Workflow: Timesheets

Efficient timesheet management is essential for ensuring accurate payroll, compliance with funding guidelines, and streamlined reporting. This article provides a comprehensive guide to managing timesheets in MYP Time & Attendance, covering key workflows such as creating, editing, approving, and downloading timesheets.

Key Features of Timesheets in Time & Attendance

1. Automated Creation:Timesheets are created automatically when staff check in to a shift.

2. Filters for Viewing Timesheets:

   • Start and End dates.

   • Status: Approved, Awaiting Approval, In Progress, Rejected.

   • 'Roster' or 'Program' filters.

   • 'Staff' filters, including archived staff.

3. Approval Workflow:

   • Timesheets can be approved, rejected, or adjusted based on organisational needs.

4. Integration:

   • Payroll integration with Xero & MYOB - streamline your payroll by syncing Timesheets to Xero or MYOB.

   • Seamless integration with Funding, with Timesheet approval creating invoices.

Viewing Timesheets 

To access timesheets:

• Navigate to Time & Attendance > Timesheets.

• Apply filters for date range, status, program, or roster.

• Enable additional options:

  • Include archived staff.

  • Show only timesheets with cost allocation errors.

  • Show HR leave applications.

Creating Timesheets

Automatic Creation:Timesheets are generated automatically upon shift check-in.

Manual Creation:To create a timesheet manually:

• Go to Time & Attendance > Timesheets.

• Click on Create Timesheet.

• Enter the following details:

  • Staff or Shifts: Choose the staff member or shift.

  • Start Date and End Date: Specify the relevant dates.

  • Shift Selection: Select the associated shift from the drop-down.

• Click Create.

Editing Timesheets

To edit a timesheet:

• Select the timesheet you want to edit.

• Click Edit and update the following fields as necessary:

  • Start and Finish Times: Ensure alignment with actual hours worked.

  • Number of Hours and Pay Rate: Adjust for compliance with award rules.

  • Cost Centre: Allocate costs accurately.

  • KM Allowance: Enter travel distance (does not sync to accounting software).

  • Claim Forms: Upload and approve relevant claim forms.

  • Notes: Add any additional information.

Cost Allocation Options

When editing cost allocation:

• Select the appropriate calculation method:

  • Shift Hours: Calculates time strictly within the shift duration.

  • During Shift Hours Only: Aligns start and end times to shift hours.

  • Check-In/Out Times: Uses exact check-in and check-out times.

• Click Calculate to finalise the allocation.

• Add multiple rows if splitting costs across different pay rates or cost centres.

Shift Expenses

Expenses can be marked as disbursement (client-billable) or reimbursement (staff-payable).

Approving Timesheets

Quick Approve

• Navigate to the timesheet list.

• Click Quick Approve for individual timesheets.

Standard Approval

• Select the timesheet.

• Click Edit and review the details.

• Approve or reject the timesheet:

  • Choose Approved or Rejected from the status dropdown.

  • Add comments if rejecting the timesheet.

• Click Submit to finalise.

Automated Notifications

Roster managers receive automated emails daily when timesheets require approval.

Generating Automated Emails

Automated emails alert roster managers about pending timesheets. The text includes:

Time & Attendance Timesheet Approval Alert:As a Roster Manager, please note that the timesheets listed in the table below have been submitted and require your approval.

Handling Timesheet Errors

• Missing Pay Rate:Update the pay rate in the edit menu before syncing to accounting software.

• Cost Allocation Errors:Use the Recalculate Cost Allocation option to resolve discrepancies.

• Flexible Shifts:Note that the Adjust Timesheet icon will not appear for flexible shifts, as there is no set checkout time.

Best Practices for Timesheet Management

• Review Shift Notes:Always check the Shift Notes section for additional context about the shift.

• Use Predefined Filters:Apply filters to streamline the approval process and ensure accuracy.

• Document Adjustments Clearly:Record reasons for changes in the notes or comments section.

• Monitor Trends:Use timesheet reports to analyse patterns and improve scheduling practices.

• Integrate Billing:Ensure timesheets align with NDIS funding and other billing mechanisms.

FAQs About Timesheets

• Can timesheets be created manually?Yes, provided the appropriate permissions are granted.

• What if a timesheet has missing pay rates?Use the Edit option to update the pay rate before syncing.

• How can I track rejected timesheets?Use filters to view timesheets with the status Rejected and add comments for follow-up.

• Can cost centres be updated after timesheet creation?Yes, you can split costs across multiple centres by editing the timesheet.

Example Use Case

Scenario:A staff member checks in late for a shift.

Actions:

• Edit the timesheet to reflect the actual check-in time.

• Recalculate the cost allocation to match the adjusted hours.

• Approve the timesheet and add a note: ‘Late check-in due to unforeseen traffic.’