Overview:

This screen is meant to be used by administrators to enter or adjust timesheets for other users, while also being able to see entered, standard, and variance hours in the main list. The administrator needs to be given the appropriate "Administrator" authority over every Timesheet Group that they are meant to control; users with Primary or Secondary authorities will not be able to see employees using this screen.

Some administrators prefer to use Timesheet Administration to control their company's timesheets, as it gives detailed information as well as the ability to enter new timesheets for other users.

Screen Guide:

Initial List:

Open

The default filter for this screen will list all employees' timesheets that you have authority over for the past 12 months. This can be a significant amount of data, so it is recommended that you use the filters to find a single person or narrow down the date range.

+ New Timesheet is available for entering a timesheet for an employee that has not created one. This button will only work if you have entered an employee name in the Person filter, otherwise it will display a yellow error and not proceed.

• Week Ending is the last day of the timesheet week, including the six days prior.

• Entered vs. Standard Hours represent the hours that were entered in this timesheet versus the standard hours for each day that were assigned in Users when creating this employee.

• Variance is the difference between entered and standard hours, giving a quick reference for hours that may have been missed or duplicated. The general idea is that the variance should be zero at the end of the week, unless there is overtime or other circumstances.

• Complete tick means that the timesheet has been marked as finished for entry, generally by the employee, and is ready to be approved. Completing a timesheet locks the timesheet for editing.

• Approved tick means that the supervisor (or administrator if allowed) has approved that week's timesheet. The timesheet must be completed before being approved, and you cannot approve your own timesheets.

Timesheet Detail:

Open

The detailed timesheet header begins with the employee's name and employee number, and also contains a Choose Person field allowing you to search for a specific person.

• Week Ending Date is the last day of the week of the selected timesheet. The arrow keys can be used to navigate forward or backwards by one week to review other timesheets for the same person.

• Timesheet Day allows the selection of a single day, changing the view of the timesheet body. This is useful in situations where there are many lines, and you want to focus on a single day at a time.

• Complete tickbox means that the timesheet has been marked as finished for entry, generally by the employee, and is ready to be approved. Completing a timesheet locks the timesheet for editing.

• Approved is the tickbox that must be ticked in order to approve this timesheet for payroll processing. The timesheet must be completed before being approved, and you cannot approve your own timesheets.

• Approval on Hold is a way to show that you have reviewed the timesheet, but are not ready to approve it pending questions or corrections. This will prevent the timesheet from being processed by payroll while showing that the timesheet has been reviewed.

The body of the detailed timesheet shows the individual lines that have been entered. As the administrator, you need to ensure that the employee has coded the lines correctly to match the desired work breakdown structure.

• Tran Date is the transaction date of the individual line. There can be multiple lines per transaction date.

• Fin Co is the Financial Company that the employee has used. This is only used in situations where there are multiple financial companies and can be hidden in Grid Management if not being used.

• Job Code is the Job that the employee has worked on.

• Activity is the Activity Code representing the type of work done, leave taken, or disbursement earned.

• Time Code is a cost modifier and is usually required if visible, depending on how the activity was set up. This is commonly used for Normal Time, Double Time, Allowances, etc.

• Work Centre is one of the Job's available areas of work. Only the Work Centres that have been assigned to the Job will be visible.

• Quantity is the number of hours or allowances done. A small blue pencil will appear to the left of the quantity when comments have been left for that time entry.

• Duplicate creates a copy of the selected line to assist with rapid entry of timesheet lines.

• The Bin icon is used to tick which lines are to be deleted, then clicking Save. You can select multiple lines for deletion at once.

• Manager Approved is only used in conjunction with the Daily Approval feature. If the Job Manager has approved the employee's time on their job for each day, a tick will appear in this column. This should be hidden if not being used to avoid confusion.

• Total Hours vs. Standard Hours represent the hours that were entered in this timesheet versus the standard hours for each day that were assigned in Users when creating this employee.

• Variance is the difference between total and standard hours, giving a quick reference for hours that may have been missed or duplicated. The general idea is that the variance should be zero at the end of the week, unless there is overtime or other circumstances.

• Print will produce a standard report for this employee's current week, which can be saved, emailed, or printed. The upwards arrow offers additional formats for the report.

• Prev and Next will take you to the previous or next employee in the original list of employee timesheets to approve. This helps save time navigating backwards to the list, and allows you to go from one employee to the next. The buttons will be grayed out if there is no previous or next employee.

• Attachments is a place to attach various files such as reports, emails, pictures, or medical notes. Clicking on this button will bring up the list of attachments and an area to upload new ones.

• Messages is an excellent place to communicate between yourself and the employee, keeping a log of communication within Workbench itself rather than by phone or email.

• Copy Timesheet is a way to copy a previous timesheet into a new week, keeping the same jobs and hours, as well as leave for long term leave.

• New Line allows you to create a new line in the employee's timesheet.

• Save will commit the data entered to the system. If data is missing or is incorrect, an error will be displayed in red and the document will not be saved. You must save the timesheet after ticking Complete or Approve.

• Back will return you to the initial Admin Timesheet Entry screen. If you have unsaved data, the system will prompt you to stay and save before changing screens.

Next Steps:

As the administrator, ensuring that all of your company's employees have completed timesheets in Workbench before payroll is essential. You can find the status of all employees timesheets in Timesheet Administration.

Once satisfied, you can Batch Payroll and Batch Labour Journal.

Expense Claims may also need to be processed if used by your company.