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Guides

Getting Started
  Introduction
  Your Business Settings
  Export From Other Systems
  Add An Employee
  Clocking Hours
  Timesheet Software
  Grouping Employees
  Management Configuration
  Locations

Rostering
  The Roster Process
  Roster Templates
  Roster Calendar
  Calendar View
  SMS Rosters

Timesheets
  The Timesheet Process
  Timesheet vs Roster
  Timesheet from Roster

Payroll
  The Payroll Process
  A Payrun
  Rate Rules
  Shift Rules
  Break Rules
  Deduction Rules
  Extra Rules
  Time In Lieu
  Public Holidays

Leave Request
  The Leave Request Process
  Leave Request Review
  Leave Payroll Process

Reports
  Single Touch Payroll
  Payment Summary
  Xero Integration

Other features
  Messaging

SuperChoice
  Processing Super

SuperChoice (Old process)
  Super Clearing House
  SuperChoice Setup
  Adding Super Fund
  Adding Employees
  Super Payment

Employees
  Employee Console
  Smartphone Login
  Push Notification
  Requesting Leave

Developers
  Partner Logo
  API Hello World
  API Add Employee
  API Timesheet

  Print Guide

Timesheet vs Roster


This guide will run through all the functionality of the timesheet vs roster page.


Navigate


Menu > Payroll > Timesheet




Breakdown


This page is designed so the timesheet can be quickly compared to the roster and amendments quickly made.

The data is listed employee by employee.

The page does this by overlapping the roster and the timesheet.

Making differences easily identified.


Basic Example:

We also see here that the Clock off time has been modified

If we mouse over, we can see who made this modification and what the original entry was:



Legend


  • Roster is displayed in green
  • Timesheet is displayed in red
  • Overlap of both roster and timesheet is displayed in gray


Legend:

Roster vs timesheet legend


Another way to look at the legend is red will cost the business more and green will cost the business less, if wages are calculated from timesheet data.


The i column illustrate how the shift was created.

 
IconDescription
Fingerprint iconThe employee has used their finger print to clock their hours
iEmployee clocked hours using the employee console
GPS iconGPS used to clock hours, click to view location
iThis entry was created from the roster
iManually entered, mouse over to see who created this entry
iEmployee has manually entered their own timesheet entry


There is no need to memorise this table as you can mouse over any of the icons for a description.
 

How is timesheet data generated?


The data in the timesheet can be created many different ways.


The clock on/off guide describes how the employee can clock their worked hours.


You can also manually create an entry or generate the Timesheet data from roster.




Manual entry


Manual entry form

add-shift

An entry can be manually created using the above form, most of these fields are self explanatory.

The Job title and Description are used to track jobs and for calculating hours for invoicing, they are not required.  




Adding Weekly Shifts

You can add multiple shifts for an employee over a week.  Select the employee from the Search bar at the top of the page.

Enter the Start, End and Note values that correspond with the missing timesheet entries.  


Can add split shift by clicking the plus button next to the corresponding day. 


Once finished click Add Shifts, and they will be added to the employee's timesheet. 




Adjusting the timesheet


Adjustments will need to be made to the timesheet. 


Click on the shift's date, time, creation method or job and a form will appear that will allow you to make changes. 


Update timesheet entry.



For this example Alice Tomson started work at 8:30am, however she clocked on at 9:00am.


Make this change to the Clock on time and click Update.


Note: All times are in 24 hour time.


After adjustment



The new time has been saved and new total hours automatically calculated.


We can also see who made this change and what the original entry was by mousing over the orange clock on time




Searching the Timesheet vs Roster


Filter form

Search Timesheet


The filter can be quickly used to find an entry.


By default the current fiscal year and working week will be selected.

A group can be selected to show only the employees who are a part of that group, when a group is selected this will also affect the employee filter list.

An individual employee can also be selected.

The form will be automatically submitted when a changed is detected.




Identifying discrepancies


The roster is rarely going to match the timesheet perfectly.

Every business will find different trends from the information on this page.


Perfectly clocked hours

Perfectly Clocked Hours



The above illustration is an example of an employee who has clocked his work hours exactly the same as his roster.


Under all circumstances this is what you should be aiming for from every employee and from realistic planing.


Clocking on late

Locking on late displayed on timesheet



The above example is of an employee who clocked on late every morning.


You can use this information to identify possible issues.


Working back late


Working back late displayed on timesheet


The employee in the above example worked back late on one of their shifts.




Missed shift


Employees will miss shifts and other employees will fill in for them.


Missed shift


Missing a shift and working a shift that was not rostered



The above example illustrates that Jason Bourne missed his shift on the 2nd (Green roster).

He may have forgotten to clock his hours.

If this was the case we could click the Create button and add his shift.


However, in this case, he called in sick and James Smith filled in for him.

We can easily spot the shift that James worked that he was not rostered on for (Red shift entry).





Reason behind discrepancies


There are many reasons why the hours clocked don't match the hours rostered.


Including


  • Employee had to work back late
  • Allocated roster is not enough time to complete all work
  • Employee had to cover another employees shift
  • Employee was running late to work
  • Employee forgot to clock on/off
  • Employee had a sick day and shift was not clocked at all
  • Many more




Shift work


Note: There is a script that runs at midnight that checks for any employees that have not clocked out.


If your employees work past midnight then this script can be turned off.

Menu > Settings > General > Global - Shift work option


An employee can work past midnight.


Example

John Smith Clocks on at 20:00 (8pm)
  Clocks off at 04:00 (4am)


The system will acknowledge this has occurred and calculate a total of 8 hours worked (4 to midnight and 4 past midnight).


All your shift rules will still function.