Approving Staff Timesheets

💻Staff > Log/Timesheets

1. Click on the date-selector under the heading 'Timesheets Check In/Out Summary (Payroll Data)'
2. Select the start of the date range from the first calendar and the end from the second
3. Click Apply to set the date range
4. Click 'Get Staff Timesheets' to load the data

Optional: You can also filter to specific staff by entering their names into the filter.

Staff Logs and Timesheets lock automatically after 14 days. If you need to edit older logs, use these steps to unlock them:

Unlocking:

1. Click 🔓 Unlock Timesheets for Editing
2. Enter the reason for unlocking the timesheets
3. Select the Unlock Period (1-24 hours)
4. Click Unlock Timesheets

Locking:

1. Click 🔒 Lock Timesheets for Editing

• If not locked manually, the timesheets will be re-locked automatically after the selected unlock period.

• Check that the Actual Hours match Rostered Hours - Use notes to explain any variances
• Use Actual Check In/Out times to correct any discrepancies
• Add Leave Requests (if the staff went home early)
• Mark shift as checked

The Export Hours will automatically round back to the roster times if:

• the employee clocks in up to 15 minutes prior to their shift start time
• the employee clocks out up to 15 minutes after their shift end time

The Export Hours are NOT automatically rounded if:

• the employee clocks in more than 15 minutes prior to their shift start time
• the employee clocks in late for their shift (after their shift start time)
• the employee clocks out more than 15 minutes after their shift end time
• the employee clocks out early for their shift (before their shift end time)
  

💡You can use the Revert or Edit function if you want to pay them for the missed time. Their original time will still be preserved in the Logs.

You may also find that there are scenarios where one time is rounded, but the other is not (e.g. the staff works back to make up for starting late or the other way around).

When a break is added to the roster, this is deducted from the worked/export hours by default.

• Unless the employee has 'Paid Breaks' configured in the staff profile or you use the Paid Break override (checkbox) in the timesheets
• The clocked breaks are for reference only and do not get deducted form the shift duration

The Shift summary totals the hours in the timesheet period for each staff.

• Rostered Hours: Rostered Hours column
• Actual Hours: Actual Hours column
• Export Hours: Actual Hours, less auto rounding (orange times), less Rostered Lunch (Unpaid)
• Lunch (Unpaid): Rostered Lunch column (Unpaid)
• Lunch (paid): Rostered Lunch column where the 'Paid' checkbox is ticked in the timesheets
• Leave Hours: Leave Shift hours on the roster
• TIL Accrued: TIL accrual added to timesheets
• Total Paid: Export Hours, plus Leave Hours, less TIL Accrued
• Total $: Total Paid times Staff's hourly rate (permissions required)

There are two (checkbox) settings for exporting:

• Don't round up/down 15 min - when checked, none of the above rounding rules will apply
• Use this option if you have irregular breaks or shift lengths (e.g. 7.6 hour days)
• Don't group shift on Export - split shifts will be exported as multiple entries (instead of grouped together)

⚠️ Click Get Staff Timesheets again after selecting these options to recalculate the shift times!

You can use the following export options to get a report formatted for your preferred payroll system:

• Xero (API connection)
• MYOB (CSV file)
• Quickbooks (CSV file)
• Generic (Excel file)

➜ Editing Individual Staff Logs

➜ Time In Lieu Accrual

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