Adjustment Timesheets

Overview

Adjustment timesheets are used to correct any errors that have been entered in a timesheet that has already been processed in payroll or invoicing. 

Some common reasons you may need to create an adjustment are:

• The incorrect Start or Finish time has been entered in a timesheet, resulting in over or understated hours that have now been paid and/or invoiced
• Time units were entered under the incorrect Job at the time it was paid and/or invoiced
• The incorrect Rule Group was assigned at the time the timesheet was paid and/or invoiced

When an adjustment timesheet is saved and approved, the adjusted units will flow into Process Payroll. A record of the originally processed timesheet will be kept to create a clear record of the changes made. Any invoiceable items will appear in Invoicing once the timesheet is finalised in Pay Conditions. 

Adjustment timesheets are denoted with a red [A] in the Timesheet Status report.

IMPORTANT: If the timesheet has been finalised, but NOT YET processed in a paid pay run, or invoiced - please follow the steps to revert the timesheet. A timesheet adjustment doesn't need to be created in this case. 

Creating an Adjustment Timesheet

To create an adjustment timesheet:

1. Go to Payroll > Status Reports > Timesheet Status.

2. In Report Settings, select any filters to narrow down your search. Untick 'All Outstanding' so you can choose the correct timesheet status (eg, Finalised or Paid), enter the employee name in the keyword field > Go

   

3. Click on the date of the relevant timesheet to open it.

4. Select Create Adjustment > Confirm. You’ll need to specify a Job if there is more than one included on the timesheet.

   
5. If there are change in hours required, enter these against the applicable days.
   • • To adjust time units, only edit the relevant time blocks and always ensure the full amount of time is entered. For example, if the original time block was entered as 9am to 3pm on Tuesday but it should have been 9am to 4pm, simply change the finish time to 4pm for Tuesday (ie Start Time 9am, Finish Time 4pm).
     • Do not delete any other time blocks, and do not edit the original time block to cover the missed period only (ie Start Time 3pm, Finish Time 4pm) , as this would result in a reduction in hours worked

     • If the wrong rule was applied to the placement - make the required change.

6. Once you've entered the revised data, you can Save the adjustment as a draft or Submit for approval. Notifications are sent to Approvers when an adjustment timesheet is submitted. The Approver will be able to review and approve the adjustment either from within the email or by logging into their portal. Alternatively, you can approve the adjustment yourself as an Admin. The approver will show on the Timesheet History. 

NOTE: When the adjustment has been created, the timesheet status will update to ‘Pending Submission’ and be identified with a subtitle under the timesheet name (eg ‘Adjustment 1’). The fields in the timesheet will activate so that you can edit the data.

You can view a record of the original timesheet and any adjustments that have been created in the History section of the timesheet.

Process an Adjustment Timesheet

Once approved, the adjustment timesheet will show in the Pay Conditions screen with a status of ‘Ready for Interpretation’ and it will need to be finalised. 

The Astute system will calculate the difference between the amounts paid or invoiced in the original timesheet and the data entered in the adjustment timesheet, creating the pay and charge items that need to be processed.

NOTE: In Pay Conditions the daily breakdown will include the hours already paid, it will not just
show the difference. 

When you've reviewed the hours and confirmed the adjustment is correct:

1. Payroll > Pay Conditions > tick the checkbox next to the timesheet > With selected Timesheet > Finalise 
2. Payroll > Process Payroll > Process Payroll

A positive adjustment (underpayment) in a timesheet will:

• generate additional pay for the employee in the Process Payroll Report, which you include in a new pay run or add to an existing draft pay run.
• generate an additional invoice for the client.

A negative adjustment in a timesheet will:

• create a Recoverable Deduction in Process Payroll. This can be applied to a future pay run that includes the employee to recoup the overpaid amount, or it can be written off.
• Generate a Credit Note for the purposes of invoicing.