up by Payroll in Admin | System Options | Timesheets.
  4. To edit each day of the week in turn, click Edit in the Action column.
  5. Add your Start and Finish times. These must be in 00:00 time format (and 24-hour clock), e.g. 09:00, 17:30 (as per Worked Hours timesheets).
  6. Add your Break amount. This must be in decimal format - see Things to remember when completing Worked Hours Decimal.
  7. The timesheet may have Pay Item columns such as P01 or Ordinary Hours, P02 or Time and a half. Sometimes the Ordinary Hours columns may be automatically completed, and you need to manually complete any remainder. You must ensure that these columns indicate the correct hours and minutes for each.

If you have entered times on a timesheet where it has automatically calculated totals for you, and you make changes to data in start/finish/break, note that the calculated or automatically completed fields will NOT recalculate.
To make a change to timings, you must delete the original entry and then re-enter the details.

  1. Click Save.

The timesheet will be submitted to your Manager/Approver for approval.

Note that specific Jobs can be assigned to timesheet entries, as per Worked Hours timesheets.

Things to remember when completing Worked Hours Decimal timesheets:

  • 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.
  • Startand Finish 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.
  • All other times are entered as decimals.
  • This is a decimal times based timesheet, using four decimal places. For example, you may enter the following:
    • 10 minutes = 0.1667
    • 20 minutes = 0.3333
    • Half an hour = 0.5000 (you only need to type 0.5)
    • 40 minutes = 0.6667
    • 8 hours = 8

Follow all general steps and information as per Worked Hours timesheets.

  • You may also need to enter a breakdown of hours – this depends on how your company’s system is configured. Generally Ordinary hours are completed automatically, depending on your employment conditions. Then you would specify the number of overtime hours you have worked. For example: Your Start to Finish hours may include eight hours of normal and break time, one hour of time-and-a-half, and half an hour of double time. You would need to enter this into the relevant columns.
  • Note that the Left column contains an automatic system calculation to ensure that your days/hours are accounted for on the timesheet.
    If you have any query with regards to the values displayed in this column, please refer to your company administrator for kiosk (such as Payroll or HR).
  • If you change the start or finish times, the Total will recalculate automatically, but Normal/Ordinary Hours will not.
    Tab to the Normal/Ordinary Hours, delete the contents of the field then tab out of the field – this will populate the Normal/Ordinary Hours field with the recalculated amount. Repeat for other fields as required. (NB. If you change the Break time, simply tab out of the field and Normal time will recalculate automatically.)
  • The times you have entered in this record will be saved automatically when you click Edit on another day (note that the Status column displays Saved). Alternatively, if you are not entering any more times, click Save.
  • You may choose to complete your timesheet on a daily basis, or a whole week at a time. As soon as a record is saved, this will be available to your Manager for approval.

Example of Worked Hours Decimal timesheet after entering times:

Timesheet Decimal Entered

Once saved, the timesheet entry would look like this:

Timesheet Decimal Saved

 

How to complete a Weekly Summary timesheet:

This Weekly Summary timesheet option allows you to enter ‘whole week’ or total times for each relevant pay item. For example, if you have worked a standard 40-hour week, simply enter ‘40’ in the Ordinary Time Hours/Units field. These are general instructions; specific requirements and instructions for completing this timesheet should be provided to you by your company administrator (e.g. Payroll or HR).

  1. Open the Timesheets menu
  2. Select Weekly Summary
  3. By default the current week is displayed. If required, change the date – this displays the full week which contains that date.
  4. Check the Approved Leave and Public Holiday dates for the week displayed, and calculate the total hours worked (for each pay item) by deducting leave and/or Public Holiday hours.
  5. Type in the relevant Hours/Units values for each of the Pay Items listed, which may be Ordinary Time only or may include other Pay Items such as Time & 1/2
  6. Notes may be added for individual Pay Items (to the right of each item) or as a Note applicable to the timesheet as a whole (in Notes(Requester))
    These notes are used for communicating any pertinent information to the timesheet Approver.
  7. Once complete, click Save if you may make changes later, or Submit if this is to be sent to the Approver/Manager for approval.

NOTE: The following image is an example only. The Pay Items you see displayed on your Weekly Summary timesheet may differ, as they are defined/selected by your own company.

 

Weekly Summary Timesheet example

 

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