Set Up a Variable Timesheet for Reporting

Overview

If you have employees who are paid an annualised salary via a Master Timesheet, you will need to:

• Configure the Timesheet Break Entry method:
  • enable Break Start/Finish Times in Config
  • set the Timesheet Break Entry method at the portal, entity or Rule Group level, depending on your requirements
• Set up the employee’s Job Details screen for a variable timesheet. The variable timesheet will be used for reporting purposes only.
• Create rule groups and rate cards with award conditions and rates to use or enter the employee’s base rate in the Job Details section of their profile.

Configuring a Job for Variable Timesheets

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

2. Enable a variable timesheet, while also ensuring that the Master Timesheet remains enabled. The Variable Timesheet Start Date should be set to 01.03.2020 or later for new jobs.

3. Make sure that the Variable Timesheet is configured for Reporting Only. In ‘Use Timesheet For’ only the Reporting checkbox should be ticked; Payroll, Invoicing and Expenses should all be deselected.

4. Assign the appropriate Rule Group and Rate Card for the employee. These are the award rates that you will be comparing their annualised salary against.

5. Enter the award Base Pay Rate for the employee. You can set the base rate one of two ways:

   • Enter the base rate on the job. Note: this means the base rate will be visible to the employee when they log into their portal and view their profile.
   • Enter the rate in a Rate Card and manage using rules. If you use a Rate Card, you can assign the one Rate Card to all employees with the same rate. Any changes to a base rate can be managed within the one rate card, instead of on each individual employee profile.

6. Click Save to apply these changes to the employee profile.

Once an employee’s Job Details are configured, they will have two timesheets for each pay period: the Master Timesheet and the variable timesheet for reporting.

• The Master Timesheet will be used to pay the employee, consistent with current processes for permanent employees
• The variable timesheet will need to be:
  • completed and submitted by the employee;
  • approved by their Approver;
  • interpreted in Pay Conditions; and,
  • marked as processed in the Unpaid Timesheet Processing report.

The variable timesheet will not proceed to payroll or invoicing.