Employee Timesheet Report
This section provides an overview of the employee timesheet report. This report is a great tool for examining employee’s hours, both regular and overtime, and is typically used as a basis for determining how time is submitted to payroll. It is located in the Time Records desktop. If it is not visible, a security administrator will need to allow access through Configure Roles in Security.
The report functions off of either timesheet information or time records information. The difference is that when timesheets are enabled and staff create their timesheets in the system, this report will only return the hours against approved timesheets. This means that staff have entered their time, signed off on it and a supervisor has approved it. To verify if the report will return timesheet data, go to Configure, List Configuration, Payroll, Rules.
If the Import From Timesheets flag is checked, then the Employee Timesheet report will only return hours from approved timesheets. This is the recommended usage of the system.
If this box is not checked, then the report will produce unpaid hours that have been imported or entered into the Time Records desktop. Time can be imported from approved notes or schedules. Time can be manually entered into Time Records as well. Keep in mind that while all types of time can be entered at Time Records (including both non-billable such as mileage, training, paid time off, etc. and billable time), the majority of the time will be billable time. The biggest benefit of using this report then is that payroll hours can be reconciled to the billing. The money going out for payroll is being supported by money coming in from billing.
To run this report, enter at the minimum, a date range. If timesheets are being used, then the date range will need to be an exact match to a pay period. The report will then return all hours from the approved timesheets. If time records are being used instead of timesheets, enter in a date range. The report will then show all unpaid hours for that timeframe.
Use the paid filter in the search grid in order to understand the time that hasn’t been paid. This might be helpful in determining how far back the start date needs to be. For example, if someone turned in late documentation and needs to be paid for that older time, those dates would need to be included in the timeframe.
Run the report for either a particular cost center or employee, or for all employees across all cost centers. In the standard version of the report, the total hours per pay type display for the specified pay period, along with their respective rates and the grand total.
An important feature of this report is that it will display an error for any hours that will not transfer to a paycheck due to missing pay types. The system will force that a pay type is setup to support each service and cost center the employee worked. This is of great benefit as it ensures that the revenue for cost center and service matches to the payroll wages. It will also report on overlapping time making certain that individuals are not being overpaid. It will also help catch any keying errors.
Any errors will be listed on the very bottom of the report. In this case, Sally Caregiver provided the SEG service in the Asheville cost center and therefore a pay type needs to be setup.
This would be added in the employee record. In this example, there is already a pay type for Asheville , but that is linked to the CSA service.
This same report can be run in the unformatted version if the data needs to be dumped to excel for filtering of the data.
The report can also be run in a daily summary format in order to get a break down of the hours per day. The unformatted version of the daily summary is used when needing to dump the data into excel for easy filtering.