Pay Period and Timesheet Settings

Overview

Pay periods can be set as ‘Week Beginning’ or ‘Week Ending’. You can manage how pay periods are configured in Config > System Setup > Pay Period Settings. 

Select the preferred option and click Save to apply the setting to your portal.

Variable Timesheets Configuration

The Config > System Setup > Timesheet Settings screen allows you to configure which variable timesheet periods are available in your portal. If you need additional frequencies in your portal that do not appear in this screen, please contact Support. 

To enable a variable timesheet option:

1. Tick the checkbox next to the Available Variable Timesheets period length. You can enable Weekly, Fortnightly and/or Monthly variable timesheets.

2. In ‘Available Start Days’, tick any days which should be listed as options when a Job that uses variable timesheets is being assigned to an employee.

   • For Weekly timesheets, each day is listed separately.
   • For Fortnightly timesheets, each day in the two week cycle is listed separately. You can nominate which particular day in the fourteen day cycle should be available as a Start Day (eg first Monday, second Wednesday)..
   • For Monthly timesheets, each day of the month is listed separately. If a timesheet is set to start on a day past the end of the month (eg the Start Day is set as 31, but it is a 30 day month), it will start on the last day of the calendar month.

3. Select the Default Start Day. This is the day that will preset in the Timesheet Start field when a new Job is added to an employee profile.

Set the Timesheet Break Entry Method

The Timesheet Break Entry drop-down field allows you to configure how shift breaks are entered in the Break column on a timesheet.

Enable Workplace Injury Notification

When the Enable Workplace Injury Notifications checkbox is ticked, users will see the option on their timesheet to nominate that a workplace injury has been sustained during that timesheet period. If they tick this, Admins will receive an email notification when the timesheet is submitted.

Enable Final Timesheet Notification

When the Enable Final Timesheet Notifications checkbox is ticked, users will see the option on their timesheet to indicate that the current timesheet period is their final period (ie their job/employment will end after this period).

If this option is ticked, Admins will receive an email notification when the timesheet is submitted.

The Finish Date on the employee's job will also automatically update to the last day of the timesheet period. The updated Finish Date is captured in the User Updates report and will report that the change has been made by the employee. 

Configure Selection of Primary and Secondary Approvers

Portals can be configured to allow a user to select their Primary or Secondary Approver when they submit a timesheet in Config > System Setup > Timesheet Settings, under Timesheet Approval. 

When the ‘Allow selection of Primary and Secondary Approver on Timesheet Submission’ setting is turned on, an employee will be able to nominate the Primary or Secondary Approver that has been set on their job to approve the timesheet. 

If there is an Approver Group assigned to the job, the user will also see any approvers from this group in the drop-down list, as well as their Primary and Secondary Approver.  

When the ‘Allow selection of Primary and Secondary Approver on Timesheet Submission’ is not enabled, the Primary and Secondary Approver will not appear for selection when a timesheet is being submitted. 

The drop-down list to select an approver will only appear if the employee’s job has been assigned an Approver Group.

By default, the ‘Allow selection of Primary and Secondary Approver on Timesheet Submission’ setting will be turned on.