| Package: TimeCards |
Timesheet Processing Overview
Overview
After the Account is set up and the Placement fields are populated with the correct information, the next step is to submit, approve, and expedite timesheets.
A member of the payroll processing department is usually responsible for managing timesheets. Clients designate a day of the week as their payroll processing day and then monitor timesheet processing so that workers are paid on time for the hours they worked.
Timesheets Page
Timesheet processing is performed from the Timesheets page.
The column headings are customizable; however, Jobscience recommends they include the following information.
| Note: Some headings only apply to timesheets in a certain status. |
| Column Heading | Description |
|---|---|
| TG_Timesheet | The Timesheet record name. Clicking the name brings up the Timesheet Details page. |
| Placement | The associated Placement record name. Clicking the placement brings up the Placement Details page. |
| Client | The name of the company. |
| Consultant | The first and last name of the person who worked the hours and submitted the timesheet. |
| Hire Type | The hiring status: permanent or temporary. |
| Market | The location of the hiring company. This information is taken from the Requirement record. |
| Week Ending | The week ending date for this timesheet. |
| Bill Rate | The amount charged per hour worked. |
| Total Billable | The total number of billable hours on the timesheet. |
| Overtime Hours | The total number of billable overtime hours on the timesheet. |
| Total Expenses | The total amount of submitted expenses included on the timesheet. |
| Exported to Payroll Date | The date the timesheet was exported. |
| Status | The current timesheet status (i.e., Pending, Submitted, Approved, Approved - Exported). |
Timesheet List Views
The Timesheets page contains multiple list views for accessing filtered lists of timesheet records. Jobscience recommends using the following list views:
-
Pending Timesheets - Shows all timesheets for the current week and previous weeks that have not yet been submitted. This allows the person in charge of timesheets to reach out to managers and consultants to let them know there are timesheets they need to submit.
-
Submitted Timesheets - Shows all timesheets that have been filled out and submitted. Once a timesheet is submitted, it goes into "Submitted" status where it awaits approval. This list view provides the person in charge of timesheets with a way to see how many timesheets are still awaiting approval from the approval manager and send out a notification, if necessary.
In addition, this list view provides a way for approval managers to spot check submitted hours to make sure they are correct (for example, if someone submits zero hours, it is a mistake that need to be corrected).
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Approved Timesheets - Shows all timesheets that have been approved by the approval manager and are in the "Approved" status, but are not yet exported. From this list view, the approval manager is able to look over the timesheets in the "Approved" status and then choose to export those timesheets into a file that is loaded into the payroll system.
-
Approved Timesheets - Exported - Shows all timesheets that have been approved and exported. Once exported, the timesheets are exported into a file that is loaded into the payroll system to finish out the pay process. This list view provides a way to track who has been paid.