Splitting Timesheets

This article contains information for the Timesheet (Admin) screen.

If you're looking for Daily/Period Authorisation click HERE.

This article describes the permissions required for and how to split single and multiple timesheets (in bulk) via the Timesheet (Admin) screen (available via Management > Timesheets > Timesheets).

What is splitting a timesheet?

Splitting a timesheet allows you to break down the duration of a shift into more than one timesheet.

This is helpful when an employee changes their Location, Department, Role, Area, Event, or Function during a shift, and you need the timesheets to reflect the time worked in each combination of these.

This is especially important if the employee is paid differently for different combinations.

For example, an employee may work a few hours in their normal role, but after a team leader goes home sick is asked to take on these extra duties for the rest of the shift. The team leader role receives a higher rate, so the employee should be paid accordingly.

Note: If the employee had transferred their shift using a kiosk, this would have
automatically split the shift. This article covers how a manager can do this
during the authorisation process, if needed.

Access Levels & Displaying Split in Actions Menu

Access Levels

For someone to be able to split individual timesheets, their Access Level must have the Allow Timesheet Splitting permission enabled. For splitting in bulk, Allow bulk splitting must be enabled. To do this:

1. Go to Admin > Security Config > Access Levels
2. For the relevant Access Level row, click Edit
3. Click on the Permissions tab
4. Search for 'Splitting'
5. For single split only, ensure the item Allow Timesheet Splitting is ticked
   • To enable access to bulk splitting, ensure the Allow bulk splitting is ticked.
6. After altering the selection, click Apply Changes.

Displaying Split in Actions Menu

To make the single Split option visible against indvidual timesheets:

1. In the Timesheets Admin screen
2. Click the Screen/Table Settings icon
3. Scoll down to the Actions section and ensure the Split checkbox is ticked.

Splitting individual timesheets

• Active timesheets cannot be split - the Split option in the Actions kebab will be disabled.
• No Shows cannot be split - no Split option is offered in the Actions column

Step-by-step

To split individual timesheets in the Timesheets screen:

1. Go to Management > Timesheets > Timesheets
2. Navigate to the timesheet you wish to split, click the kebab icon, and click Split. If 'Split' in the Actions kebab is not visible check the permissions mentioned above, and the Timesheets Table/Screen Settings to ensure the Split checkbox is ticked.
   
   
   
   
3. In the Timesheet Splitting screen, select how many splits you need from the drop-down menu. The number you select will create the same number of timesheet rows below, so you can specify the details for each.
4. Update the Shift Duration for each row. The remaining duration will be automatically populated into the last split.
5. Working with one row at a time, update the Location, Department, Role, Area, Event, and Function the employee worked as required.
6. Comments can be entered, if needed.
   
7. Confirm the split information at the bottom of the screen, then click Save.
8. You will receive a warning that splitting a timesheet cannot be undone. Click Yes to continue.
   
9. The additional timesheets will now be visible in the Timesheets screen. Any additional changes can be made before you authorise.
   
   

Splitting timesheets in bulk

Bulk Split was released to Cloud in v6.0.33.

Step-by-step

To split timesheets in bulk from the Timesheets Admin screen:

1. Ensure the Allow bulk splitting permission is enabled. See above.
2. Go to Management > Timesheets > Timesheets
3. Use the checkboxes to select the timesheets you wish to be split

   All selected timesheets must have the same Start Date. 
   An error will be presented where the Start Dates differ.

4. Click the Split button at the top of the page

5. In the Timesheet Splitting screen that appears, a list of the selected timesheets will be presented at the bottom of the page.

6. Choose how many splits are required for each of the timesheets from the drop-down menu.
   

7. The number selected will create the same number of timesheet rows below.  You can select each row one at a time and set the Location, Department, Role, Area, Event, and Function the employee worked as well as the Shift Duration for how long they worked in that combination.
   

8. Comments can be entered, if needed.

9. For the last row, you cannot enter a shift duration as this will automatically calculate to be the remaining time left in the shift.
   

10. Any errors resulting from changes made in this bulk Timesheet Splitting screen will be highlighted in the section at the bottom of the page against each timesheet entry. This allows you to correct errors before attempting to save the changes. 

11. Confirm the split information at the bottom of the screen, then click Save.

12. You will receive a warning that splitting timesheets cannot be undone. Click Yes to continue.
    

13. The Timesheet Admin page will be presented and the additional timesheets will now be visible (may require changing views).

Important

• Timesheets can only be split in bulk where all selections share the same Start Date.
• Active timesheets and No Shows cannot be split.
• After clicking Save or Cancel on the Bulk Split page, any previous Date range selected on the Timesheets Admin screen will not be retained.
• Any checkbox selections made on the Timesheets Admin screen will not be retained if clicking Cancel on the Bulk Split page.
• Any filters (other than Date) selected in Timesheet Admin will be retained when clicking Cancel or Save on the Bulk Split page.
• Where selecting a single timesheet then clicking the Split button, the standard single split window will be presented, rather than the bulk split page.
• If the 'Split' button is not visible check the Allow bulk splitting permission is active. See permissions section above.
• The status of the Split checkbox option on the Timesheets Table/Screen Settings does not affect the bulk Split button. That checkbox only controls the single Split option under the Actions column.