Access and edit Timesheets

This article is about Humanforce Payroll. For help with Humanforce Workforce Management, start here.

In this article, we'll step through how to add pay elements and other payroll data to Timesheets in Humanforce Payroll.  

Before you begin

Note that if you edit timesheets in Humanforce Payroll, the changes will not be reflected in the timesheets in Humanforce Workforce Management. To keep timesheet data the same in both places, it is generally recommended that you:

• edit timesheets as needed in the Humanforce Workforce Management payrun and
• re-send the payrun to Humanforce Payroll. 

Access and edit Timesheets

To access and edit Timesheets

1. Enter Timesheets in the search bar or go to Pay Processing > Pay Process > Timesheets
2. In the Payroll drop down, select the relevant value
3. Enter the Employee Number or name, to refine the search results, if desired
4. To open a timesheet from the search results listed, simply click the relevant row.

Add a Pay Element

To add a Pay Element to a Timesheet

1. Open the timesheet and click Add
2. Select the Pay Element from the drop-down list
3. Populate the fields as needed (fields will vary depending on Pay Element selected)
4. Repeat steps 2 and 3 until all needed Pay Elements are added
5. Click Save

You also have options to add Comments, Multi Costing and Attachments to Timesheets.

To add a Work Reason to a Timesheets

Add a Work Reason

If your organisation has been set up with Work Reasons, then on a timesheet there will be the option to add a Work Reason to a Timesheet.

1. Open the timesheet and click Work Reason.
2. On the top right hand corner of the Work Reason window, click the + icon.
3. Enter the date
4. In the Work Reason drop-down, select the appropriate entry
5. Click Create. 

Add or Remove an Expense Claim

To add an Expense Claim, follow the same steps above to Add a Pay Element, making sure to select the relevant expense claim or reimbursement Pay Element from the drop-down list.

If an Expense Claim has been lodged by an employee and approved it will flow through to the Timesheet. The Expense Claim cannot be edited in the Timesheet but it can be removed.

To remove an approved Expense Claim from a Timesheet, click the rubbish bin icon.

Next Pay Period Timesheets

When you go to the Timesheets, the default view will display Timesheets in the current Scheduled runs. However, there are instances where a future timesheet (Next Pay Period) may be created, for example, where leave exists.

To view a Timesheet in the Next Pay Period and action items as required:

1. Search for Timesheets in the menu or go to Pay Processing > Pay Process > Timesheets
2. Select the relevant value in the Payroll drop-down
3. Select the checkbox for Is Next Period Timesheet?

When the search results load, you'll notice the Process Date column will display the next period process date for all results when this box is ticked.

Note that:

• You cannot create a next period timesheet if the next period hasn't started yet (that is, today’s date is less than Next Period start date).
• If you want to change an employee to be from an hours to a non-hours based timesheet (via Pay Rule) you must first delete any hours based timesheets that exist for the employee before proceeding.