Web: Payroll Leave and Time Sheet System Admin

Setup

1. The database administrator should assign the role of "PayrollLeaveAdmin" to a person.
2. That person should then go to Administration-->Payroll/Leave Settings-->Admin Setup to start the setup process.
3. Within the Payroll/Leave Admin Setup System, click on "Settings"
4. In the "Start Date for Time Review and Benefits Entry":
   1. Decide when you wish to begin using the system. It is best to start the date on the last day of the last payroll.
   2. Choose whether to lock time records before the start date. We suggest that you do so old time entries are not changed.
   3. Choose whether to lock time after a time sheet is entered. We suggest that you do so time entries are not changed, making an entered time sheet incorrect.
   4. Choose whether to lock staff number entries in time entries. We suggest that you do, otherwise a time entry made for one person could be changed to being another's.
   5. Enter the last payroll end date.
   6. Select "Insert" to the left of these entries to save them. Only one such entry should be made. Any attempt to add another should fail.
5. Within "Benefit Codes":
   1. Choose a code your organization will use as a benefit. For example, "SLV - Leave Annual Vacation".
   2. Choose whether use of that code will require approval from a supervisor. For example, a holiday (e.g., Christmas) should not need approval. Annual Vacation leave should.
   3. Choose whether a balance will be kept.
   4. 'Automate Accumulation' is not currently used and can be left unchecked. Future versions may use this to automatically add benefits for staff.
   5. If a code is used, and is later retired and will no longer be used by the organization, check the Disabled option to no longer use it as a benefit code.
   6. Select "Insert" to the left of these entries to save them. Only one entry should be made for each benefit code.
6. Within "Security Settings":
   1. Choose a staff person and a role to assign that role to a person.
   2. Normal staff members do not need any role assigned here.
   3. Supervisors -- those who are authorized to approve leave time and review and approve time sheets should be given the "PayrollLeaveSupervisor" role.
   4. Admin -- those who are authorized to be supervisors as well as handle high-level features, including setup, accounting approval, reporting, etc. This role can also remove approvals and other entries made. It should be granted to only a very limited set of staff.
7. After these settings are made, benefit balances should be entered for each staff person. Use the "Benefit Accrual" page to enter those.

Benefit Accrual

Use this page to add hours of benefit to staff. Select the staff person(s). You can narrow the list using the "Starting Date Before". That will compare each staff person's starting date as shown in their profile. You can make more than one selection using various keys and click on entries. For example, choosing an item and holding shift and choosing a lower item will select all those in between. Holding CTRL may allow you to choose individual entries. (Operating systems differ and different keys may need to be used.). You can also use the buttons to Select All or Deselect All.

Once you have selected the staff person(s), select the type of benefit, enter the amount of hours to be added, the accrual date, and a description for the entry. For regular benefits, this could be (for example): Annual Leave, 8 hours, 5/1/2021, and May's Annual Leave Accrual.

For initial setup, prior outstanding balances should be added for each staff person and each leave type.

Time Sheet Accounting Approval

Time Sheet Accounting Approval is the third stage in a time sheet approval. The first is Staff Approval and the second is Supervisor Approval. Account Approval can come before the final step of payment.

This page will allow you to view waiting time sheets ("View"), approve time sheets as a supervisor ("Sup. Apr.") or approve time sheets as accounting ("Act. Apr."). Only time sheets waiting for accounting approval will show here. Once approved by Accounting, the time sheet will disappear from this screen.

Review Time Sheets

Use this page to find time sheets that have been entered for a particular pay period. Enter the Pay Period Start Date and press Search.

Remove Time Sheet Approval

This page allows you to remove various approvals and even delete an entered time sheet. (Note, activities within this page are logged.). Enter a staff number and pay period start date and press search. Within the found entries, you can "Remove Accounting Approval", "Remove Supervisor Approval", or completely "Delete Approval and Time Sheet". Some of these activities may allow other changes to be made. For example, removing accounting approval allows a supervisor to remove their approval. Deleting the approvals and time sheets unlocks time entries for the staff person.

Approve Time Sheet

This page allows you to generate a time sheet for another person and approve it for them. You might use this where someone had an emergency and didn't make it in to enter their own time sheet. Bear in mind that time sheets entered in this manner do log who entered the time sheet and approved it on behalf of the staff person.

Help

To understand the process of leave approval as well as time sheet approval. Diagrams are shown here:

Leave Entry and Approval:

Time Sheet Approval:

Reports

This is a separate system allowing you to get reports on payroll and leave.

Reports

Benefit Entries

A report for a staff person for a period of time.

Leave Entries

Leave entries for a staff person for a period of time.

Missing Entries

Enter a starting date of a pay period to see (1) missing time sheets-- time sheets are not entered and approved by a staff person; (2) time sheets entered, but not approved by a supervisor; and (3) time sheets entered but not approved by accounting.

Balance

Balance entries for a staff person, a particular leave type, and a date range.

Export Time Data

An exportable (to Excel) report that covers a pay period and contains all time entries during that period. Depending on the requirements of your payroll system, this report may need modification.

Admin Page

Back to the Administrative page.