If you are logged in as a manager, you can add entries for other employees and approve pending entries; otherwise you can only add entries for yourself.
Adding Entries
Entries can be added to a timesheet in several ways:
Entries can be entered manually.
Entries can be loaded from a template.
Entries can be loaded from a previous pay.
The availability of templates and previous pay controls is determined by the Security settings set up in the Management Console. These controls can be made available to all users, restricted to managers only, or disabled completely.
Add an entry manually
Select the pay to add entries to from the Pay drop-down list.
If you are not a manager, you can only add entries for yourself. If you are a manager, you can add entries for one or more employees in addition to yourself:
To add entries for yourself, select "<My Details>" from the Group field.
To add entries for a single employee, select a group that the employee belongs to from the Group field, then select their name from the Employee field.
To add entries for a group of employees, select a group from the Group field, then select "<Everyone>" from the Employee field.
Select an entry type from the Type drop-down list, then click Add Entries. You are asked how many entries you want to add:
Enter the required number of entries and click OK. The specified number of entries appear as separate rows in the Add Time section:
Enter the required information in all fields. The available fields differ depending on the type of entry being added.
Optional: You can use the icon to copy a line. For example, if you are entering times for a week and each day is the same, add a single line, enter the details for that line, then make four copies of it for a week's worth of lines. (The date is incremented by one day for each copy.)
Optional: When adding entries for <Everyone>, you can click the icon at the right of the line to explode it, creating a separate line for each employee. For example, if you are entering times for a group of employees, which are mostly the same with a few exceptions, add a single entry containing the default details for everyone, then explode it and edit only those employee lines where there are exceptions.
Click Submit to Manager to send the entries for approval.
Make good use of employee groups to enable quick data entry for multiple employees. Create an employee group for any groups of employees who all work the same hours - you can then add a single entry for <Everyone> in that group. Remember that an employee can belong to multiple groups if necessary.
Use the and actions to add many entries quickly. For example, to add entries for all employees for an entire week, add a single entry for <Everyone> for one day, enter default details for that entry, then use the action to make copies of it for each day of the week. You can then use the action to explode any days where there are exceptions to the default data and edit those employee lines where there are exceptions.
Select the pay to add entries to from the Pay drop-down list.
If you are not a manager, you can only load template entries for yourself. If you are a manager, you can add entries for one or more employees in addition to yourself:
To load entries for yourself, select "<My Details>" from the Group field.
To load entries for a single employee, select a group that the employee belongs to from the Group field, then select their name from the Employee field.
To load entries for a group of employees, select a group from the Group field, then select "<Everyone>" from the Employee field.
Select the template to load entries from the Templates drop-down list.
Click Apply Template.
The timesheet fields are populated with lines from the selected template. The timesheet lines loaded in can be edited as normal before being submitted for approval.
Load entries from a previous Pay
To load timesheet entries for all users from a previous pay:
Select the pay to add entries to from the Pay drop-down list.
If you are not a manager, you can only load previous pay entries for yourself. If you are a manager, you can add entries for one or more employees in addition to yourself:
To load entries for yourself, select "<My Details>" from the Group field.
To load entries for a single employee, select a group that the employee belongs to from the Group field, then select their name from the Employee field.
To load entries for a group of employees, select a group from the Group field, then select "<Everyone>" from the Employee field.
Select the pay to load entries from the Previous Pays drop-down list.
Click Apply Previous Pay.
The timesheet fields are populated with lines from the selected pay. The timesheet lines loaded in can be edited as normal before being submitted for approval.
Field Definitions and Actions
Field definitions - Timesheet
Field
Description
Employee
This is the full name of the MyStaffInfo employee, to whom the current row's timesheet transactions belong.
Date
The date that this entry pertains to. There can be multiple entries made on the same date. Normally, you would start with five entries, one for each day of the week.
Start End
The start time must be in the same actual day to match the date entered. So, for example if the employee begins a night shift at 10PM on 24/11/2009 and finishes at 6AM on 25/11/2009, the user should enter "24/11/09" in the Date field, "22:00" in the Start field and "06:00" in the End field.
Break
This is the total duration of breaks throughout the shift, expressed as a time value (HH:MM). For example, if the employee has two 15-minute breaks and one hour for lunch, the total is 1 hour 30 minutes and should be entered as "01:30".
Units
This value is automatically calculated, and equates to the End time less the Start time less the Break time. Depending on what is chosen for the Display timesheet time units as option on the Company Settings page, the value will be displayed as either a decimal amount, or in hours and minutes.
Wage Type
This field is only visible for installations that have the option to use multiple Hourly Wage Rate codes turned on in the Special Options Setup screen of Exo Payroll. This option allows an employee to have up to 9 different Hourly Rates, which are coded from 1 to 9. The actual Hourly Wage Rates are stored in the respective employee's Hourly Rates screen in Payroll, the default code being 1, for the base Hourly Rate.
Cost Centre
The Cost Centre that this transaction will be recorded against on the Costing Analysis report in Exo Payroll. If the value is left at zero, the transaction is to be costed to the employee's default Cost Centre. If you want to cost the transaction to some other Cost Centre, select a code here.
Field definitions - Wages
Field
Description
Date
The date that this entry pertains to. There can be multiple entries made on the same date.
Units
This is the amount of hours worked for this date and wage type in a decimal format. For example, eight hours and 30 minutes is entered as "8.5".
Wage Type
This corresponds to the Pay Rate Types established in Payroll, the default value being Ordinary Time.
Cost Centre
The Cost Centre that this transaction will be recorded against on the Costing Analysis report in Exo Payroll. If the value is left at zero, the transaction is to be costed to the employee's default Cost Centre. If you want to cost the transaction to some other Cost Centre, select a code here.
Field definitions - Leave
Field
Description
Date
The date that this entry pertains to. There can be multiple entries made on the same date.
Leave Type
Select a leave type from the drop-down list:
Personal Leave
Annual Leave
Long Service Leave
Lieu Time
Rostered Day Off
Unpaid Leave
Units
The amount of leave to be applied is entered here. This figure may represent days or hours, depending on the leave type and the setting in Exo Payroll. The icon indicates that more information is available. Hover the mouse pointer over this icon to bring up more information on the number of units to pay.
Reduce
The amount to reduce this employee's entitlement. This figure may represent days or hours. The amount to reduce will be expressed in the same manner (days or hours) as the Units data entry item. If the amount to reduce must always equal the amount paid, this data entry item will be disabled. The icon indicates that more information is available. Hover the mouse pointer over this icon to bring up more information on the number of units to reduce the leave entitlement by.
Cost Centre
The Cost Centre that this transaction will be recorded against on the Costing Analysis report in Exo Payroll. If the value is left at zero, the transaction is to be costed to the employee's default Cost Centre. If you want to cost the transaction to some other Cost Centre, select a code here.
Field definitions - Allowances
Field
Description
Employee
This is the full name of the MyStaffInfo employee, to whom the current row's Timesheet transactions belong.
Date
The date that this entry pertains to. There can be multiple entries made on the same date.
Code
This corresponds to the Allowance names set up in Exo Payroll. Select an Allowance from the drop-down list.
Units
The amount of this Allowance to be applied is entered here. Depending on the type of Allowance, this may be a number of units, a dollar amount, or a percentage rate. If this field is read-only, it indicates that the amount has been pre-set in Exo Payroll.
Cost Centre
The Cost Centre that this transaction will be recorded against on the Costing Analysis report in Exo Payroll. If the value is left at zero, the transaction is to be costed to the employee's default Cost Centre. If you want to cost the transaction to some other Cost Centre, select a code here.
Field definitions - Other
Field
Description
Employee
This is the full name of the MyStaffInfo employee, to whom the current row's Timesheet transactions belong.
Date
The date that this entry pertains to. There can be multiple entries made on the same date.
Other Type
This column contains one option:
HoursPaid for Holiday Pay- Hours Paid is necessary for users who do not have Pay Period Valuation turned on in their company holiday pay setup. This field requires the number of hours paid for holiday pay purposes.
Units
The amount of hours to be applied is entered here.
Actions
The following action icons are available for all entry types.
Icon
Description
This icon is available when a manager is editing all members of a group, i.e. when <Everyone> is selected in the Employee column. Click this icon to "explode" this line into separate lines for each employee in the group.
Click this icon to create copies of the selected entry. Enter the number of copies you want to make on the window that appears, then click OK to create the specified number of entries containing the same data as the original.
Click this icon to delete the selected entry.
Viewing and Editing Existing Entries
All existing entries are displayed in separate sections underneath the Add Time section, where they can be viewed and edited (provided they are still pending). The filters at the top of the screen let you view approved entries, unapproved (i.e. pending) entries, or all entries.
The icons at the top of each section let you jump from one section to the next.
The fields for each section are the same as those that are available when adding entries. Columns at the right of each section contain icons that indicate each line's status, and available actions for each entry.
Icon
Description
Status
Pending
Approved
Downloaded
Actions
Click this icon to edit the selected pending entry.
Click this icon to delete the selected entry.
Click this icon to approve the selected pending entry (Managers only).
Click this icon to unapprove the selected approved (Managers only).
If you are logged in as a manager, buttons are available at the top of the screen to approve or unapprove all entries for the selected employee or group.
Editing Entries
Clicking the icon next to a pending entry makes that line editable:
You can edit the information in each field in the same way as when the entries were first added.
Click the icon to save your changes.
Click the icon to cancel your changes.
Printing and Exporting Timesheets
Click the Print button at the bottom of the page to display a standard print dialog, which will allow you to print the current display of timesheet information.
Click the Export button to export the timesheet information as a CSV file.
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