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Timesheets

Updated

The Attendance module's Timesheets feature is used to maintain and print employee timesheets, to view read-only employee timesheet reports, and to view worksite and payroll hours reports. 

Required Permissions

When the optional Attendance functionality is turned on in an AWARDS database, the Timesheets feature it contains is available to all AWARDS users with employee logins.

If the Attendance feature is not currently available in your AWARDS database and you are interested in learning more about it, please contact your Foothold Customer Experience team representative for guidance on whether or not it is right for your agency. 

Detailed Instructions

Updating a Timesheet

To update an employee timesheet, complete the following steps:

  1. Click your name in the navigation bar, then click Attendance. The Attendance Menu page is displayed.
  1. Click the Database drop-down arrow and select "Data Entry."
  2. Click the Payroll Group drop-down arrow and select the payroll group for the applicable employee. The default value is "All Workers."
  3. Click the Work Group drop-down arrow and select the work group associated with the applicable employee. The default value is "Yourself."

Only users who are in the Human Resources" user group or who have a "Human Resources Data Entry" permission have access to the full work group selection list. For all others, "Yourself" is the only available option.

Click Timesheets. The Timesheet Data Entry Page is displayed. 
  1. Click one of the Date Range radio buttons to select the pay period of the timesheet to be updated. Options include "Current Pay Period", "Previous Pay Period", and "Use Date Range Settings Below."

Only users who are in the Human Resources user group or have a "Human Resources Data Entry" permission have access to the "Use Date Range Settings Below" option. 

  1. Continue to narrow which timesheet is to be viewed by clicking one of the Timesheet Selection radio buttons.
  • Self - Only the timesheet for the current user (yourself) will be updated.
  • Work Supervisees - The timesheets of all of your supervisees will be available for updating. 
  • Timesheet Group - The timesheets of all employees for which you are a timesheet supervisor will be available for updating. 
  • Supervisory Tree - The timesheets for all employees in your supervisory tree will be available for updating. 
  • Current Payroll - The timesheets for all employees currently on the agency payroll will be available for updating. 
  • Former Staff - The timesheets of all former staff members will be available for updating. This option defaults to the Work Group selection made on the previous page.

Only users who are in the Human Resources user group, have a "Human Resources Data Entry" permission, or who are timesheet supervisors have access to the full timesheet selection list. For all other users, "Self" is the only available option.

  1. Click the Worksite drop-down arrow and select the worksite for the applicable employee. 

Only users who are in the "Human Resources" user group or who have a "Human Resources Data Entry" permission have access to this option.

  1. If all timesheets meeting the selection criteria specified above are to be updated, click the Check Off All Names that Match Selection Settings checkbox. 

This option is not applicable to users who can only update their own timesheets.

  1. Click CONTINUE.

If "Self' was the timesheet selection on the Timesheet Data Entry page, your timesheet is displayed on the Regular Employee Timesheet page. Skip to step 13.

For all other timesheet selections, the Timesheet Pre-Selection Form page is displayed with a list of those employees whose timesheets meet the search criteria from the previous page. Continue with step 11.

  1. Click the checkbox next to each employee whose timesheet needs to be updated. If the "Check Off All Names that Match Selection Settings" option was selected on the previous page, all employees will already be selected by default.
  2. Click CONTINUE. The Regular Employee Timesheet page is displayed for the first employee selected on the previous page.
  3. Make changes or additions to the information on this Regular Employee Timesheet page as necessary.

Timesheet entries with the day of the week displayed in red are those for which information has not yet been entered by the user. Any information currently in those fields has defaulted from the employee's work schedule. (Click to review the Work Schedules page.) To add shifts not shown on the timesheet, use the available "Someday" rows.

For each shift completed, be sure to enter two timesheet rows (an "in/out pair") consisting of the following information:

  • Date - For each timesheet "in/out pair," click the first Date drop-down arrow and select the date on which the employee began his or her shift, then click the second Date drop-down arrow and select the date on which that shift ended.
  • Time -  For each timesheet "in/out pair," type the time at which the employee began his or her shift in the Time field (using HH: MM format followed by a space and AM or PM). Type the time at which the employee ended that shift in the second Time field.
  • In/Out - For each timesheet "in/out pair" click the first In/Out drop-down arrow and select "In," then click the second In/Out drop-down arrow and select "Out."
  • Activity - For each timesheet "in/out pair" click the Activity drop-down arrows and select the activity in which the employee participated during the day/hours indicated, or the location at which he or she spent that shift. The activities list consists of agency worksites, as well as standard selections such as "Holiday," "Jury Duty," "Home Office," and more.
  • BreakHrs -  If applicable, type the number of break hours used during this shift in the BreakHrs field. Note that this timesheet field is optional and may not be turned on in your AWARDS database.
  • Tokens - If applicable, type the number of tokens used during this shift in the Tokens field. Note that this timesheet field is optional and may not be turned on in your AWARDS database.
  • Mileage - If applicable, type the number of miles traveled during this shift in the Mileage field. Note that this timesheet field is optional and may not be turned on in your AWARDS database.

If it is necessary to remove a timesheet entry (in/out pair) rather than add one, select "REMOVE ENTRY" as the activity for that entry.

  1. If more than one employee was selected on the Timesheet Pre-Selection Form page, click UPDATE Timesheet, Open Next. The next timesheet is displayed. Repeat steps 13 and 14 as necessary. If all selected timesheets have been updated, click UPDATE Timesheet, Return. The Attendance Menu page is re-displayed.

If your own timesheet is the only one being updated at this time, click UPDATE Timesheet, Return. A read-only version of the timesheet is displayed on a confirmation page. At this point, the timesheet can be printed if necessary.

You have now completed the process for updating an employee timesheet. 

Viewing a Timesheet Report

To view a Timesheet report, complete the following steps:

  1. Click your name in the navigation bar, then click Attendance. The Attendance Menu page is displayed.
  1. Click the Database drop-down arrow and select "Data Entry."
  2. Click the Payroll Group drop-down arrow and select the payroll group for the applicable employee. The default value is "All Workers."
  3. Click the Work Group drop-down arrow and select the work group associated with the applicable employee. The default value is "Yourself."

Only users who are in the Human Resources" user group or who have a "Human Resources Data Entry" permission have access to the full work group selection list. For all others, "Yourself" is the only available option.

  1. Click Timesheets. The Timesheet Data Entry Page is displayed. 
  1. Click one of the Date Range radio buttons to select the pay period of the timesheet to be updated. Options include "Current Pay Period", "Previous Pay Period", and "Use Date Range Settings Below."

Only users who are in the Human Resources user group or have a "Human Resources Data Entry" permission have access to the "Use Date Range Settings Below" option. 

  1. Continue to narrow which timesheet is to be viewed by clicking one of the Timesheet Selection radio buttons.
  • Self - Only the timesheet for the current user (yourself) will be updated.
  • Work Supervisees - The timesheets of all of your supervisees will be available for updating. 
  • Timesheet Group - The timesheets of all employees for which you are a timesheet supervisor will be available for updating. 
  • Supervisory Tree - The timesheets for all employees in your supervisory tree will be available for updating. 
  • Current Payroll - The timesheets for all employees currently on the agency payroll will be available for updating. 
  • Former Staff - The timesheets of all former staff members will be available for updating. This option defaults to the Work Group selection made on the previous page.

Only users who are in the Human Resources user group, have a "Human Resources Data Entry" permission, or who are timesheet supervisors have access to the full timesheet selection list. For all other users, "Self" is the only available option.

  1. Click the Worksite drop-down arrow and select the worksite for the applicable employee. 

Only users who are in the "Human Resources" user group or who have a "Human Resources Data Entry" permission have access to this option.

  1. If all timesheets meeting the selection criteria specified above are to be updated, click the Check Off All Names that Match Selection Settings checkbox. 

This option is not applicable to users who can only update their own timesheets.

  1. Click CONTINUE. The Timesheet Pre-Selection Form page is displayed with a list of those employees whose timesheets meet the search criteria specified on the previous page.
  2. Click the checkbox next to each employee whose timesheet is to be viewed. If you are only viewing your own timesheet, or if the "Check Off All Names that Match Selection Settings" option was selected on the previous page, all employees will be selected by default.
  3. Click CONTINUE. The timesheet report for the first employee selected on the previous page is displayed on the Regular Employee Timesheet page. This read-only report contains timesheet information, total week and pay period hours worked, and the employee's balance of sick, personal, and vacation days.
  4. If more than one employee was selected on the Timesheet Pre-Selection Form page, click Next Timesheet to view the next employee's timesheet. Repeat this step as necessary.

You have now completed the process of viewing a Timesheet Report. 

Viewing a Worksite Hours Report

To view a Worksite Hours report, complete the following steps:

Note: In order to view this report, users must be in the Human Resources user group or have a "Human Resources Data Entry" permission assigned to them.

  1. Click your name in the navigation bar, then click Attendance. The Attendance Menu page is displayed. 
  1. Click the Database drop-down arrow and select "Reports."
  2. Click Timesheets. The Timesheet Report page is displayed.

  1. Click one of the Date Range radio buttons to select the pay period of the report to be viewed. Options include "Current Pay Period", "Previous Pay Period", and "Use Date Range Settings Below." 
  2. Click the Worksite drop-down arrow and select the worksite for which the hours are to be reviewed. The default value is "All Worksites."
  3. Click the Worksite Hours Report. The report is displayed on the Worksite Payroll Hours Worked page.

The contents of this read-only report are based on worksite "activity" selections on employee timesheets and the hours worked for each of those activities. It includes regular, shift, TEP, and total hours for the selected worksite, as well as the percentage of worksite payroll horus that were regular. 

You have now completed the process for viewing a Worksite Hours Report. 

Viewing a Payroll Hours Report

To view a payroll hours report, complete the following steps:

Note: In order to view this report, users must be in the Human Resources user group or have a "Human Resources Data Entry" permission assigned to them.

  1. Click your name in the navigation bar, then click Attendance. The Attendance Menu page is displayed. 
  1. Click the Database drop-down arrow and select "Reports."
  2. Click Timesheets. The Timesheet Report page is displayed.
  1. Click Payroll Hours Report. The Payroll Hours Report page is displayed.
  1. Only those hours falling within the date range on this page will be included in the report. Make changes to this date range by typing the appropriate dates in the Start Date and End Date fields (using mm/dd/yyyy format), or by selecting them using the corresponding calendar buttons. The default date range is the previous pay period.
  1. Click CONTINUE. The report is displayed on the Employee Payroll Hours Worked page.

The contents of this read-only report are based on employee timesheet information. It includes a list of employees and the name, status, total hours worked, regular hours worked, overtime worked, and vacation, holiday, personal, and sick days taken for each.

You have now completed the process for viewing a Payroll Hours Report. 

 

Frequently Asked Questions

 

  • Can I enter time off directly into my timesheet or do I have to request it?

If your agency has configured AWARDS to track time-off accruals for employees, only human resources staff and executive-level users have the option to enter time-off directly into timesheets. All other users must use the time-off request system accessed using the Attendance module, Time-Off Requests feature. For more information, see Submitting a Time-Off Request.

If your agency has NOT configured AWARDS to track time-off accruals for employees, you can enter time off directly into your timesheet using the available "Activity" selection options. For more information, see Updating a Timesheet. 

  • How do I add a worksite missing from the "activity" selection list on the timesheet data entry page?

If a worksite is missing, please contact the Help Desk for assistance.

  • How do I remove a timesheet entry?

In data entry mode, set the activity for the entry to "REMOVE ENTRY" and then update to save your changes. (Do not clear out the date or time fields for the entry prior to updating - leave everything as is except for the activity selection.)

  • How do I view my timesheet for a future pay period?

Unless you are a member of the Human Resources user group or have the "Human Resources Data Entry" permission, you will only be able to view timesheets for the current and previous pay periods.

  • What do I need to enter in my timesheet if I'm going to be working on an upcoming holiday?

If you will be working on a scheduled holiday, you need to make an entry in your timesheet for that day as usual. That data entry must be completed by the end of the day on the holiday in question; otherwise, the holiday may automatically be dropped into your timesheet, requiring the data to be manually corrected. Once the timesheet data has been entered, you will be able to request an "Exchange Holiday" for a date other than the holiday using the Attendance module, Time Off Requests feature.

  • What does my "supervisory tree" consist of?

The definition of "supervisory tree" varies from feature to feature. As a result, the list of supervisees for each may be different. For example, in some features, the supervisory tree refers to the user and his or her direct supervisees. In other features, the supervisory tree also includes another layer below that to encompass the supervisee's own supervisees.

  • What is a "timesheet discrepancy" system-generated message, and why did I receive one?

Timesheet discrepancy notices are sent via the AWARDS Messages module when there is time on your work schedule for a given day of the week, but no time has been entered in the timesheet for that day.
Within each timesheet discrepancy notice, you have the option to enter the missing time directly rather than going into your timesheet to do so; however, you will only be able to enter time for the date referred to in the message if that date is yesterday or today. After that, your ability to do data entry for that date directly from the notice expires. For example, if you do not enter your time for the 14th and you receive a notice about it on the 15th, you will be able to enter your time directly in that notice for the purposes of updating your timesheet. If you don't do so and you receive another message on the 16th, you will have to go into your timesheet to do the data entry.

  • Why are some of the days on my timesheet red and why is there data in those red rows that I can't remove?

If you have a work schedule set up, information from that schedule will automatically drop into your timesheet so that it does not have to be manually entered. Any default entries that drop into the timesheet in that manner are displayed in red. That time-off data cannot be removed using the "REMOVE ENTRY" activity as other timesheet data can because it is expected that you will either be working on your scheduled day, or that you will otherwise indicate in some way that you will not be working on that day by submitting a time off request, or by selecting a different activity type in your timesheet (if you are HR or Executive level staff).

  • Why didn't a scheduled holiday drop into my timesheet automatically?

Holidays will drop into the timesheets of eligible employees at the end of the day on the holiday. If on the day after the holiday it is still not showing up in your timesheet, it could be for any of the following reasons:
  • The holiday was not entered as such by HR staff using the Human Resources module Holiday Schedule feature.
  • You are not eligible for paid time off, as determined by the payroll group selected in your staff information record in the Human Resources module.
  • You are not scheduled to work on the holiday, as determined by your work schedule in the Attendance module.
  • You previously requested that day off using the Attendance module, Time Off Requests feature and that request was approved.
  • You have already entered timesheet data for the holiday.
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