Master Timesheets

Overview

Employees with set hours each pay period can be assigned to a Master Timesheet, which is a timesheet that is configured with a fixed set of conditions and will automatically generate for each timesheet period.

You can create Master Timesheet templates for each set of conditions that are required in your portal.

Each Master Timesheet should reflect what you expect the employee to work. Including breaks is optional, as the FTE calculation is based on the total hours in the day.

Set Up Master Timesheets

To add a Master Timesheet template:

1. Go to Config > Payroll > Master Timesheets > Create New Master Timesheet.

2. Enter a Name and optional Description for the Master Timesheet. These details will only be visible to you and other Admin users.

3. Set the Monthly Pay Basis. This setting determines how the hours in a monthly paid job will be calculated and paid.

   • Hourly will use the actual hours entered in the Master Timesheet, which may change depending on the number of working days within the month.
   • Monthly will calculate one-twelfth of an employee’s annual salary in each period, regardless of the hours entered in the timesheet.

4. Click Next to activate the schedule.

5. Enter the Start, Finish and Breaks data for each relevant work date.

6. Click Save.

Assign a Master Timesheet to a Job

Master Timesheets are assigned to employees at a Job level.

1. Go to Users > Employees > select the employee > select the job > Job Details.

2. In Job Settings > Use Job For, tick the Timesheets checkbox.

3. In Timesheet Settings, tick the Fixed Timesheet checkbox and ensure that ‘Variable Timesheet’ is not selected.

   • If an employee uses both Fixed and Variable Timesheets, each timesheet type will need to be set up in a separate job.

4. Select the Master Timesheet template from the drop-down list that appears.

5. Enter the Fixed Timesheet Start Date and a Pay Rate.

6. Click Save.

If leave is enabled for an employee, the system will use the Master Timesheet to identify their standard working hours. Employees will only be able to submit leave requests for the time that they would be rostered to work.

Process a Master Timesheet

Master Timesheets are processed in Payroll > Process Payroll > Process Payroll. They do not require approval and they will not appear in Pay Conditions 

You can make adjustments to a Master Timesheet (eg adding pay items or leave) by expanding the timesheet line in the Process Payroll report and editing the data directly.

Master Timesheets in Process Payroll

You can view the wage payment details for an employee pay for a job linked to a monthly Master Timesheet by clicking the info icon for the base pay item in the Process Payroll report. This will be reported as Salary Payment for any employees with an annualised payment. 

The information popup will also include the details of any adjustments that have been made to the salary for leave being taken. 

For termination payments, the information popup will summarise the details of any pro-rata calculations.