This article contains information for the Timesheet (Admin) screen
If you're looking for Daily or Period Authorisation click HERE.
This article describes the content of the Status and Reason columns in the Timesheet (Admin) screen (available via Management > Timesheets > Timesheets)
The Status and Reason columns provide detail about the overall condition of that Timesheet.
Status
| Status | Meaning |
| Active | Shift is still in progress, if edited, the reason will change |
| Unauthorised | Shift has ended but the timesheet has not been authorised. Unauthorised timesheets will not be processed in payroll |
| Authorised | The timesheet has been authorised, ready for payroll processing |
| No Show | A No Show entry is not yet a Timesheet, but a Timesheet can be generated from it. See Generating Timesheets from No Shows |
| Multiple | 'Multiple' appears when grouping results and indicates a mix of Timesheets of different Statuses |
The status text colour is fixed.
Reasons
Multiple reasons may be applied to a single timesheet.
Where the Reason text contains either ‘OK’ or ‘Manually Added’ the text is in black.
Where the text does not contain ‘OK’ or ‘Manually Added’ the text is in red, to indicate an exception.
| Reason | Meaning |
| Shift was auto authorised | |
| The timesheet has been created manually rather than from a Roster. | |
| The timesheet has been ended manually rather than from an employee physically clocking off themselves. | |
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Employee clocked out before their rostered end time. |
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Employee clocked in before their rostered start time. |
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Employee clocked out after their rostered end time. |
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Employee clocked in after their rostered start time. |
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The employee did not clock off at the end of their shift. This will only apply if configured in system. There are settings in the Data Exchange that will log an employee off after a given amount of time after their rostered shift has ended, assuming that they have forgotten to clock out. A typical setup is 4 hours after the end of a rostered shift (e.g. an employee was rostered to end work at 3pm therefore at 7pm they would be auto logged off), and 12 hours after the start of a non-rostered shift (e.g. and employee starts work at 10am but isn't rostered, therefore they would be auto logged off at 10pm). These settings and more can be determined within the Data Exchange task. If you are an administrator, you can learn more about the set up at How do I configure the Auto-Logoff Data Exchange? |
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Where the break was not taken at the scheduled break times. Only applied when the 'Strict on Frequency' option is enabled in the Clock In Settings. For more information on this refer to the Break Options section on the Clock In Settings help page |
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| Employee does not have award profile assigned to the role they were rostered/worked | |
| No roster for employee at commencement of shift | |
| Shift longer than what was rostered. Will only appear if Shift Duration is being used as the Auto-Authorisation Mode and not Exact Times | |
| Shift shorter than what was rostered. Will only appear if Shift Duration is being used as the Auto-Authorisation Mode and not Exact Times. | |
| Shift is not complete but start time was manually authorised. End time will need to be authorised once shift has been completed | |
| Consent not provided on Declaration Form. Refer to article regarding Clock In Settings Declaration Form | |
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When a timesheet doesn't contain a break, but the award profile break schedule configured requires a break to be taken. Or Break length doesn't meet the award conditions. |
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| No Clock In Settings configuration exists | |
| Unknown - internal db error |