Timesheets at a Glance is the Go To place for managing timesheet entries.

Transcription

1 Managing Timesheets This document outlines best practice for managing timesheets. 1. Entering Timesheets 2. Monitoring Timesheets 3. Correcting Timesheets a. Editing Timesheets b. Deleting Timesheets c. Adding Timesheets 4. Checking and Sending Timesheets for Confirmation a. Sending Timesheets (Employer) b. Confirming Timesheets (Employee) c. Checking Sent Timesheets (Employer) 5. Checking Timesheets and Pay Period Adjustments a. Pay Period Adjustments b. Checking Timesheets 1. Entering Timesheets Your team will enter their daily time records into AgriSmart via their phone, tablet or PC. Please refer to sections 4-5 of the help guide Setting up phones and tablets and tips on use.pdf. 2. Monitoring Timesheets The Employer/Administrator keeps an eye on Timesheets at a Glance on the Dashboard, ensuring the times entered are accurate and the correct codes have been used. Timesheets at a Glance is the Go To place for managing timesheet entries. The timesheet activitiy colour codes are shown along the top of Timesheets at a Glance This will open up the timesheet Actiity Report where you can see a breakdown of the time recorded

2 This will display the most recent hours sent for confirmation as confirmed/non unconfirmed hours This arrow will take the timesheet days displayed on the dashboard for ALL users back 14 days This arrow will take the timesheet days displayed on the dashboard for the indidual employee back 14 days

3 3. Correcting Timesheets If the times entered or codes used are incorrect or there is time missing, the timesheets will need to be edited/added. Select the timesheet to be edited from the dashboard This takes you to the My Timesheet page Timesheet summary by month Change the date Change the employee Existing timesheet entries Add bulk timesheet entries Change the month Add a new timesheet entry Change the date by selecting a different day a. Editing Timesheets 1. Select edit 2. Change the Activity Code, Hours or Bins 3. Select save

4 b. Deleting Timesheets 1. Select delete 2. Select OK c. Adding Timesheets 1. Select Activity Code e.g. GEN 2. Enter any comments 3. Select the start and end time Or enter the Total Hours e.g 2 Or select day or half-day e.g. 8 or 4 3. Select add 4. Checking and Sending Timesheets for Confirmation With paper timesheets there is the option to have signatures at the bottom of those timesheets. Normal process is for the Employee and the Employer to check and sign the paper timesheet when they re both happy with the hours. AgriSmart, being computer based, requires a slightly different approach. There is still the option to incorporate the checking and approval process. Here s how it works: The Employer/Administrator keeps an eye on Timesheets at a Glance on the Dashboard and edits the timesheets as required for the purposes of accuracy At the completion of a pay period the Employer/Administrator goes to the Timesheet Overview Report and sends out the timesheet entries for confirmation by the Employees via AgriSmart Messages The Messages can be viewed and confirmed by the Employees via their smart phone

5 The date that the hours were sent for confirmation will show in the Sent Date in the Confirmed Hours Report The date that the hours were confirmed will show in the Date Confirmed in the Confirmed Hours Report a. Sending Timesheets (Employer) 1. Select Reports - Timesheet Overview Report 2. Select Pay Period 3. Select all employees or an individual 4. Select go Timesheet details for each employee will be displayed 5. Select Send To Employee to send timesheets to one employee

6 Or Select Send To All Employees to send timesheets to ALL employees 4. Unckeck any employees that you do not wish to send timesheets to 5. Select send b. Confirming Timesheets (Employee) 2. Select check hours 1. Select Messages from the Mobile Menu

7 3. Check the hours If there are changes to be made to the hours the employee will need to do this via the Timesheets 4. Select Confirm at the bottom of the hours report c. Checking Sent Timesheets (Employer) 1. Select Reports Confirmed Hours Report This will default to show the past month s hours sent e.g. from today 22/12/2017 back to 22/11/2017. You can use the report filters to change the hours listed in the report 1. Select sent from and sent to dates 2. Select all employees or an individual 3. Select go

8 Date hours were sent for confirmation Date hours were confirmed Date the hours were last sent for confirmation Select to resend the hours Select to view the hours 5. Checking Timesheets and Pay Period Adjustments At the end of your pay period you can check the timesheets and any pay adjustments for each employee via the Salary/Wages Paid Report. a. Pay Period Adjustments The Salary / Wages Paid Report displays every pay period for each member of the team and how much to pay them (Gross). It works for both salaried and wages staff. Understanding this report is outlined below. Select Reports Salary/Wages Paid Report

9 You can use the report filters to refine the pay periods shown Select a single location/farm unit By default, the date range is for the current season. These can easily be changed. Select an individual team member Or select a pay period Using one of the team, Dami Rivista as an example The date range has been updated to the season to date This report is broken down into three sections as follows: Section 1 All pay periods for the season to date Standard salary for each pay period Actual amount to be paid for each pay period Normal salary totals $18, but the actual total that should have been paid is $19, (Gross) The difference is made up of the values in the next two sections of the report

10 Salary paid for a pay period could differ from the standard amount taking into the following adjustments: If standard salary ($2, in this case) divided by hours worked for the pay period = an hourly rate of less than the minimum wage, then the hours worked must = minimum wage. This is shown as a Minimum wage top-up. Section 2 The value of hours worked on a Statutory holiday is calculated as per employment law. The difference is shown as an Adjustment Statutory holiday worked. The value of an Annual leave day is calculated as per employment law. The difference is shown as an Adjustment Annual leave. Unpaid leave reduces the salary for the pay period Paid by ACC is unpaid time 1st week ACC is paid by the Employer. This will show as 80% of their usual rate of pay. Section 3 Bonus/Extra Payments will be created/viewed here If you use AgriSmart Payroll, then Payslips will be created/viewed here

11 b. Checking Timesheets Select a pay period to view the timesheets for the pay period This will take you to the Timesheet Overview Report. This report is broken down into two sections as follows: Section 1 Employee details Hourly and daily rate of pay Adjustment calculations Pay period amounts

12 Section 2 Timesheet details for the pay period will be displayed