Employee Timesheets

This page provides an overview on the management of employee timesheets

These are topics on this page

Introduction

A consolidated listing of employee timesheets is accessible through the Employees>Timesheet sub menu. This listing allows the system user to identify the approval and paid status of the timesheet, to complete a bulk or individual approval of employee timesheets and export to a csv file approved timesheets for processing through a third party accounting package.

Additional information

For additional information on pay rates and timesheet approvals please refer to the following topics Approve Employee Timesheets and Pay Rates .

Navigating the Employee Timesheet List

The following is an outline of the objects that comprise the Employee Timesheet List page:

Record views: This is a drop down field that provides a list of record views that are used to update the timesheet datagrid. The selected record view will determine the columns that are presented within the datagrid.
New: This option is not applicable. Employee timesheets are created when the client service is scheduled and updated when the service is completed either via the Brevity Care mobile or through the Brevity core product.
Edit: Select this button will enable you to edit the employee timesheet record.
Bulk Approve: This button is made visible when the Timesheets for Approval view is selected. Select one or more timesheets within the datagrid
Filter: This button will enable you to search for timesheet records using one or more search criterion's.
Mail Merge: This button provides you with access to the mail merge template that supports the employee timesheet record. Utilise mail merge to create customised letters, statements or reports.
Import: This button provides you with access to the Import Data : Timesheet. Utilise this feature to import in new timesheets created external to Brevity or to apply updates to existing timesheet data.
Delete: This button is used to delete one or more selected employee timesheets.
Export: This button allows you to export employee timesheet data to a csv file. Data exported will be influenced by the selected timesheet list view.
Reporting filter: This field is used to refine the records listed within the timesheet list datagrid. The reporting filter is comprised of the report date range from and to and a character field.
Record Display list: This drop down field allows you to specify the number of records that will listed within the Timesheet list datagrid. The value specified will determine the number of pages.
Timesheet datagrid: This data grid lists columns of information related with the timesheet records. The information columns presented will be influenced by the record view that is selected.

Navigating the the Timesheet record page

The following is an outline of the fields and objects that comprise the Employee Timesheet page:

Save: This button is used to create as well as save updates to an existing record.
Close: This button is used to close down the employee timesheet page.
Deactivate: This button is used to adjust the activity status of the employee timesheet record.
Audit History: This button is used to display an audit of changes made on the employee timesheet .
Notes: This button provides access to the notes function. Notes can be retained against the employee timesheet thereby tracking actions and communications.
Documents: This button provides access to the document function.
Delete: This button is used to delete the employee timesheet record.
Employee: This is a drop down down field that by default lists the name of the employee to which the timesheet relates. The value listed within this field SHOULD NOT be altered.
Service Schedule Employee: This is a drop down down field that by default lists the name of the employee that delivered the client service for which the timesheet relates. The value listed within this field SHOULD NOT be altered. This information presented is the same as what is registered in the Employee field.
Service Schedule: This is a drop down down field that by default lists the name of the employee, the service type to which the timesheet relates. The value listed within this field SHOULD NOT be altered.
Service type: This is a drop down down field that by default lists the name of the service delivered to client to which the timesheet relates. The value listed within this field SHOULD NOT be altered.
Approved: This field identifies the approval status of the timesheet.
Paid: This field identifies the payment status of the timesheet.
Start Time: Comprised of the start date and start time. The date field is used to set the commencement date of the service that was delivered to the participant. The time field is used to set the commencement time that the service was delivered to the participant. The date can be specified as free text or by using the calendar picker whereas the time can either be input in free text or selected from the time picker.
End time: Comprised of the end date and end time. The date field is used to set the cessation date of the service that was delivered to the participant. The time field is used to set the cessation time of the service that was delivered to the participant. The date can be specified as free text or by using the calendar picker whereas the time can either be input in free text or selected from the time picker.
Total Hours: This text field lists the service time total.
Break Hours: This field lists the time that was allocated for a break during the scheduled service.
Travel Time: This text field lists any travel payable in time that is associated with the client service. If time is listed travel mileage should not be reported.
Travel Mileage: This text field lists any travel payable in distance that is associated with the client service. If Mileage is listed travel time should not be reported.
Transport Mileage: This text field lists the distance of transport that was undertaken during the client service,
Comments: This field lists a narration of any comments associated with the timesheet, example this may relate with comments related with timesheet approval.
Shift Notes: This data grid list the individual or group notes raised by the support worker in respect of the client service.
Timesheet name: This label reflects the employee name.

Edit an Employee Timesheet

To edit an Employee Timesheet observe the following steps:

Select the Employees > Timesheets sub menu to open the Timesheet List page.
Select the applicable record view.

This will update the record list with the applicable number of timesheets matching the record view criteria.
If required you can search for the Employee name associated with the Timesheet record from within the Timesheet List page.

You can utilise the dates to and from fields to narrow your Timesheet search. Dates can be specified as a free text input or selected from the date picker.
Highlight the Timesheet record to be edited and either click on the edit button or double click on the Timesheet record to open it within the browser.
Edits on the Timesheet record are limited to the following:

Update of the Timesheet approval status.
Update of the start and end times of the timesheet.
Update Travel or Transport time &/or mileage.
Assignment of comments.
Assignment of notes.
Updates to the shift notes.
Click the SAVE button to update the Timesheet with the changes made.
Click the CLOSE button to exit back to the Timesheet list

Export Employee Timesheets

To export approved Employee Timesheets observe the following steps:

Select the Employees > Timesheets sub menu to open the Timesheet List page.
From the Timesheet List record view drop down list select the value Timesheets Export.
If required you can search for the Employee name associated with the Timesheet record from within the Timesheet List page.

You can utilise the dates to and from fields to narrow your Timesheet search. Dates can be specified as a free text input or selected from the date picker.
Highlight the timesheet records that are to be exported and click on the EXPORT button to generate a CSV file listing the selected timesheets. The timesheets written into the CSV file will be based upon the records listed within the record view, Records listed will be influenced by the specification of either a date and employee filter or an advanced filter.

Bulk Approve Employee Timesheets

To Bulk approve Employee Timesheets please observe the following steps:

Select the Employees > Timesheets sub menu to open the Timesheet List page.
Preserve the default record view of Timesheets For Approval.
If required you can search for the Employee name associated with the Timesheet record from within the Timesheet List page.

You can utilise the dates to and from fields to narrow your Timesheet search. Dates can be specified as a free text input or selected from the date picker.
Highlight the timesheets that are to be approved. To select multiple timesheets depress the CTRL key on your keyboard and select with you mouse the applicable timesheet records.
Click the Bulk Approve button located within the tool bar, followed by confirmation of the OK button on the pop up screen to approve the selected timesheets.

Approve Individual Employee Timesheet

To approve an individual Employee Timesheet observe the following steps:

Refer to steps 1 - 4 as outlined under the topic Editing an Employee Timesheet.
Within the timesheet record update the Approved field. Set the field value to Yes.
Click the SAVE button to update the timesheet record with the change to the Approved status.
Click the CLOSE button to exit back to the Employee Timesheet list.

Change the Activity Status of an Employee Timesheet

To edit the activity status of an Employee Timesheet record observe the following steps:

Refer to steps 1 - 4 as outlined under the topic Editing an Employee Timesheet..
To deactivate the Employee Timesheet record click the Deactivate button
To activate the Employee Timesheet record observe the step 1 above and select the Activate button.
Once done, you can exit back to the Record List.

Delete an Employee Timesheet

Although not recommended, and you are referred to the notes on record deactivation, to delete an Employee Timesheet record observe the following steps:

Refer to steps 1 - 3 as outlined under the topic Editing an Employee Timesheet.
From the record listing, highlight the Employee Timesheet that is to be deleted.
Select the "Delete Button" in the upper right portion of the window.
Select the OK button to confirm the deletion of the selected record.