C o n n X T i m e s h e e t s TIMESHEETS IMPLEMENTATION MANUAL VERSION ConnX Pty Ltd 1 of 206

Transcription

1 TIMESHEETS IMPLEMENTATION MANUAL VERSION ConnX Pty Ltd 1 of 206

2 Copyright ConnX Pty Ltd ABN Reproduction in whole or in part by electronic, mechanical or chemical means, including photocopying, recording, or by any information storage and retrieval system, in any language, is strictly prohibited, except in accordance with the Copyright Act The information contained within this document is for illustrative purposes only. ConnX Pty Ltd and its employees accept no responsibility or liability whatsoever for any act or omission upon the contents of this document. ConnX Pty Ltd acknowledges that the product and company names mentioned in this document may be the trademarks of their respective owners. ConnX Pty Ltd Level Coronation Drive MILTON QLD PO Box 1122 MILTON QLD 4064 AUSTRALIA Ph: 1300 CONNXHR Intl: Web: 2 of ConnX Pty Ltd

3 TABLE OF CONTENTS INTRODUCTION 7 DOCUMENT PURPOSE 7 TYPOGRAPHIC CONVENTIONS 7 GETTING HELP 8 ONLINE HELP 8 DOCUMENTED HELP 8 CONNX SUPPORT OVERVIEW GENERAL NAVIGATION GETTING STARTED SETUP SECURITY ACCESS INITIAL TIMESHEET SETTINGS QUICK ENTRY CONTROL SETTING THE NUMBER OF PERIODS THAT TIMESHEETS CHECK REQUIRED HOURS FROM ALLOWING MANAGERS TO SET PUBLIC HOLIDAY TRANSACTIONS LABEL CUSTOMISATION TIMESHEET VERIFICATION SETTINGS PERIOD END DATES CREATING PERIOD END DATES GENERATING PE DATES CLOSE OF PERIOD END DATE AUTOMATICALLY SETTING THE CURRENT PERIOD MANUALLY SETTING THE CURRENT PERIOD ESTABLISHING WORKFLOW ACTIONS AND SEQUENCES TIMESHEET TEMPLATES TIMESHEET ENTRY SETTINGS SUMMARY VIEW SETTINGS DETAILED VIEW SETTINGS TOIL SETTINGS (IF ENABLED) COMPONENT TYPES SHOWING TRANSACTIONS ON THESE DAYS EXPORT SETTINGS VERIFICATION SETTINGS REMINDER SETTINGS COPYING TEMPLATES DELETING TEMPLATES ConnX Pty Ltd 3 of 206

4 2.6 TOIL SETTING UP TOIL IN SAGE MICROPAY SETTING UP TOIL IN CONNX DEFINING TOIL ACCRUAL RATES ADDING TOIL TO TIMESHEET TEMPLATES SOME EXAMPLES OF TOIL ADDING ACCRUAL RATES TO THE TIMESHEET ADDING TOIL ADDITIONAL HOURS TO THE TIMESHEET ASSIGNING TEMPLATES ASSIGNING A TEMPLATE TO A DEPARTMENT ASSIGNING A TEMPLATE TO AN EMPLOYEE UNLINKING A TEMPLATE FROM AN EMPLOYEE DAILY OPERATIONS FOR EMPLOYEES EXPORT RECORD ONLY TIMESHEETS FLOWCHART RECORD ONLY TIMESHEETS FLOWCHART EXPORT TIMESHEETS UNDERSTANDING THE TIMESHEET FORM SUMMARY (OR SPREADSHEET) VIEW DETAIL (OR TRANSACTION) VIEW DAILY SUMMARY DETAIL VIEW ONLY TIMESHEETS HOW ARE LEAVE APPLICATIONS SHOWN? USING THE TIMESHEET LIST (FOR EMPLOYEES) OPENING YOUR TIMESHEET SPECIFYING A DATE SELECTING A TIMESHEET FROM THE LIST RECORD ONLY TIMESHEETS AND HOURS WORKED COMPLETING THE TIMESHEET FORM SUMMARY VIEW DATA ENTRY EXAMPLES COMPLETING WITH START AND FINISH TIMES WITHOUT START AND FINISH TIMES USING THE COMPONENT DROP-DOWN LIST ROW WITH COST ACCOUNTS AND/OR ACTIVITIES TAKING A ROSTERED DAY OFF TAKING TOIL ENTERING LEAVE IN CONNX TIMESHEETS ENTERING ADDITIONS AND DEDUCTIONS DETAIL VIEW DATA ENTRY EXAMPLES ADDING A NEW TRANSACTION EDITING A TRANSACTION DELETING A TRANSACTION MULTI-DAY TRANSACTIONS of ConnX Pty Ltd

5 3.9 COMMENTS TIMESHEET VERIFICATION COMPLETING PER DAY COMPLETING PER TRANSACTION WELCOME SCREEN TIMESHEET QUICK ENTRY RECORDING YOUR HOURS FOR TODAY RECORDING YOUR HOURS FOR A PREVIOUS DAY RECORDING MULTIPLE SHIFTS RECORDING BREAK TIMES ENTERING TIME ON A DAY WHICH IS ALREADY ON A COMPLETED TIMESHEET SUBMITTING TIMESHEETS (EXPORTING TIMESHEETS ONLY) USING THE TIMESHEET LIST SCREEN USING THE CURRENT TIMESHEET LINK ON THE MENU RE-SUBMITTING TIMESHEETS TIMESHEET STATUS AND MESSAGES COPYING A TIMESHEET TO THE CURRENT PERIOD ADJUSTMENTS LEAVE APPLICATION ADJUSTMENTS DAILY OPERATIONS FOR MANAGERS MANAGER S TIMESHEET LIST VIEWING TIMESHEET STATUS FILTERING THE TIMESHEET LIST SENDING MESSAGES TO SELECTED EMPLOYEES VIEWING THE EMPLOYEE S CURRENT TIMESHEET VIEWING THE EMPLOYEE S LIST OF TIMESHEETS HOLDING A TIMESHEET UNTIL A FUTURE PERIOD ADDING A PUBLIC HOLIDAY TO EMPLOYEE TIMESHEETS MESSAGES DISPLAYED WHEN ADDING PUBLIC HOLIDAY TRANSACTIONS PAST TIMESHEETS RECORD ONLY TIMESHEET MANAGER TIMESHEET VERIFICATION TIMESHEET VERIFICATION SUMMARY VIEWING TIMESHEET VERIFICATION PER DAY VIEWING TIMESHEET VERIFICATION PER TRANSACTION APPROVING TIMESHEETS APPROVING A LEAVE APPLICATION TIMESHEET STATUS DAILY OPERATIONS FOR PAYROLL/HR VIEWING AND FILTERING THE ADMINISTRATOR S TIMESHEET LIST TIMESHEET LIST FUNCTIONS ConnX Pty Ltd 5 of 206

6 5.2.1 VIEWING TIMESHEETS LIST EMPLOYEE TIMESHEETS DELETING TIMESHEETS COMPLETING TIMESHEETS RECORD ONLY TIMESHEET MANAGER TIMESHEET VERIFICATION TIMESHEET VERIFICATION SUMMARY UNVERIFYING A TRANSACTION OR DAY OTHER TIMESHEET OPTIONS HOLDING A TIMESHEET UNTIL A FUTURE PERIOD TIMESHEET MESSAGES EXPORTING TIMESHEET TRANSACTIONS IMPORTING TIMESHEET TRANSACTIONS INTO YOUR PAYROLL SYSTEM ADMINISTRATION COST ACCOUNTS ACTIVITIES CREATING ACTIVITIES CREATING ACTIVITIES FROM CSV EDITING AN ACTIVITY DELETING ACTIVITIES PHASES CREATING A PHASE CREATING PHASES FROM CSV EDITING A PHASE DELETING PHASES TASKS CREATING A TASK CREATING TASKS FROM CSV EDITING A TASK DELETING TASKS LINKING TASK, PHASE OR ACTIVITY TO LEAVE REASONS REPORTING CONNX REPORTS MANAGER REPORTS (IF APPLICABLE) 202 APPENDIX A DATA FILE IMPORT SPECIFICATIONS 204 A 1 FILE TYPE 204 A 2 FILE FORMAT 204 A 3 IMPORTING LINKED ACTIVITIES, PHASES AND TASKS of ConnX Pty Ltd

7 INTRODUCTION Document Purpose This manual has been written to assist you with the implementation of ConnX Timesheets. This manual is also a resource guide for your reference. Typographic Conventions Before you start using this guide, it is important to understand the terms and typographical conventions that are used throughout the documentation. The following kinds of text formatting identify specific types of information. Formatting Convention Type of Information Bold Bold text is used in the procedures in this document to show screen names and user interface items that can be clicked or selected, such as buttons, or items in a list. For example: Select a Pay Frequency Group from the drop-down list Select Update to apply the setting. Italicised text Italicised text is used in the procedures in this document to show menus. For example: Go to Timesheets > Setting up Timesheets. NOTE A note contains useful information that can help you to get the most out of ConnX. WARNING A warning contains critical information about the configuration options available to you which have an impact on user access and security ConnX Pty Ltd 7 of 206

8 Getting Help Online Help Immediate help is available in ConnX via the online help system by selecting the? icon in the top-right of any screen. This is called context sensitive help. The help file shown is related to the specific screen you are using. Documented Help This manual, and other manuals related to ConnX, are provided for your use. Please refer to them if you have any questions about setting up ConnX, or using ConnX. ConnX Support Please contact your ConnX Support Representative if you require any assistance. Contact Address Ph: 1300 CONNXHR Intl: support@connx.com.au Level Coronation Drive MILTON QLD 4064 AUSTRALIA PO Box 1122 MILTON QLD 4064 AUSTRALIA 8 of ConnX Pty Ltd

9 1.0 OVERVIEW ConnX Timesheets has been designed to cater for paper-based timesheets and offer similar functionality. As there can be many different types of timesheets (even within the one payroll database), ConnX Timesheets has a range of options and settings to select from when creating timesheets. There are three distinct parts to ConnX Timesheets: 1. Templates A template is a series of settings that ConnX Timesheets uses to build the timesheet form to display to the employee. This manual covers setting up templates and assigning templates to employees. 2. Completion Filling out the timesheet including entering time, leave, RDOs taken, additions and deductions; submitting the timesheet for approval; and approving and denying the timesheet. 3. Processing HR employees cross check data, print reports and export transactions to the payroll system if the timesheet is a paid timesheet. This manual provides details of the role ConnX Administrators and HR Administrators have in the setup and use of ConnX Timesheets. The manual describes timesheet templates, the completion and management of timesheets, and processing timesheets ConnX Pty Ltd 9 of 206

10 1.1 General Navigation Navigating around ConnX Timesheets is simple; The Timesheet Quick Entry control, if enabled, is shown on the Welcome screen, and enables you to record your times directly into it. It then takes these values and automatically applies them to the timesheet. The timesheet has two view options for employees to enter their time: 1. Summary View 2. Detailed View The timesheet must have the Detailed View, as this contains the exported information. However, the summary view can be turned on or off. An example of the Summary View as shown below. It is a more user-friendly format than the Detailed View and is similar to a paper-based form. 10 of ConnX Pty Ltd

11 An example of the Detailed View is shown below. It includes the information entered in the Summary View and contains the transactions that are exported to the payroll system at the end of the pay period ConnX Pty Ltd 11 of 206

12 1.2 Getting Started ConnX Timesheets includes a setup screen to guide you through the basics of navigation throughout the system. To get access to the Timesheets setup screen, go to Timesheets > Setting up Timesheets. A screen similar to the following will display. 12 of ConnX Pty Ltd

13 There are several links on this screen. Select the links to go to the related section of ConnX Timesheets. You are also able to configure whether you would like to make the Quick Entry Control available on the Welcome screen, check required hours, allow Managers to set Public Holidays, and use timesheet verification. These options are discussed in more detail in the following sections. After making any changes, select Update Settings to save those changes ConnX Pty Ltd 13 of 206

14 This page is intentionally blank. 14 of ConnX Pty Ltd

15 2.0 SETUP 2.1 Security Access This section discusses how to access ConnX Timesheets as an employee, manager, HR Administrator or an Administrator. ConnX Timesheets use the existing access levels to the system to govern your access. Therefore, if you have Administrator access to ConnX, then you have Administrator access to ConnX Timesheets. The following table outlines the access levels, and their meanings in ConnX. Access Level Description Employee You can only get access to your timesheets only. You can also look at your previous timesheets. Manager/Supervisor Includes employee access, plus you can view your employees timesheets, and also approve the timesheet for the employee. HR Administrator Includes the manager/supervisor access plus access to all timesheets for those employees that you have access to (if restricted). Will enable you to process timesheets and export them to payroll. Administrator Includes the HR Administrator access, with access to all timesheets for those employees that you have access to (if restricted). You can create timesheet templates, assign timesheet templates, and configure all ConnX Timesheets settings ConnX Pty Ltd 15 of 206

16 2.2 Initial Timesheet Settings There are a number of settings associated with ConnX Timesheets that can be configured on Setting Up Timesheets. To review the initial timesheet settings: 1. Go to Timesheets > Setting up Timesheets. 2. Scroll down to the Timesheet Module Settings section. 3. Make any necessary changes to the settings. A description of each setting is shown in the following sections Quick Entry Control The Timesheet Quick Entry control is shown on the Welcome screen and is an easy way to add details to your personal timesheet. If turned on it will look similar to the following: 16 of ConnX Pty Ltd

17 2.2.2 Setting the Number of Periods that Timesheets Check Required Hours From When transitioning from paper-based timesheets to ConnX Timesheets, you can make it necessary for employees to enter historical timesheet data for a specific number of periods. To do this: 1. Key in the Number of periods that Timesheets will check required hours from into the field. 2. Select Set Periods to set the number of periods. ConnX makes sure all employees have entered timesheets for the specified number of periods prior to the current date, before new timesheets can be created Allowing Managers to Set Public Holiday Transactions This option allows Managers to set a Public Holiday timesheet transaction for multiple employees. To do this: 1. Set Allow managers to set transactions for Public Holidays to Yes. 2. Select Edit to choose the Pay Component and the Cost Account that you want the transaction to default to for each payroll database. 3. Select Update to save your changes ConnX Pty Ltd 17 of 206

18 Option Description Allow managers to set transactions for Public Holidays Turns this functionality on or off. Pay Component Allows the user to specify the pay component that Public Holidays will be used as. Cost Account Allows the user to specify the Cost Account that Public Holidays will be costed to Label Customisation You can customise the names for Activity, Phase, and Task, so they are more appropriate for your organisation. To do this, key the name that you would like into the respective field, and select Update Labels. 18 of ConnX Pty Ltd

19 2.2.5 Timesheet Verification Settings Timesheet verification is optional and performed before the timesheet is submitted for approval. Timesheet verification is configured for specific timesheet templates, discussed in detail later in this document. Some of the benefits of using timesheet verification are: If employees are in multiple departments and allocate time to different projects or cost accounts, these can be verified by the related Manager. Verification can be done part way through a pay period, allowing any necessary changes to be made before the timesheet is submitted for approval. Verification can be done by any user who has access to the employee s timesheet, via My Team > List Employees. Verification does not replace approval, however, with timesheet verification, users with a Supervisor access level can verify transactions before the timesheet is submitted for approval ConnX Pty Ltd 19 of 206

20 If Allow Timesheet Verification is set to Yes, you are given several other options to select from. These settings all relate to the Verification Summary screen that Managers can access to help them to determine the status of their employee s timesheets. If you would like to show an Overtime Column on Verification Summary, set this option to Yes. If you would like to show an Adjustments Column on Verification Summary, set this option to Yes. Verification Summary can also include up to three additional columns, which can be assigned any header name (e.g., Travel Allowances, Site Allowances). If you are using additional columns, you must assign Additions using the grid shown below, which includes additions from the payroll system. To assign specific additions, select the additions that you want to be shown in the appropriate column by selecting the related checkbox. An example of the Verification Summary screen, with the Overtime and Adjustments column, and two addition columns are below: 20 of ConnX Pty Ltd

21 ConnX Pty Ltd 21 of 206

22 2.3 Period End Dates Period end dates play a very important role in ConnX Timesheets. A period end date shows the last day of a pay period for a payroll database. When a timesheet is created for an employee, the current period end date (for that employee s payroll database) is used to determine which dates to show. Without this reference, a timesheet cannot be created. While it is important to always have a current period end date set, it is strongly recommended that you create several future period end dates. This allows employees to start completing a timesheet for the next period Creating Period End Dates The Period End Dates section of ConnX enables a series of period end dates to be created. Period end dates can be setup for each payroll database configured in ConnX. You can either create a specific date or generate dates with a defined interval until a specified day. To create period end dates: 1. Go to HR Admin > Period End Dates. A screen similar to the following will display. 2. Select a Payroll Database from the Payroll Database drop-down list at the top of the screen. If period end dates already exist for the selected Payroll Database, they 22 of ConnX Pty Ltd

23 are shown in the grid. Select the Future Periods Only checkbox to show only future dates. 3. Select Add at the top of the screen to add a new period end date. 4. Complete the fields on the Add New Period End Date window. A description of each field is shown in the following table. 5. Select Save or select Clear to remove all changes. Field Description Period End Date If the Current Period drop-down list is set to Yes, ConnX automatically makes this the current period end. Pay Date The date when payment is made for work performed in this period. Current Period Is the period end date associated with the current period? For Transactions If the For Transactions drop-down list is set to Yes, ConnX associates leave applications and timesheets with this period and uses this date for exporting. Pay Frequency Group The group for payment of employee payroll data ConnX Pty Ltd 23 of 206

24 Field Description Pay Frequency The frequency of a payroll payment made to an employee (e.g., weekly, fortnightly, or monthly). Close of Period End Date The due date for timesheets to be submitted each pay period. Comments Any comments related to the period end date. To make changes to the information associated with a period end date, select an entry in the grid, and select Edit. ConnX shows the edit window where you can make any necessary changes to the details of any of the listed period end dates. Select Save or select Cancel to remove all changes. To delete a period end date, select an entry in the grid, and select Delete at the top of the screen to remove that period end date from the system Generating PE Dates A series of period end dates can be quickly created by selecting the Generate PE Dates button. This is useful if your period end dates are on a set frequency (e.g., every week). To quickly create a series of period end dates: 1. Select a Payroll Database from the Payroll Database drop-down list at the top of the screen. 2. Select Generate PE Dates. ConnX opens the following window. 24 of ConnX Pty Ltd

25 3. Select a Pay Frequency Group from the drop-down list. The Pay Frequency associated with that group is automatically shown under the group. 4. Key in a number in the Increment text box and select Days or Months. 5. Set the last date you want to generate period end dates for in the Until field. 6. Select Save. ConnX shows a table of the generated period end dates Close of Period End Date The Close of Period End Date is the due date for timesheets to be submitted each pay period. By default, when a period is configured, the Period End Date is also used to populate the Close of Period End Date. However, the default value for Close of Period End Date can be adjusted, allowing the user to nominate a date either before or after the Period End Date. Close of Period End Dates are configured when adding new periods. 1. Go to HR Admin > Period End Dates. 2. Select the Payroll Database that the close of period end date is being added for. 3. Select a period end date, and select Edit, or double-click a period end date on the grid. 4. Make any necessary changes to the Close of Period End Date. 5. Select Save or select Reset to remove all values and start again. NOTE If you use the Generate PE Dates to create the period end dates, it will increment the Close of Period End Date by the same values used to increment the Period End Date Automatically Setting the Current Period During an import from the payroll system at end of pay, ConnX will automatically set the new current period. This is done for each payroll database and pay frequency group that was selected for import. After an import it is recommended to check Period End Dates and verify the correct period has been set ConnX Pty Ltd 25 of 206

26 If ConnX is unable to determine the new current period you are required to set this manually, described below Manually Setting the Current Period As timesheets rely on the correct period end date being set, it is important to continually update the current period. This process should be performed at the end of each period. 1. Open Period End Dates via HR Admin > Period End Dates. In the above picture, for the weekly pay frequency, it can be seen the current period ends on the 18/09/ To change to the next period end date, select the entry in the grid, then select Edit above at the top of the screen. ConnX opens the Editing Period End Date window. 26 of ConnX Pty Ltd

27 3. Change the Current Period drop-down list to Yes. 4. Select Save. This will automatically set the old current period to No ConnX Pty Ltd 27 of 206

28 2.4 Establishing Workflow Actions and Sequences ConnX Timesheets uses workflow actions and sequences, similar to those that other parts of ConnX use, to make sure that employees timesheets are approved by the appropriate people. To establish the workflow for ConnX Timesheets: 1. Go to Admin > Workflow Actions. A screen similar to the following will display. 2. Configure the settings for workflow action ID 21 - Timesheets New. This is the approval sequence that is followed when an employee submits their timesheet. For more information, please refer to the ConnX Implementation Manuals. 28 of ConnX Pty Ltd

29 2.5 Timesheet Templates You are now ready to create your timesheet template, which includes various options that can be configured as per your organisational requirements. You can have multiple timesheet templates if required. The following section discusses the settings that are available when you are creating a timesheet template. To create a template: 1. Go to Timesheets > Timesheet Templates. A screen similar to the following will display. 2. Select Create a New Template at the top of the screen. 3. Key in a Name/Description for this template. 4. Select the Payroll Database that this template will be associated with. Only employees in the selected payroll database can use this template. 5. Select the desired Template Export Setting based on the options shown in the following table ConnX Pty Ltd 29 of 206

30 Template Export Setting Description Export Timesheet transactions are sent to payroll when an export is performed. Record Only Timesheet transactions are not sent to payroll but will be stored for historical purposes within ConnX Timesheets. 6. Select Update to save the new template. The template is added to the list of existing templates, and the Delete is made available, as shown below. 7. The template settings can be applied now that a template has been created and selected. Timesheet Template Settings is comprised of multiple tabs, as shown below: By selecting on the name of the tab, the preferred settings can be set for the timesheet template being created. NOTE The Verification tab is only available if you have enabled timesheet verification on the Setting up Timesheets screen. A description of each tab is shown in the following sections. 30 of ConnX Pty Ltd

31 2.5.1 Timesheet Entry Settings Field Description Pre-populate paid hours from the work schedule If set to Yes, normal paid hours are entered on the timesheet based on the employees work schedule. Pre-populate leave applications as timesheet transactions Pre-populating leave applications means: Leave applications for the period are automatically shown on the timesheet. Leave applications that have been populated cannot be withdrawn, rescinded or changed. Both pending and approved leave applications are populated. Turning this setting on will prevent employees entering a leave application for any day covered by a timesheet. Distribution list to notify if ConnX fails to prepopulate leave apps If above setting is Yes, it is recommended you select a distribution list to notify in the event of ConnX being unable to pre-populate leave applications. Select a distribution list from the drop-down list ConnX Pty Ltd 31 of 206

32 Field Description Start and Finish Times Shows or hides the first 4 lines in the Summary View (Start Time, Finish Time, Non-Worked Minutes and Hours Worked) and shows or hides the same fields in the Detail View. Worked Hours Sets whether or not the Hours Worked field is displayed on the timesheet. Break Time entry If set to Show, non-worked times can be entered as individual 'break times'. This is required for award interpretation integration. If set to Hide, non-worked times can only be entered as a single value. Start and Finish Times must be set to Show to enable Break time entry. Break Time Entry on the Welcome page If set to Show, employees can enter break times from the Welcome screen using the Quick Entry Control. Start & Finish Times and Worked hours are required each scheduled day If set to Yes, employees must supply either start and finish times OR a leave transaction for every scheduled day. If set to No, ConnX will not force an entry on each scheduled day. Automatically reduce Paid Hours to Worked Hours If set to Yes, paid hours are automatically reduced to worked hours if the user enters worked hours that are less than paid hours. If set to No, paid hours will not be changed by ConnX. Worked Hours can be manually edited Worked Hours are automatically calculated from the formula (Finish Time - Start Time Non-worked minutes). If set to Yes, this setting allows the user to adjust the Worked Hours field. 32 of ConnX Pty Ltd

33 Field Description Allow Worked Hours to be entered in advance Sets if employees can enter their hours worked prior to the actual day. This does not affect the employee s ability to enter in their paid hours. Allow Quick Entry Control to Add Multiple Shifts per day Allows employees belonging to a particular template to set multiple shifts through the Quick Entry Control on the Welcome screen. Allow Employees to record "Scheduled Days" as "Not Scheduled" Sets whether or not employees can mark a particular day as Not Scheduled to Work when the ConnX work schedule says that the employee is scheduled to work. Distribution List to notify if setting a scheduled day to "Not Scheduled" If above setting is Yes, it is recommended you select a distribution list to notify in the event of an employee recording a day as not scheduled. Select a distribution list from the drop-down list. Submission prompt (The message that appears when the user clicks on Submit in the timesheet) If no data is entered, ConnX will use the default message ( Are you sure you want to submit the timesheet? ). If text is entered, this message will be displayed to employees when selecting Submit in the timesheet. Allow employees to adjust previous pay periods Sets whether or not employees can adjust timesheets for previous pay periods. Allow supervisors to adjust previous pay periods Sets whether or not supervisors can adjust timesheets for their employees previous pay periods. Allow managers to adjust previous pay periods Sets whether or not Managers can adjust timesheets for their employees previous pay periods ConnX Pty Ltd 33 of 206

34 Field Description Create new timesheet on submission of current Sets whether or not ConnX automatically creates a new timesheet after the submission of the current timesheet. Automatically hold the timesheet to the next period If set to Yes, the timesheet held date is automatically set to the next period end date. This is useful for paying in advance. Show or Hide the Copy Timesheet Page Sets whether or not employees can copy their timesheets from one period to the next. NOTE Multiple shifts occur when an employee works two or more separate shifts in the same day Summary View Settings Field Description Summary View Sets whether or not the summary view is shown. If hidden, transactions can only be entered using the detail view. This view is not available when Multi-Date Transactions are enabled on the Detailed View Settings tab. Component Drop Down List Sets whether or not the Component drop-down list is shown in the summary view. 34 of ConnX Pty Ltd

35 Field Description Component Drop Down List colour format The background colour of the Component drop-down list line. Cost Account Sets whether or not the cost account column is shown. Cost Account required If required, then Cost Account is a mandatory field. Cost Account format Format for the display of the cost account. Activity Sets whether or not the Activity column is shown. Activity required If required, then Activity is a mandatory field. Activity format Format for the display of the Activity. Show comments section Sets whether or not the employee comments, manager comments and HR/payroll comments text boxes are shown Detailed View Settings ConnX Pty Ltd 35 of 206

36 Field Description Factor Sets whether or not the Factor column and field are shown. Factor - Editable If set to Editable, the user can set the factor per transaction. Rate Sets whether or not the Rate column and field are shown. If you want to give employees the ability to select on their timesheet if the Other or Award rate is to be used, make sure the Rate option is set to Show and select the Display Other Rate and Display Award Rate checkboxes. By default, the Normal rate is applied. A custom name for Other Rate and Award Rate on employees timesheets, and Pay Details > Rate Details, can be configured on the Pay Details tab via Admin > Settings > Display. Rate - Editable If set to Editable, the user can set the rate per transaction. Pay Class Sets whether or not the Pay Class column and field are shown. Pay Class - Editable If set to Editable, the user can set the pay class per transaction. Paid Hours Sets whether or not the employee's Paid Hours are shown. Amount Sets whether or not the Amount column and field are shown. Cost Account Sets whether or not the Cost Account column and field are shown. Cost Account - Editable If set to Editable, the user can set a cost account per transaction. Cost Account - Required Sets whether or not a cost account is required per transaction. 36 of ConnX Pty Ltd

37 Field Description Cost Account - Format Format for the display of the cost account. Employee Comments Sets whether or not the Employee Comments text box is shown. Employee Comments Editable by Selects which access levels can edit Employee Comments. Employees can always add/edit/delete their own comments. Manager Comments Sets whether or not the manager comments text box is shown. Manager Comments - Editable by Selects whether or not HR/Payroll users can edit Manager Comments. Allow Multi- Date Transactions Sets whether or not employees can enter transactions that extend over multiple dates (e.g., 10 PM to 7 AM the following day.) When this option is set to Yes, the Summary View and the Quick Entry Control on the Welcome screen are not available, and you will only be able to enter details into the Detailed section of the timesheet. Activity Sets whether or not the Activity column and field are shown. Activity - Required Sets whether or not an activity is required per transaction. Activity - Format Format for the display of the Activity. Phase Sets whether or not the Phase column and field are shown ConnX Pty Ltd 37 of 206

38 Field Description Phase - Required Sets whether or not a phase is required per transaction. Phase - Format Format for the display of the Phase. Task Sets whether or not the Task column and field are shown. Task - Required Sets whether or not a task is required per transaction. Task - Format Format for the display of the Task TOIL Settings (if enabled) TOIL settings are discussed in the TOIL section of this manual as there are several items to configure if TOIL is being used. 38 of ConnX Pty Ltd

39 2.5.5 Component Types The Component Types tab enables you to set which component (or transaction) types the user is able to enter data against. You must have a Normal component on your timesheet template as a minimum. Component types can be set differently for the summary and detail views, and for each access level (i.e. Employee, Manager, HR Administrator, System Administrator, or All). Examples: Enable Managers to enter overtime but not employees. In this instance, Overtime component access would be given to users with a Manager access level only. Enable HR to enter leave but not Managers or employees. In this instance, Leave component access would be given to HR Admin access level only. Only allow entry of additions in the Detail view. In this instance, any Additional components would be set to Detail View only. HR/Payroll Administrators and System Administrators can enter all component types without having to individually add them here Showing Transactions on These Days ConnX Pty Ltd 39 of 206

40 You can nominate which days of the week users can enter data against. For example, if no one in your organisation works on Saturday or Sunday then you can hide these days. Select Update Day Settings to save your settings Export Settings Field Description Export all transactions as entered and process autopay Everything that is entered onto the timesheet will be exported to the payroll system. If the employee is Autopay, an autopay will be generated in the payroll system. Export all transactions as entered and do NOT process autopay Everything that is entered onto the timesheet will be exported to the payroll system. If the employee is Autopay, an autopay is not generated in the payroll system. Process all transactions except Normal and process autopay Everything that is entered onto the timesheet will be exported to the payroll system, with the exception of Normal hours. Autopay will be generated in the payroll system. Process all transactions except Normal and do NOT process autopay Everything that is entered onto the timesheet will be exported to the payroll system, with the exception of Normal hours. Autopay is not processed in the payroll system. 40 of ConnX Pty Ltd

41 Field Description Do not export zero Normal hours If checked the export file will not include any Normal transactions of zero hours. Consolidate Normal Hours in Export file Will consolidate all entries into one transaction if they have the same employee, cost account, pay class, rate, and factors. If Include Date Worked in Export file is selected, all entries that occur on the same date will also be consolidated. Consolidate Time + Half Hours in Export file Will consolidate all Time and a Half hours of the same Activity, Phase and Task into one transaction. If Include Date Worked in Export file is selected, transactions will only be consolidated if they have the same date. Consolidate Double Hours in Export file Will consolidate all Double Time hours of the same Activity, Phase and Task into one transaction. If Include Date Worked in Export file is selected, transactions will only be consolidated if they have the same date. Consolidate Additions/Deductions in Export file Will consolidate all additions and deductions into one transaction. If Include Date Worked in Export file is selected, transactions will only be consolidated if they have the same date. Include Date Worked in Export file Will include the date, of each transaction worked, in the export file. Map Job Code in Meridian to: Option to link either Activity, Phase, or Task to the Job Code in MicrOpay. The transaction appearing in MicrOpay will have the same Job Code as that used in ConnX Timesheets ConnX Pty Ltd 41 of 206

42 2.5.8 Verification Settings This tab is available only if Allow Timesheet Verification under the Timesheet Verification Summary Settings on Timesheet Setup (Timesheets > Setting up Timesheets) is set to Yes. The settings shown below control how the employee timesheet can be configured. Field Description Employee Settings Employees Required to perform Daily Completion Specifies if the employee is required to mark their timesheet transactions as Complete ready for verification by an approver/manager. 42 of ConnX Pty Ltd

43 Field Description Employee Daily Completion Timing Specifies how the employee performs the completion - whether per day or per transaction. If per day, the employee is able to set the status for all timesheet records for the day complete. If per transaction, the employee is required to set the status of each timesheet transaction to Complete. Can only Complete when Normal+Leave = Scheduled/Contract Hours If set to Yes, the system will verify the total hours for the day equates to the employee s contract hours, before setting the status of all timesheet transactions for the day to Complete. If set to No, it allows the system to set all the timesheet transactions for the day to Complete, regardless of the total number of hours worked for the day. Default Open Daily Summary for Employees Specifies whether the Daily Summary on the timesheet will be opened or closed by default when viewed by an employee. Employee can Complete Entire Pay Period Enables the employee to Complete the timesheet transactions for all the days in an entire pay period at a time. All Scheduled Days must be Completed before Approval Submission Specifies if the system will allow the submission of a timesheet for approval before all timesheet transactions have been marked as Complete. If set to Yes, the system will only submit the timesheet for approval if all transactions have been marked as Complete. If set to No, the system will submit the timesheet for approval regardless of the status of the timesheet transactions ConnX Pty Ltd 43 of 206

44 Field Description Submitting Marks all Days as Complete This field is only visible when All Scheduled Days must be Completed before Approval Submission is set to No. If set to Yes, all the timesheet transactions for all days in a pay period will be marked as Complete when the timesheet is submitted. If set to No, the system will retain the previous status. Show Overtime Column in Daily Summary If set to Yes, the Overtime column will be shown in the Daily Summary section of the screen. Otherwise, the Overtime column will be hidden. Show Number of Transactions Column in Daily Summary If set to Yes, the Number of Transactions column will be shown in the Daily Summary section of the screen. Otherwise, it will be hidden. Manager Settings Manager can Complete Enables a manager to complete the timesheet transactions on behalf of the employee. Manager can Unlock Completed Transactions Enables a manager to unlock completed timesheet transactions. Manager Required to perform Daily Verification Specifies if a manager is required to verify completed timesheet transactions for employees. Manager Daily Verification Timing Specifies how a manager performs the verification process - whether per day or per transaction. If Per Day, the system sets the status of all timesheet records for the day selected to Verified. If Per Trans, the system sets the status of the specific timesheet transaction to Verified. 44 of ConnX Pty Ltd

45 Field Description Default Open Daily Summary for Managers Specifies whether the Daily Summary on the timesheet will be opened or closed by default when viewed by a manager. Manager can only Verify Completed Days Limits the manager to verify only the timesheet transactions that have been completed by the employee. Manager can Verify Entire Pay Period Enables a manager to verify timesheet transactions on all the days for the entire pay period at a time. All Scheduled Days must be Verified before Approval Submission Specifies if the system will allow submission of a timesheet for approval with timesheet transactions not marked as Verified. If set to Yes, the system will only submit the timesheet for approval if all transactions have been marked as Verified. If set to No, the system will submit the timesheet for approval regardless of the status of the timesheet transactions. Submitting Marks all Days as Verified If set to Yes, all the timesheet transactions for all the days in a pay period will be marked as Verified on submission. If set to No, the system will retain the previous status. Supervisor Settings Supervisor can Complete Enables a user with supervisor access to complete the timesheet transactions on behalf of the employee. Supervisor can Unlock Complete Enables a user with supervisor access to unlock completed timesheet transactions ConnX Pty Ltd 45 of 206

46 Field Description Supervisor can Verify Enables a user with supervisor access to verify timesheet transactions on behalf of the manager. Addition Columns Section Addition Columns 1/2/3 checkbox Specifies if addition columns are to be shown on the Timesheet screen. Addition Columns 1/2/3 Header Text Customisable header for each of the three addition codes columns. Assign Addition Code for Addition Columns Allows selection of addition codes that will be included in each of the addition columns that will be shown on the Timesheet screen Reminder Settings You can configure ConnX Timesheets to send reminder messages to your employees about submitting their timesheets. Reminders can be sent either before or after the reminder date, and the message can be customized. This tab allows users to: set whether a reminder is sent before or after the timesheet is due (only one option is available per template). set how many days before or after the due date the reminder is sent. set whether the reminder is sent once, or every day until the timesheet is submitted. create an template that is used when a reminder is sent 46 of ConnX Pty Ltd

47 1. Select the required checkbox to either: a. Remind Employees Prior to Timesheet Due Date, or b. Remind Employees After Timesheet Due Date. 2. Key in the number of days prior to/after the due date (Close of Period End Date) that the Reminder is sent. Key in 0 to send the Reminder on the Due Date. 3. Enter the time of day that Reminder s should start being sent. 4. Set the Send Reminder every day until the timesheet is submitted drop-down list to either Yes or No. 5. Configure the Reminder Template: a. Key in the address that sent Reminders should be shown to be From. 6. Key in a Subject that is shown on all Reminder s generated by this Timesheet Template. 7. Key in the message that you want to be shown to all employees receiving this Reminder. A list of message tags is provided and can be added to the Template. The message tags will be replaced with the related details when the Reminder is created. 8. Select Save Template Settings to update the Timesheet Template with the new Reminder settings. In order for Timesheet Reminders to function, employees must meet the following criteria: The employee must have a timesheet or timesheet template assigned for the pay period ConnX Pty Ltd 47 of 206

48 The employee must be required to complete a timesheet each pay period (i.e. the Employee must complete a timesheet every pay period setting is set to Yes). Reminders are sent using the selected Send Messages Via method in the Contact Details section of the employee s Personal Details screen (i.e. Send System Message Only, Send Only, or Send and System Message). 48 of ConnX Pty Ltd

49 Template Tags Template Tags allow users to create message templates that are updated with employee specific information when they are sent. Tag The tag is replaced with the following information when a Reminder is generated for an employee <@EmpCode> Employee Code <@surname> Surname <@GivenName> Given Name <@PreferredName> Preferred Name If the recipient does not have a Preferred Name configured in ConnX, then the tag is replaced with their Given Name. <@pe_date> Period End Date <@close_of_period_end> Close of Period End Date Sample Template Sample Dear <@PreferredName>, Dear John, Your timesheet for the pay period ending on <@pe_date> is due on <@close_of_period_end>. Your timesheet for the pay period ending on 15/02/2013 is due on 17/02/2013. Please ensure that your timesheet has been submitted no later than 5 pm on <@close_of_period_end>. Please ensure that your timesheet has been submitted no later than 5 pm on 17/02/ ConnX Pty Ltd 49 of 206

50 If you require assistance with your timesheet, please speak to a Team Leader or Manager. If you require assistance with your timesheet, please speak to a Team Leader or Manager. NOTE Tags are case sensitive and must be added exactly as shown on the screen list, including the < > brackets symbols. It may be easier to copy and paste the tags Copying Templates You can copy all the settings of an existing template into a new template if required. To copy a template: 1. Go to Timesheets > Timesheet Templates. 2. Select the existing template that you want to copy from the drop-down list at the top of the screen. 3. Select Copy. ConnX prompts you to key in the name of the new template. 4. Key in the name of the new template. 5. Select OK or select Cancel if you want to abort the process. The screen will refresh with the new template selected. 50 of ConnX Pty Ltd

51 Deleting Templates To delete a template: 1. Go to Timesheets > Timesheet Templates. 2. Select the template you want to delete from the drop-down list at the top of the screen. 3. Select Delete. A dialog box will appear to confirm the decision to delete the selected template. 4. Select OK to delete the template. NOTE Templates that have been assigned to employees or are being used by timesheets cannot be deleted ConnX Pty Ltd 51 of 206

52 2.6 TOIL It is possible to track TOIL for employee s who have been designated as TOIL enabled in ConnX Timesheets. These employees gain the following functionality: Able to check TOIL leave balances. Apply for TOIL via a leave application. Apply for TOIL via the timesheet (template permitting). Credit TOIL account for hours accumulated outside their normal scheduled hours. NOTE TOIL is only available if you are using Sage MicrOpay as your payroll system. 52 of ConnX Pty Ltd

53 2.6.1 Setting up TOIL in Sage MicrOpay Addition/Deduction Register TOIL credits (accumulated hours) are handled through Additions. Set up an addition before tax as a percentage (e.g., Accrued TOIL). Leave the Percent value as 0. Select the Specify Hours in Transaction checkbox. It is recommended that you call this addition TOIL Accrual and call the Leave Reason (described below) TOIL Payout to help differentiate between the two ConnX Pty Ltd 53 of 206

54 Leave Reasons TOIL debits (payouts) are handled through Leave. Set up the Leave Reason description to print on the employees pay advice when paying TOIL (e.g., TOIL or Flexitime). It is recommended you call this leave reason TOIL Payout. Set up the User Defined Leave for TOIL in MicrOpay. The addition code previously set up is linked to this leave. 54 of ConnX Pty Ltd

55 ConnX Pty Ltd 55 of 206

56 Employee Details Public Holidays Leave TOIL must be enabled in MicrOpay for each employee that receives it. 56 of ConnX Pty Ltd

57 TOIL Opening Balances Select the TOIL Leave Class and select Edit. Please refer to the Sage MicrOpay documentation for information about using Leave Entitlement Adjustments in MicrOpay. Enter the figures for the opening balances for TOIL ConnX Pty Ltd 57 of 206

58 2.6.2 Setting up TOIL in ConnX Make sure you perform an import to bring the latest settings across from your payroll system before adjusting any settings in ConnX Display Settings To configure how TOIL is shown in ConnX: 1. Open Settings for Display via Admin > Settings > Display. 2. Select the Leave Settings tab. 3. Key in a Custom Name for TOIL (full name). This setting is optional and defines how TOIL is labelled throughout ConnX. 4. Select Save Workflow Actions The workflow approval action for TOIL is ID 17 - Leave TOIL Payout. This workflow can be edited by via Admin > Workflow Actions. Please refer to the ConnX Implementation Manuals for more information on configuring workflow actions. 58 of ConnX Pty Ltd

59 Leave Types To set up Leave Types for TOIL: 1. Go to Admin > Leave > Leave Types. 2. Select the Add button at the top of the screen. 3. Complete each field on the Add New Leave Types Details window. A description is shown in the following table. a. It is recommended you call this leave reason TOIL Payout ConnX Pty Ltd 59 of 206

60 4. Select Save Leave Reasons TOIL debits (payouts) are handled through Leave. To set up Leave Reasons for TOIL: 1. Go to Admin > Leave > Leave Reasons. 60 of ConnX Pty Ltd

61 2. Select the Add button at the top of the screen. ConnX opens the following window. 3. Complete each field on the Add New Leave Reasons Details window. A description is shown in the following table. a. It is recommended you call this leave reason TOIL Payout. b. Setup the Leave Reason description to print on the employees pay advice when paying TOIL (e.g., TOIL Payout or Flexitime). 4. Select the Save button Defining TOIL Accrual Rates If TOIL is accrued at a rate other than 1, this can be configured in ConnX. For example, the first two hours of TOIL is accrued at a rate of 1, with any additional hours accrued at a rate of 1.5. To set accrual rates in ConnX: ConnX Pty Ltd 61 of 206

62 1. Go to Timesheets > TOIL Accrual Rules/Rate Maintenance. 2. Select Add Rule. ConnX opens the following window. 3. Key in an Accrual Rule Code that will be used to refer to the accrual rule in ConnX. 4. Key in an Accrual Rule Description. 5. Select the In Use checkbox to make this rule available for selection. 6. Select Save. The window closes. 7. Select the rule you have just created in the top grid. 8. Select Add Rate in the bottom grid. 62 of ConnX Pty Ltd

63 Accrual Rules are calculated in minutes, from the time the employee starts overtime. For example, to create an accrual rule that calculates one rate for the first hour of overtime, and another rate for the second and subsequent hours of overtime, you must create two Accrual Rates for the rule: Accrual Accrued Minutes Accrued Minutes Accrual Rate From To Rate Rate Rate Key in the number of minutes this rule should commence at, into the Accrued Minutes From field. 10. Key in the number of minutes this rule should last until, into the Accrued Minutes To field. 11. Key in the Accrual Rate. 12. Select Save. 13. Repeat steps 11 through to 12 for each rate that is required for this rule ConnX Pty Ltd 63 of 206

64 To apply the Accrual Rule to a timesheet: 1. Go to Timesheets > TOIL Accrual Rules Per Day. 2. Select a Timesheet Template from the drop-down list. 3. Select the applicable TOIL Accrual Rule from the drop-down list adjacent to the day/s of the week that you want to apply the accrual to. 4. Select Save to apply the rule to the timesheet template. Alternatively, the accrual rate can be added directly to the timesheet template, which is discussed in the following section. 64 of ConnX Pty Ltd

65 2.6.4 Adding TOIL to Timesheet Templates To add TOIL to Timesheet Templates: 1. Go to Timesheets > Timesheet Templates. 2. Select a timesheet from the drop-down list at the top of the screen. 3. Select the Component Types tab. 4. To accrue TOIL in the timesheet, add a TOIL ACCRUAL component. This will be one of the payroll Addition codes. This is mandatory for TOIL to work on the timesheet. 5. To payout TOIL in the timesheet, add a TOIL PAYOUT component. This is a Leave Component and Reason code. 6. Select the TOIL Settings tab ConnX Pty Ltd 65 of 206

66 7. These fields provide the means to customise how TOIL is accrued for the timesheet template. The fields are described in the following table. Field Description Do not calculate if less than (Grace Period) The minimum difference between worked hours and paid hours before TOIL can be accrued. Calculate in Increments of Sets the number of minutes TOIL is calculated in. For example, if this is set to 15, TOIL will always be a factor of 15 minutes (e.g., 15, 30, 45 minutes). Round Up if equal to or greater than This is related to the Increments field. If you set the increment to intervals of 15 minutes, this field defines what happens when the TOIL amount entered is not exactly divisible by the increment. For example, if this field is set to 10 minutes, then TOIL values equal to or greater than 10 are rounded up to 15 and all TOIL values less than 10 are rounded down. Auto Topup Hours with TOIL Payout If this field is set to Yes then if there is less Paid Hours for a day than the scheduled hours for a given day, the remaining hours will be topped up with TOIL taken. For example, if an employee enters five paid hours, but is scheduled to work seven hours that day, the system will allocate two hours to TOIL taken. Number of TOIL Payout hours allowed to be taken in Advance How many hours an employee s TOIL balance can go into the negative. 8. Adjust the TOIL Settings as appropriate for your organisation. 66 of ConnX Pty Ltd

67 9. Select Save Template Settings. The Accrual Rates and Additional Hours sections of this tab are covered later in this manual ConnX Pty Ltd 67 of 206

68 2.6.5 Some Examples of TOIL If TOIL Settings are: Do not calculate if less than (Grace Period): 15 mins Calculate in Increments of: 15 mins Round Up if equal to or greater than: 10 mins Difference between worked and paid (mins) TOIL Amount (mins) Reason 14 0 Less than the grace period so TOIL is Greater than grace period but rounded down because needs to be 25 to round up Rounded up because 25 is equal to the round up value Rounded down to 30 because 7 is less than the round up value Rounded down because 5 is less than the round up value. Accruing TOIL Hours TOIL is accrued via timesheets. The following formula is used to determine the accruals to be credited to the TOIL addition on the timesheet template. TOIL accrual = Worked hours (Normal Paid Hours + Overtime) Where: Worked hours is: (Finish time Start time) Non-worked minutes. 68 of ConnX Pty Ltd

69 Normal Paid Hours is generated from the work schedule or entered manually. Overtime is any overtime hours entered manually (e.g., time and a Half and double time). Negative Accrual of TOIL Hours If the (Normal Paid Hours + Overtime) value is greater than the Worked hours value, a negative accrual will not return, and the system will calculate a zero TOIL balance. In this case, the user should manually adjust the TOIL accrual if a negative addition is intended. For example, if an employee has been given permission to finish early, in exchange for reducing some of their accrued TOIL, they can enter a negative accrued TOIL amount, as shown below ConnX Pty Ltd 69 of 206

70 In the above example, the employee will be paid for eight hours on the Wednesday, even though they have only worked for six hours. 70 of ConnX Pty Ltd

71 Paying TOIL Hours TOIL is debited from a user s balance as the result of either of the following actions. The user applies for TOIL via a leave application, provided they are entitled to receive TOIL. The user enters transactions against the TOIL leave component on their timesheet, provided they are entitled to receive TOIL and the template includes a TOIL leave component. This will happen automatically if the user is on a template that has the Auto Topup Hours with TOIL Payout option set to Yes. NOTE Leave applications and timesheet transactions must be exported from ConnX into your payroll system. Once a pay has been run in your payroll system, an import to ConnX is required to update users TOIL balances (as with other types of leave). TOIL Balance Part Way through a Timesheet Period On timesheets, the amount of TOIL available to a user (for the auto topping up of hours) will be the value that has been granted to employees that they can take in advance, plus any TOIL that is accrued in the current period. NOTE The Leave Application screen is only aware of the user s TOIL balance from the previous period. It does not include any TOIL accrued during the current period ConnX Pty Ltd 71 of 206

72 Apply for TOIL via the Timesheet (Template Permitting) An employee is able to increase or decrease their TOIL balance via timesheet entry. This enables employees who have worked more than their scheduled hours to allocate the additional time to their TOIL balance. Conversely, employees could work half a day, and allocate the remaining time to be taken from their TOIL balance. Example 1 This timesheet illustrates an employee who is opting to work half a day and take the remaining time from their TOIL balance. This is similar to the operation performed when taking TOIL via a leave application. As can be seen, six hours have been worked and allocated to normal time with two hours allocated to TOIL Payout. 72 of ConnX Pty Ltd

73 Example 2 This timesheet illustrates an employee who has worked a total of 10 hours in a single day. Eight hours of which is allocated to normal hours and an additional two and a half hours to be attributed to TOIL. This addition will increase their available TOIL balance. Note that the increment to the TOIL balance is available via the Accrued TOIL (20) (%) addition ConnX Pty Ltd 73 of 206

74 2.6.6 Adding Accrual Rates to the Timesheet If an accrual rate other than 1 applies to the timesheet, you can add Accrual Rate Rules on the TOIL Settings tab under the Accrual Rates section. Field Description Apply Accrual Rules Two options are available from the drop-down list. Selecting Flexible Scheduled/Unscheduled Rules allows you to choose which rule should be used for scheduled days, and which rule should be used for unscheduled days. Selecting Flexible Per Day Rules allows you to use the TOIL Accrual Rules Per Day settings. View button adjacent to Apply Accrual Rules This button is available only when Flexible Per Day Rules is selected. Select View to open the TOIL Accrual Rules Per Day for the current timesheet template. From here, you can select an accrual rule per day of the week. Scheduled Days Accrual Rule This field is available when Flexible Scheduled/Unscheduled Rules is selected as the accrual rule. Select an accrual rule from the drop-down list that will apply for days that an employee is scheduled to work. 74 of ConnX Pty Ltd

75 Field Description View button adjacent to Scheduled Days Accrual Rule This button is available when Flexible Scheduled/Unscheduled Rules is selected as the accrual rule. Select View to open TOIL Accrual Rules, where you can add or edit a rule, and add or edit a rate. Unscheduled Days Accrual Rule This field is available if Flexible Scheduled/Unscheduled Rules is selected as the accrual rule. Select an accrual rule from the drop-down list that will apply for days that an employee is not scheduled to work ConnX Pty Ltd 75 of 206

76 2.6.7 Adding TOIL Additional Hours to the Timesheet The Additional Hours section of the TOIL Settings tab contains extra TOIL related settings you can use to process additional hours. Field Description Allow Additional Hours Select Yes from the drop-down list to enable the additional hours settings. Number of Additional Hours per Week The number of additional hours (exceeding normal standard working hours) an employee needs to work prior to TOIL accruing. This is based on a calendar week (not related to pay periods). If applicable, TOIL accrues on the last calendar day of the week. Additional Hours Spread Start Time The time prior to which TOIL is automatically accrued (if you exceed your normal standard working hours). Additional Hours Spread Finish Time The time after which TOIL is automatically accrued (if you exceed your normal standard working hours). 76 of ConnX Pty Ltd

77 Field Description Maximum number of hours per day before automatic TOIL Payout The maximum number of hours in a day you will have to work prior to automatically accruing TOIL. Example: if the employee works 12 hours, and the setting is 10 hours, TOIL is two hours. These two hours of TOIL are not counted towards the Number of Additional Hours per Week setting i.e. the employee cannot receive TOIL twice. Automatic TOIL accrued on unscheduled days Yes: TOIL is automatically accrued on unscheduled days. No: TOIL follows the rules above. Exceeded Additional Hours Accrual Rule This option lets you select an accrual rate/rule from the drop-down list to be applied to any eligible additional hours ConnX Pty Ltd 77 of 206

78 2.7 Assigning Templates Through the use of templates, different employees can have different types of timesheets. This section describes how to assign the available templates to individual employees or groups of employees. Go to Timesheets > Assign Templates. A screen similar to the following will display. There are two ways to assign a template to an employee: 1. Assign a template to all employees in a specified department. 2. Assign a template to an individual employee. 78 of ConnX Pty Ltd

79 2.7.1 Assigning a Template to a Department To assign a template to all employees in a specific department: 1. Select Department at the top of the screen. 2. Select a department from the Department drop-down list. 3. Select Include Sub-Depts if you want to include employees in departments which report to the selected department. 4. Selecting All Departments will select all employees in ConnX. This provides a quick way to assign the same template to all employees in your organisation, if appropriate. 5. You can select the related checkboxes if you want to Include Terminated Employees and/or to Only Show Activated Employees to filter the results as desired. 6. Upon selecting a department, the screen updates and displays a list of employees (in the selected department) who currently have a template. 7. Initially no employees will have a template, and the screen will look similar to the following. 8. Selecting Show employees without a template refreshes the list and includes those employees (in the selected department) without a template ConnX Pty Ltd 79 of 206

80 9. Select a Security Level from the drop-down list to filter to list those employees with the matching security level. 10. Select the checkbox adjacent to each employee that will be assigned a template or select the checkbox in the list header to select all employees. 11. Select the template from the Timesheet Template drop-down list. 12. The number in brackets following the template name shows the payroll database to which the template belongs. The selected template will only be assigned to employees who belong to the same payroll database, regardless of the selection made in the list. 13. Select whether or not employees are required to complete a timesheet every pay period. 14. Select Assign Timesheet to Employee(s) to assign the selected template to the selected employees. The screen will update and display a message indicating whether the template was successfully assigned to the selected employees Assigning a Template to an Employee To assign a template to individual employees: 1. Select Employee at the top of the screen. 2. Select an employee from the Employee drop-down list. Selecting an employee updates the screen and shows that employee s current template (if they have one). 80 of ConnX Pty Ltd

81 3. Select the template that you want to assign to the employee from the Timesheet Template drop-down list. The number in brackets adjacent to the template name represents the payroll database to which the template belongs. The selected template is only assigned to employees who belong to the same payroll database. 4. Select whether or not the employee must complete a timesheet every pay period. 5. Select Assign Timesheet to Employee(s). Any errors that occur during this procedure are shown on screen Unlinking a Template from an Employee To unlink a template: 1. Go to Timesheets > Assign Templates. 2. Use either the Department or Employee selection method to select the employee(s) that you want to remove the template from. 3. Select (Unlink Templates from Employees) from the Timesheet Template dropdown list. 4. Select Assign Timesheet to Employee(s) ConnX Pty Ltd 81 of 206

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83 3.0 DAILY OPERATIONS FOR EMPLOYEES This manual provides an overview of an employee s role in ConnX Timesheets. Timesheets in ConnX have been modelled on actual paper-based timesheets and incorporate a variety of options for the configuration and appearance of the actual form. This manual discusses the general look and feel of the timesheet form, followed by outlining how employees access their current and past timesheets. Following this, the actual completion of a timesheet and the subsequent submission are described. The last few sections deal with extra features for employees, such as copying timesheets. 3.1 Export Record Only Timesheets There are two different types of Timesheets in ConnX. 1. Export Timesheets 2. Record Only Timesheets The following table shows the difference between the two timesheet types. Type Description Export The timesheet must be completed, submitted, approved, exported and paid in the payroll system. Record Only The timesheet must be completed only. There is no submit, approve, export or pay process involved ConnX Pty Ltd 83 of 206

84 3.1.1 Flowchart Record Only Timesheets 84 of ConnX Pty Ltd

85 3.1.2 Flowchart Export Timesheets The flowchart shows how Export timesheets are created, completed, approved and processed. If you are using timesheet verification, the verification process is indicated by the box around the relevant items ConnX Pty Ltd 85 of 206

86 3.2 Understanding the Timesheet Form The timesheet form has three different sections: 1. Summary View The Summary View enables quick entry of transactions and provides an easy to read layout of work for a period. 2. Detail View The Detail View displays more information for each transaction and enables information to be edited. 3. Daily Summary (if verification is enabled) The Daily Summary is applicable for timesheets with verification enabled and is a summary of information entered in either the Summary or Detailed views. This is where employees can complete days and where supervisors or Managers can verify days Summary (or Spreadsheet) View The top section of the timesheet is called the Summary View. You can enter data for the timesheet here. It is made up of the following sections. * = can be changed in Timesheet Templates 86 of ConnX Pty Ltd

87 3.2.2 Detail (or Transaction) View The Detail View shows the actual transactions that the employee will receive. Of course, the employee is not actually paid in ConnX as the transactions must be exported from ConnX to the payroll system for a pay to be created. Transactions in the Detail view will be exported (plus any leave applications for the period) to the payroll system. The Detail View also enables an employee to edit the information which comprises a transaction, such as the hours, cost account, activity (dependent on the template settings). If verification is enabled and set to per transaction, this is the section where employees will complete, and Managers will verify transactions ConnX Pty Ltd 87 of 206

88 3.2.3 Daily Summary The Daily Summary is available only for timesheets that are using verification and appears before the Detail View. The Daily Summary reflects all transactions entered in the Summary View and the Detail View and can be open by default for employees and Managers as per the timesheet template settings. If verification settings are set per day this is the section where employees will complete, and Managers will verify transactions. When an employee completes the timesheet on a per transaction basis they are unable to enter any further transactions for that day unless their manager unlocks the day when requested. In the following example, Monday and Friday have not been completed or verified, with Tuesday, Wednesday and Thursday being both completed and verified. This is the manager s view. 88 of ConnX Pty Ltd

89 3.2.4 Detail View Only Timesheets There are two cases where only the Detail View will be shown on the timesheet. 1. The timesheet template setting is hiding the Summary View. 2. The timesheet template allows multi-day transactions. The following image shows a timesheet showing only the Detail View ConnX Pty Ltd 89 of 206

90 3.2.5 How Are Leave Applications Shown? An employee s leave applications are displayed on their timesheet provided the date of the leave corresponds with the dates covered by the timesheet. There are a few important points regarding leave and timesheets, listed below. A letter L will appear for the days of the leave application only when the period end date for the leave application is not the same as for the timesheet. When the period end dates are the same, the hours of leave for the day will display. Transactions created on the timesheet for leave components do not create corresponding leave applications that are subject to leave workflow approval rules (as created under Admin > Workflow Actions). When timesheet transactions are exported, a completed leave application is created for each leave transaction on a timesheet. If you do not want to give employees access to create leave on their timesheet, do not include any leave components on the Component Types tab of the timesheet template. Pending leave is displayed in red. Approved leave is displayed in black. The hours of the leave application will count towards the total hours on the timesheet, except if the leave is to be paid in a different period. 90 of ConnX Pty Ltd

91 3.3 Using the Timesheet List (for Employees) All employees entering a ConnX Timesheet have access to a screen which lists all their timesheets. The list consists of information such as the status of the timesheet, the period end date, total hours and the employee who submitted the timesheet. Any timesheet in the list can be opened, which will display all of the associated transactions. Simply put, the timesheet list provides an employee with easy access to all their timesheets future, current and past. The following procedure shows how to use the timesheet list. 1. Go to Timesheets > List Timesheets. The following picture shows an employee who has one timesheet with the status of Complete. If you have a Record Only timesheet the status will say Record Only. More information regarding Record Only timesheets is explained shortly. 2. The list can be filtered by the period end date in the following ways: Timesheets for periods after a specified date. Timesheets for periods before a specified date ConnX Pty Ltd 91 of 206

92 Timesheets for periods within a date range. 3. Select View to open the adjacent timesheet. If the timesheet has already been submitted, it will be read-only (i.e. no editing will be possible). 92 of ConnX Pty Ltd

93 3.4 Opening Your Timesheet There are two ways to open one of your timesheets, either by specifying a date, or selecting a timesheet from the list. The following procedure shows both of these methods Specifying a Date 1. Enter a date in the date textbox adjacent to Open Timesheet For, as shown below. 2. Select Open Timesheet For. ConnX automatically looks for the period of the provided date. If a timesheet already exists for this period it will be opened, otherwise a new timesheet will be created for this period (based upon the following rules). A timesheet cannot be created for a past period. NOTE Only one future period can be created. That is, a timesheet cannot be created for a period which is more than one period ahead of the current period. A timesheet can only be created if period end dates in ConnX have been setup correctly. If no period has been defined for the specified date, ConnX Timesheets is unable to create the timesheet Selecting a Timesheet from the List Select View adjacent to the timesheet that you want to open ConnX Pty Ltd 93 of 206

94 3.5 Record Only Timesheets and Hours Worked Timesheets that do not need to be exported to the payroll system are called Record Only in ConnX. Record Only timesheets are similar to Export timesheets, however there are a few important differences: For Record Only timesheets you DO NOT NEED to record component information such as Overtime, as transactions entered do not affect an employee s pay. Record Only timesheets are not submitted or approved. They have no workflow and there is no submit button available on the Timesheet screen. You can tell if you re on a Record Only timesheet template as the Timesheet screen will display a message informing you of your record-only status. The Hours Worked field is used since the actual hours worked may be different from paid hours. In a Record Only timesheet there may be no hours paid so therefore there may be no need to record paid hours. 94 of ConnX Pty Ltd

95 3.6 Completing the Timesheet Form The following sections detail how to complete a timesheet, covering all of the different types of components which may appear on the form. ConnX Timesheets considers your current timesheet as the earliest timesheet which has a status of either Not Submitted, or Denied, or in a Record Only timesheet s case, the current timesheet is the timesheet for the current date. If the employee is required to complete start or finish times or hours worked, ConnX will make sure all previous timesheets have been completed in full, and if they haven t, open the earliest incomplete timesheet ConnX Pty Ltd 95 of 206

96 3.7 Summary View Data Entry Examples Completing with Start and Finish Times NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. This section shows how to complete a timesheet which requires the entry of start and finish times. The following picture shows a timesheet with start and finish times. As can be seen, the first four rows on the form allow for the start time, finish time, nonworked minutes, and hours worked to be entered. Transactions on a timesheet with start and finish times behave differently than those on a timesheet without start and finish times: Start and finish times are associated with transactions that have a component type of Normal. If you enter only your start and finish times, a normal transaction of 0 Normal Paid Hours will be created. After you complete a timesheet you can still enter your start and finish times if you have yet to do so. To enter transactions with times: 96 of ConnX Pty Ltd

97 1. On the date you want to add a transaction, enter a Start Time and Finish Time. Times are displayed in 12-hour format and they can be entered in several ways: a. 12-hour format - e.g., 9:00 PM b. 24-hour format - e.g., 21:00 c. Either 12 or 24-hour format using decimals - e.g., 8.5 for 8:30 AM d. With A for AM or P for PM - e.g., 5P for 5:00 PM e. Without Decimals - e.g., 824 for 8:24 AM or 1723 for 5:23 PM 2. Enter Non-Worked Minutes and Hours Worked (if template shows the hours worked field). As an example, if you took half an hour for lunch you would enter 30 into the Non- Worked Minutes textbox. The timesheet should now look similar to the following: 3. Select Save to save the timesheet. The number of hours worked is calculated automatically, as shown below ConnX Pty Ltd 97 of 206

98 3.7.2 Without Start and Finish Times NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. A timesheet which does not require start and finish times is even easier to complete. The picture below shows a timesheet which only requires the number of hours paid each day. 1. For each day, key in the hours for each component. 98 of ConnX Pty Ltd

99 2. Select Save Changes. The following picture shows a completed timesheet ready for submission. 3. When complete, select Submit Timesheet for Approval Using the Component Drop-Down List Row NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. The Component drop-down list row enables transactions for components to be added to the timesheet form. It usually contains components which are less commonly used than those on the actual timesheet, as shown below ConnX Pty Ltd 99 of 206

100 The following procedure shows how to add a transaction using the Component dropdown list row. 1. Select the Component for the transaction from the drop-down list. 2. Enter the hours on the appropriate date(s) in the text boxes for the selected Component type. 3. Select Save Changes to add this transaction to the timesheet, as shown below. As the Double Time component isn t included in the Summary View, a new row is created. However, any values on this row are displayed as text, as opposed to being displayed in text boxes. 100 of ConnX Pty Ltd

101 In order to edit or remove a Double Time transaction (or a transaction which does not appear in a text box), the Detailed View must be used With Cost Accounts and/or Activities NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. A timesheet can be configured to include a Cost Account and/or Activity field, either of which can be required or not required. The following image shows a timesheet form with both Cost Account and Activity fields. These fields enable hours to be attributed to particular cost accounts and/or projects. As can be seen, the Component drop-down list row enables you to select a Cost Account or an Activity in the standard Summary View. In the event you don t select a Cost Account, your default Cost Account is used, and the Activity field is left blank, as shown below ConnX Pty Ltd 101 of 206

102 When either cost accounts or activities are enabled you can enter transactions with different cost accounts and/or activities using the Summary View as shown. For example, you might enter five hours Normal for one Cost Account and three hours Normal for another Cost Account. The timesheet shown above shows five Normal hours have been attributed to the MP- NSW-ADM-PPRO cost account. The following image shows the results of adding another three hours on Friday to the MP-TAS-ADM-PPRO cost account. 8 hours cannot be changed directly here. It is important to note, when one or more transactions for the same component on the same day are attributed to different cost accounts or activities, the total hours for that day can no longer be shown in a textbox. This means the total hours for that day are no longer editable, as they are a sum of hours from various cost accounts or activities. When this situation occurs, the component text becomes a link, and either the Cost Account or Activity (whichever has multiple values) becomes Various. You can select the 102 of ConnX Pty Ltd

103 link to show the individual transactions which comprise the total hours for that day, as shown below. These hours can be changed as they are individual transactions. The situation might arise where you have several components for which the hours on a particular day are attributed to a variety of cost accounts or activities. It is possible to expand all of these transactions at once by selecting the word Component in the header row of the timesheet form, illustrated below. Selecting this link again will collapse all transactions. Collapsed View Expanded View ConnX Pty Ltd 103 of 206

104 It can be seen that when a component is expanded the hours are displayed in text boxes. This allows you to edit or add hours for a particular cost account or activity for the expanded component. 104 of ConnX Pty Ltd

105 3.7.5 Taking a Rostered Day Off NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. A Rostered Day Off (RDO) transaction is possibly the easiest to add on a timesheet. Clicking on a text box in the RDO row will cause a dialog box to appear, asking if you want to take an RDO, as illustrated below. Select OK to automatically insert the correct number of hours into the text box ConnX Pty Ltd 105 of 206

106 Tips If you made a mistake, holding the control key down while clicking in the text box will automatically remove the text. The Rostered Day Off line will only appear if you are allowed to take RDOs. You can also just type the number of hours into the relevant day if you want to. 106 of ConnX Pty Ltd

107 3.7.6 Taking TOIL NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. A Time Off In Lieu (TOIL) transaction is very similar to the RDO timesheet activity. TOIL however is added in two components, one for accruing TOIL and one for decreasing TOIL. Both of these items must be set up on the Timesheet Template by your ConnX Administrator. If you work additional hours and have submitted this to be accrued as TOIL, then you will need to put the hours worked in the Accrued TOIL row this will add these hours into your TOIL balance. ConnX Timesheets will automatically calculate the TOIL accrued if this is setup. Please note the name of the TOIL Accrued Addition may vary. If you are taking time off in lieu (taking from your TOIL balance), you would use the TOIL Payout row. If your normal hours are less than the scheduled hours and the Administrator has enabled the "Topup" setting, the difference will be allocated to TOIL Payout. Please note the name of the TOIL Payout Leave may vary. TOIL may also be subject to certain rules within your organisation. For example, a particular timesheet may have a different set of rules to another timesheet. When timesheets are set up, there are options to allow for a minimum amount of work to be done before TOIL can be accumulated. There may also be incremental amounts for TOIL and rounding rules on your accrued amounts ConnX Pty Ltd 107 of 206

108 Example of Using TOIL Here the employee has worked additional hours and will be increasing the available TOIL. Here the employee is decreasing their leave balance by taking this amount instead of normal work: 108 of ConnX Pty Ltd

109 3.7.7 Entering Leave in ConnX Timesheets Time can be entered for leave components. However, it is important to remember that no corresponding leave application will be created at this time. During export, a record of each leave transaction will be created for historical purposes. In general, we suggest that all leave taken (including RDO and TOIL) is applied for using ConnX Leave Applications and not entered into the Timesheet, especially if there are specific workflow actions that should be followed for leave applications. When entering leave through ConnX Leave Applications, the leave will still appear on the timesheet in a display only mode Entering Additions and Deductions NOTE The following Timesheet screens may be different to yours, depending on your specific template settings Period Additions and Deductions Period additions and deductions are percentage or rate-based additions/deductions for which you do not specify a value. Instead, the addition/deduction is either included or not included on the timesheet for the entire period (e.g., week, fortnight, month etc.). The following picture depicts a timesheet form with a period addition/deduction ConnX Pty Ltd 109 of 206

110 As shown in the image above, the 30% Night Shift Allowance component is a period end addition/deduction. No text boxes appear on the row for each day as this component can only be included in the timesheet for the entire period, or not included. The checkbox adjacent to 30% Night Shift Allowance allows you to add/remove the component from the timesheet. Selecting the checkbox shows the component is included, while clearing the checkbox signifies the component is not to be included Amount Based Additions and Deductions with a Default Amount Amount based additions/deductions can appear on the timesheet in two different ways. If the addition/deduction has a default amount, a checkbox will be included (similar to period additions/deductions) allowing you to nominate whether or not the default amount should be used for the period. If the checkbox is not selected, you can specify an amount on any/each day. The following image depicts a timesheet with an amount-based addition/deduction - Tool Allowance, which has a default amount of $ of ConnX Pty Ltd

111 Selecting the checkbox will add the default amount onto the timesheet for the entire period and will update the screen to look similar to the following. Clear the checkbox to show the text boxes that allow you to specify an amount on any day, as shown below. NOTE It is not necessary to type the dollar sign ($), as ConnX will add this automatically ConnX Pty Ltd 111 of 206

112 Amount Based Additions and Deductions without a Default Amount As mentioned earlier, some amounts may not have a default amount for the period. In this case a checkbox is not displayed, and you are required to manually enter the amount for a particular date, as shown below. 112 of ConnX Pty Ltd

113 Percentage and Rate Based Additions and Deductions These types of additions and deductions work exactly the same way as hours-based components such as Normal, Time and a Half and Sick Leave. The type of addition/deduction is indicated by the symbol following the name, pictured below. The percentage symbol (%) represents a percentage-based addition/deduction. The letter R represents a rate-based addition/deduction ConnX Pty Ltd 113 of 206

114 Unit Based Additions and Deductions Unit based additions/deductions are very similar to percentage and rate-based additions/deductions, however, instead of specifying the number of hours you are specifying the number of units. Units can only be specified in whole numbers. A unit-based addition/deduction is represented by the letter U, as shown below. 114 of ConnX Pty Ltd

115 3.8 Detail View Data Entry Examples NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. The Detail View is an alternate way of displaying timesheet transactions. This view provides employees with a more comprehensive way to enter, edit, and delete timesheet transactions. The following sections illustrate how to perform each of these operations Adding a New Transaction To enter a new transaction in using the Detail View: 1. Scroll down to the Detail View, which is titled Transactions for this Timesheet. 2. Select New Transaction. A screen similar to the following will display. 3. Complete each field. The numbers adjacent to the Factor and Rate fields are the default system calculated amounts for the factor/rate for the selected component which will be used if the text boxes are left blank ConnX Pty Ltd 115 of 206

116 4. Select Add to add the transaction to the timesheet. A screen similar to the following will display. 116 of ConnX Pty Ltd

117 3.8.2 Editing a Transaction To make changes to an existing transaction: 1. Scroll down to Transactions for this Timesheet. Depending on the template settings it will look similar to the following. 2. Select Edit adjacent to the transaction that you want to edit. The row will become highlighted and the fields will be populated with the correct information. 3. Make any necessary changes to the transaction. 4. Select Update ConnX Pty Ltd 117 of 206

118 3.8.3 Deleting a Transaction To delete a transaction from a timesheet: 1. Scroll down to Transactions for this Timesheet. 2. Select Edit adjacent to the transaction that you want to delete. 3. Select Delete. 4. Select OK to delete the transaction Multi-Day Transactions The following procedure shows how to input multi-date transactions within the detail view of the timesheet. This is only available if the option is turned on in your timesheet template. Multi-Date transactions have both a Date Start and a Date Finish field as below: 118 of ConnX Pty Ltd

119 3.9 Comments You can attach comments to your timesheet, which can be read by your manager and any HR administrator. To add comments, type them into the Employee Comments text box below the summary view. These comments are saved with the timesheet when Save Changes or Submit Timesheet for Approval are selected. Some examples of where comments can be useful are: You are unable to enter some type of transaction - e.g., double or time and a half. You can use the Employee Comments field to notify your timesheet approver of this. Explain any additions or deductions you are claiming as part of the timesheet ConnX Pty Ltd 119 of 206

120 3.10 Timesheet Verification NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. If you have a timesheet that requires you to complete days or transactions, and your manager to verify this information, this is called timesheet verification Completing per Day To complete a timesheet which has a verification setting of per day: 1. Key in your time and any other transactions in either the Summary View or the Detail View. 2. Select Save Changes to add the transaction(s) to the timesheet. The Daily Summary section of your timesheet will update with the details that you have entered. In this example, three hours of Time and a Half has been entered on Monday, which is shown in two places on the Daily Summary. The first is in the Num of Trans column - which means Number of transactions for this day. The 2 adjacent to 120 of ConnX Pty Ltd

121 Monday shows that two transactions have been entered for this day. The two transactions can be seen in the Detailed View for 8/3/2010: The second place the transaction for three hours at Time and a Half is shown is in the O/T column - which means Overtime hours. 3. When all transactions for the day have been entered, select Complete for the relevant day so you can notify the approver(s) of your timesheet. The display changes to Yes when Complete has been selected. 4. Key in all transactions as relevant for the period. 5. Select Complete when all transactions have been entered for that day. Depending on your timesheet template, you may have a Complete All button, which completes all days in the table. When your approver verifies the transactions that you have entered for that day, the display in the Verified column in the Daily Summary updates accordingly ConnX Pty Ltd 121 of 206

122 6. Select Submit Timesheet for Approval to submit your timesheet for approval after ALL days have been completed and verified (depending on your timesheet template). NOTE Once you have completed a transaction, you will be unable to edit it. If you need to make a change, contact your manager and ask them to unlock your timesheet if possible, or contact a ConnX Administrator. If a transaction is unlocked, you will receive a notification advising you of this. Once the appropriate changes have been made, you are required to complete the transaction again. 122 of ConnX Pty Ltd

123 Completing per Transaction This section shows how to complete a timesheet which has a verification setting of per transaction. 1. Enter your time and any other transactions in either the Summary View or the Detail View. 2. Select Save Changes to add the transaction(s) to the timesheet. The Daily Summary section of your timesheet will update with the details that you have entered. In this example, three hours of Time and a Half have been entered on Monday, which is shown in the Daily Summary in two places. The first is in the Num of Trans column - which means Number of transactions for this day. The 2 adjacent to Monday shows that two transactions have been entered for this day. The two transactions can be seen in the Detailed View for 8/3/2010: ConnX Pty Ltd 123 of 206

124 The second place the transaction for three hours Time and a Half is shown in the Daily Summary is in the O/T column which means Overtime hours. 3. When you have finished entering the transaction, select Complete in the Detailed View for each transaction. This will update the Detailed View as shown below, and also the Daily Summary view once all transactions for that day have been completed. 4. Enter all transactions as relevant for the period and select Complete for each transaction. 124 of ConnX Pty Ltd

125 When your approver verifies all transactions that you have entered for that day, the display in the Verified column in the Daily Summary updates accordingly. 5. Select Submit Timesheet for Approval to submit your timesheet for approval after ALL transactions have been completed and verified (depending on your timesheet template). NOTE Once you have completed a transaction, you will be unable to edit it. If you need to make a change, contact your manager and ask them to unlock your timesheet if possible, or contact a ConnX Administrator. If a transaction is unlocked, you will receive a notification advising you of this. Once the appropriate changes have been made, you are required to complete the transaction again ConnX Pty Ltd 125 of 206

126 3.11 Welcome Screen Timesheet Quick Entry NOTE This function is only available to employees who are required to complete Hours Worked and/or Start and Finish times. The ConnX Administrator must also allow the quick entry control to be displayed on the Welcome screen. The Timesheet Quick Entry control enables you to enter your Start/Finish and Hours Worked information directly on the Welcome screen. This is ideal if you are using a Record Only timesheet. If you are paid through the timesheet (i.e. you are using an Export timesheet) you must also enter paid hours on the Timesheets screen. 126 of ConnX Pty Ltd

127 The Timesheet Quick Entry control is customised depending on timesheet template settings. If you are only set to record Hours Worked, you will only see the Hours Worked field and the Save and Open buttons. The Timesheet Quick Entry control will display as soon as you log in. The control displays the last date you were scheduled to work (based on your Work Schedule) that you have yet to record your data for. If you have recorded data for all past dates or have no work schedule the control will display the current date. You cannot enter your times and dates for a date in the future Recording Your Hours for Today To enter your times for the current date: 1. Login to ConnX. The Timesheet Quick Entry will load on the Welcome screen and display for today, or for the last work date you have yet to record data for. 2. Select Clock On when you first start working and select Clock Off when you finish work if you are required to enter Start and Finish times. If you must complete your Start and Finish times, your Hours Worked is calculated for you with the following formula: a. (Finish Time - Start Time) Non-Worked Minutes. 3. The other option is to enter your information manually and select Save. NOTE Hours Worked are for a single day only and cannot extend into the next day. If you work a shift that extends over midnight you need to end that shift at 11:59 PM and enter another entry into the next date. For example, if you work a shift from 10:00 PM at night to 3:00 AM the following day, you will need to do the following to record this information correctly: a) On the start day, record a Start Time of 10:00 PM and a Finish Time of 11:59 PM. b) On the end day, record a Start Time of 12:00 AM and a Finish Time of 3:00 AM., and any Non-Worked Minutes between those times ConnX Pty Ltd 127 of 206

128 Recording your Hours for a Previous Day ConnX Timesheets uses the work schedule to calculate when an employee should be working. If the employee does not have a work schedule, then the current date will be displayed. If the employee is yet to fill in information for a previous date they were scheduled to work, they receive the following options: Option Record Times Enter Leave Application Set as Non- Scheduled Day Description This will show the control to allow you to enter your times and hours. When you select Save, the control will take you to the next date you are scheduled to work but have yet to record your hours. If you have recorded all previous days, it will take you to today. This will take you to the New Leave Application screen where you can enter a leave application. This option is available because ConnX Timesheets has detected that your work schedule says you were scheduled to work this date. Selecting this option marks this as a day you believe you shouldn t have worked and sends messages to a predefined distribution list. This option is only available if enabled by the ConnX Administrator. 128 of ConnX Pty Ltd

129 Recording Multiple Shifts NOTE This is only available to employees if the ConnX Administrator has enabled the ability to record multiple shifts as part of the employee's timesheet template. If you are an employee who works multiple shifts in a day, there is the option to record these multiple shifts using the Timesheet Quick Entry control. To do this: 1. Record the hours for the first shift. 2. Select Save. If you can enter multiple shifts, you will see the New Shift link at the bottom of the Timesheet Quick Entry control. 3. Select the New Shift link to enter details for a new shift ConnX Pty Ltd 129 of 206

130 4. Enter your details for the second shift into the appropriate fields. 5. Select Save. You will now have two shifts for that date. This process can be repeated for as many shifts as you require Recording Break Times NOTE This is only available to employees if the ConnX Administrator has enabled the ability to record Break Times as part of the employee's timesheet template. If you are an employee who is required to record your break times, there is an option to record these break times using the Timesheet Quick Entry control. To do this: 1. Enter Start and Finish times, the first Break Start Time, and how many Minutes this was for. 130 of ConnX Pty Ltd

131 2. Select Add Break. The screen will refresh taking the break period into account. You can add additional break times by entering the details and selecting Add Break. This will add the break time entry into the table as shown in the following image and adjust the Non-Worked Minutes field accordingly. Add as many breaks as required ConnX Pty Ltd 131 of 206

132 You can delete a break time entry if required, by selecting the Delete link adjacent to the entry. This will refresh the screen with the break time removed Entering time on a day which is already on a Completed Timesheet When entering transactions through the quick entry control on the Welcome screen and the calculated hours worked do not match paid hours for any completed timesheet, an adjustment screen will automatically open. Use the adjustment screen to make modifications to the paid hours for that day. 132 of ConnX Pty Ltd

133 3.12 Submitting Timesheets (Exporting Timesheets Only) Typically, the export of timesheets must follow a workflow process, meaning they must be submitted for approval after their completion. This works the same way as submitting a leave application, where approval is usually required by the employee s manager or equivalent. This section describes how to submit a timesheet for approval. You can open your current timesheet, in either of the two following ways. 1. Using the Timesheet List screen. 2. Selecting the Current Timesheet link on the menu Using the Timesheet List Screen 1. Go to Timesheets > List Timesheets. 2. Select View adjacent to your current timesheet ConnX Pty Ltd 133 of 206

134 Using the Current Timesheet Link on the Menu 1. Go to Timesheets > Open Current Timesheet. Your current timesheet will then be displayed, which will look similar to the following. 2. Enter the transactions for your time. 3. Select Submit Timesheet for Approval. This submits the timesheet for approval, and saves any changes that have been made, so it is not necessary to select Save Changes first. 4. The following screen shows all employees who must approve the timesheet. 134 of ConnX Pty Ltd

135 This screen may also give you the opportunity to Create Timesheet for Next Period, provided future periods have been setup in ConnX. You may not see this button if your timesheet template has been set to automatically create a timesheet for the next period for you Re-Submitting Timesheets If your manager denies your timesheet, you will receive a message indicating your timesheet was not approved. You are then required to correct your timesheet and resubmit it for approval. The procedure for re-submitting a timesheet is identical to the method for initially submitting your timesheet, as shown above ConnX Pty Ltd 135 of 206

136 3.13 Timesheet Status and Messages Similar to leave applications, the procedure for exporting timesheets must follow an approval process. The following table lists the various stages of approval for timesheets and what can be done during each stage. Timesheet Status Description Not Submitted The Timesheet is yet to be submitted for approval. The employee can view and edit the timesheet. Submitting the timesheet will update the status to Pending Approval. Pending Approval The timesheet has been submitted for approval. The employee can view the timesheet but cannot make any changes. Denied The manager has rejected the timesheet. The employee can view, edit and resubmit the timesheet for approval. Upon resubmitting the timesheet, the status will go back to Pending Approval. Approved The manager has approved the timesheet. The employee can view the timesheet but cannot make any changes. Complete The timesheet transactions have been exported. The employee can view the timesheet but cannot make any changes. Whenever someone, such as a Manager or HR Administrator, changes your timesheet, you will be sent a message notifying you of the changes. The following table shows the various changes that can be made to a timesheet and the messages that are generated 136 of ConnX Pty Ltd

137 in response. In the examples, Brendon Whitehouse has made the changes to one of his employee s timesheets. For any change made to the timesheet, the subject of the message will read: Your timesheet has been modified. The first line of the message will read: Brendon Whitehouse has modified your timesheet for the period ending 6/8/2004. The rest of the message is dependent on the change made, as shown below. Action Example Message Transaction Added [Monday Normal] New: 8 hours Transaction Changed [Tuesday Double Time] New: 2 hours; Old: 3 hours Transaction Deleted Deleted 8 Normal hours on 4/8/2010 Any comments made by the person modifying the timesheet are also included in the message ConnX Pty Ltd 137 of 206

138 3.14 Copying a Timesheet to the Current Period You may be able to copy existing timesheets (only the normal hours) to your current timesheet, provided it has not been submitted, and provided permission to copy has been granted by an Administrator on the timesheet template. This makes the whole process of completing a timesheet much quicker for employees who work the same hours each period. To copy a timesheet to the current period: 1. Go to Timesheets > Copy Timesheet. A screen similar to the following will display. Timesheets from previous periods are listed in the box on the left side of the screen, along with the total normal hours worked. The box on the right lists current timesheets which have not been submitted. 2. Select the timesheet on the left that you want to copy data from. The screen will update and display all normal transactions associated with that timesheet, as shown below. 138 of ConnX Pty Ltd

139 3. Select a timesheet from the box on the right of the screen. 4. Set the drop-down list for Copy Additions and Copy Deductions if you want to copy this information to the new timesheet. 5. Select Copy >>. All transactions currently associated with the timesheet on the right will be deleted and all normal transactions associated with the selected timesheet on the left will be copied across. The screen will update and show the number of transactions that were copied. NOTE The dates of each transaction copied are correctly calculated to fall in the period of the destination timesheet ConnX Pty Ltd 139 of 206

140 3.15 Adjustments NOTE The ability to make adjustments and reversals is only available to employees if the ConnX Administrator has enabled this feature as part of the employee's timesheet template. The following example shows how Adjustments work: Example Franka Di Donella is a fortnightly paid timesheet employee, paid one week in advance, one week in arrears. Franka completed her timesheet for the fortnight, however forgot to add three hours of overtime on the Wednesday of the second week. Unfortunately, the timesheet has already been processed and she has been paid for the period. Franka cannot edit these transactions anymore because she has already been paid for last period. She therefore has to make adjustments that will be exported and paid as part of the next period. To do this, she must add a time and a half transaction for the Wednesday. Current Period Next Period Wednesday 8.0 hrs. Normal (MISSING OVERTIME) Last Wednesday 3.0 hours. Time and a Half To make these adjustments: 1. Open the completed timesheet you want to make adjustments for. 140 of ConnX Pty Ltd

141 2. Select Adjust in the heading of the column of the date you want to make adjustments for. A Red Asterisk (*) in the header of a column shows an adjustment has already been made. A screen will open to enter your adjustments as below: Transactions that have been exported Reverse Previous Transaction Add New Transaction Adjusted Transactions Result 3. Add the time and a half entry by adding the transaction into the Add Transaction fields ConnX Pty Ltd 141 of 206

142 4. Select Add. In the Total Transactions grid there are two transactions, one normal and one time and a half. Current Period Same Date Next Period If we look at Franka s Current Timesheet we can see the adjustment transactions listed in the Detail View of the timesheet. 5. Select Show only transactions for DATE to DATE if you want to view transactions relating to this timesheet time period. 142 of ConnX Pty Ltd

143 Leave Application Adjustments The Timesheet Adjustments screen also features in Leave Applications. 1. When you place a leave application through ConnX via My Details > Leave Details > New Leave Application, if the application conflicts with a submitted timesheet transaction, you are automatically taken to the Timesheet Adjustments screen when you submit the application ConnX Pty Ltd 143 of 206

144 2. If you submit a leave application which contains no part days, the Timesheet Adjustment screen will automatically reverse the Normal Paid Component for each conflicting day. 3. Select Next when you have completed setting your adjustments for the conflicting dates. You are taken to the workflow submitted screen, as shown below Adjustments for Multi-Day Leave Applications If you have a leave application that spans multiple days, you will be required to perform adjustments for each day that conflicts with the timesheets. You can record your adjustments by setting your transactions for one day and selecting Next to move to the next day until all days have been completed Removing Leave Applications If you withdraw or rescind (if you re an approver) a leave application for an employee that had corresponding timesheet adjustments, you can remove or alter these adjustments. This procedure is very similar to creating the timesheet adjustments for the leave application originally. 144 of ConnX Pty Ltd

145 To do this: 1. Open Current Leave Applications. a. If you are an employee, go to My Details > Leave > Current Leave Applications. b. If you are a manager, go to My Team > List Employees > Leave > Current Leave Applications. 2. Select Rescind or Withdraw. 3. Select OK. The leave application will be removed, and Timesheet Adjustments will open if there are adjustments matching the leave application. Any automatic reversals created when you originally entered the leave application will be automatically removed. 4. You can then remove or alter any manual entries. 5. Select Next to move to the next day ConnX Pty Ltd 145 of 206

146 4.0 DAILY OPERATIONS FOR MANAGERS This section introduces various areas of ConnX Timesheet that are related to management and general usage. 4.1 Manager s Timesheet List This screen allows Managers to keep track of and view their employee s current timesheets. Go to Timesheets > Current Employee Timesheets to open this screen. A screen similar to the following will display Viewing Timesheet Status Reminders are sent directly to the employee via and/or ConnX System Message. They are not sent to the employee s manager/supervisor or any other ConnX user. Managers and Supervisors can see the Reminder status of each of their team member s timesheets on Current Employee Timesheets. The Reminder Status column has been added to the Current Timesheets grid to show the status of each employee s timesheet. Reminder Statuses are: (Not Set) (for employee s whose Timesheet Template is not configured to send Reminders) Not Due 146 of ConnX Pty Ltd

147 Overdue Reminder Sent NOTE Please refer to the Timesheet Status section for more information Filtering the Timesheet List The top section of the screen contains all of the filtering controls. The following table shows a description of each filter control. Filter Control Description PE Date Filters the list by Period End date. Total Hours More Than Filters the list to timesheets that contain more than the specified number of total hours. Total Hours Less Than Filters the list to timesheets with total hours less than the specified value. This can be used with Total Hours More Than to display timesheets with total hours greater than one value and less than another. Department Filters the list to employees from the selected department. Select Include sub departments to include reporting departments. Employee Filters the list to a particular employee. Select Include Terminated Employees to include them in the selection on the drop-down list. Status Filters the list according to the timesheet status. Reminder Status Filters the list to show timesheets that have a specific reminder status ConnX Pty Ltd 147 of 206

148 Filter Control Description Employment Filters the list according to employment type. Payroll Database Filters the list to employees on the selected payroll database. Include employees not required to complete and don t have a timesheet Includes employees who are not required to complete a timesheet and who don t have a timesheet in the list. Employees who have a timesheet are always shown, regardless of whether or not they are required to complete one. Sort by surname Select this checkbox to alphabetically sort the table by surname. By default, the list is sorted by first name Sending Messages to Selected Employees A message can be sent to one or more employees directly from this screen. This is a very handy feature as it allows Managers to send reminders to employees who haven t submitted their timesheets for approval. To send a message to one or more employees: 1. Filter the timesheet list as necessary. For example, filter the list by Department and Status to get a list of employees who don t have a timesheet, or haven t submitted their timesheet. 2. Use the checkbox column (the first column) on the list to select those employees you want to send a message. Select the checkbox in the header of the list to select or deselect all employees in the list. 3. Key in the message in the textbox below the list. 4. Select Send Message. 148 of ConnX Pty Ltd

149 4.1.4 Viewing the Employee s Current Timesheet This list also enables Managers to view an employee s timesheets. If an employee fails to submit their timesheet, the manager can access their current timesheet through this list and complete it on behalf of the employee. To view an employee s current timesheet: 1. Filter the timesheet list as necessary. 2. Select View adjacent to the employee s timesheet in the list. The timesheet will then be displayed, as shown below ConnX Pty Ltd 149 of 206

150 The timesheet can be changed or submitted as necessary. 4.2 Viewing the Employee s List of Timesheets The Managers list also provides access to a list of an employee's timesheets. This enables Managers a quick view of an employee s current and past timesheets. Future timesheets can be created from the employee s timesheet list. Therefore, by giving Managers access to this screen, they can create future timesheets for their employees if necessary. To open an employee s timesheet list: 1. Filter the timesheet list as necessary. 2. Select List adjacent to the desired employee. A screen similar to the following will display. 150 of ConnX Pty Ltd

151 ConnX Pty Ltd 151 of 206

152 4.3 Holding a Timesheet until a Future Period This option enables Managers, HR/Payroll Administrators and ConnX Administrators to hold an employee s timesheet from being processed (exported) until a future period. This is useful when an employee takes leave in advance partway through a period and returns in a future period. Processing of the partially worked period can be held until the employee returns. To hold an employee s timesheet until a future period: 1. Open an employee s timesheet. A screen similar to the following will display. A drop-down list called Hold timesheet until is shown. This drop-down list contains the future period end dates. 2. Select a period end date from the Hold timesheet until drop-down list. 3. Select Save Changes. The timesheet will now be held from processing until the selected date. 4. Select Don t Hold from the drop-down list to remove the hold. 5. Select Save Changes. 152 of ConnX Pty Ltd

153 4.4 Adding a Public Holiday to Employee Timesheets NOTE The ability to add a transaction to employee timesheets (e.g., Public Holiday) is only available if the ConnX Administrator has enabled this feature. Managers can add a transaction to their employee s timesheets, for example setting the correct transaction on public holidays for your employees. Existing transactions on the same date can be overwritten with the new transaction. To add transactions to several timesheets: 1. Go to Timesheets > Current Employee Timesheets. 2. Filter the list to show the desired employees. 3. Select the timesheets you want to add a transaction to, using the checkboxes on the left side of the list. 4. Scroll to the Add a Transaction for a Day to the Selected Timesheets section at the bottom of the screen. 5. Enter a date in the Date to add transaction field. 6. Select a Payroll Database. 7. Select Show Transactions. ConnX will show a list of any existing transactions on the specified date, for the selected timesheets ConnX Pty Ltd 153 of 206

154 8. Selecting Overwrite will delete it from the timesheet before adding the new transaction. If Overwrite is not selected, the existing transaction will remain on the timesheet with the new transaction being added. 9. There are also controls which allow you to select the Component/Reason and Cost Account for the new transaction. ConnX System Administrators can set values for both of these fields or they can allow Managers to decide what to use. In this example, ConnX System Administrators have set the component to Public Holiday and the cost account to the employee s default. 10. Select Add Transactions to add one transaction to each of the selected timesheets Messages Displayed when Adding Public Holiday Transactions When adding public holiday transactions to timesheets ConnX will report the following information: Number of transactions added Transactions not deleted due to the employee not having any contract hours Transactions not added due to the employee not having any contract hours Transactions not added as the employee does not have a current timesheet Transactions not added as the employee already has a transaction with the same component on the same date. 154 of ConnX Pty Ltd

155 4.5 Past Timesheets Managers can also get access to the Past Paid Timesheets screen, which lists their employee s past timesheets. A timesheet is shown in this list when it has been exported (i.e. it has a status of Complete). 1. Open Past Paid Timesheets via Timesheets > Past Employee Timesheets. A screen similar to the following will display. This screen is very similar to Current Employee Timesheets, except for the ability to send messages, and to view an employee s timesheet list ConnX Pty Ltd 155 of 206

156 4.6 Record Only Timesheet Manager Record Only timesheets are managed slightly differently to export timesheets, as outlined in this section. 1. Go to Timesheets > Current Employee Timesheets. ConnX shows Current Paid Timesheets with the current timesheets. 2. There is a link in the top left-hand corner called Manage Record Only Timesheets as seen below that will load Record Only Timesheets. Record Only Timesheet looks similar to the following screen. This screen is similar to Current Employee Timesheets, however there are two main differences. Firstly, the Hours are Required drop-down list allows you to filter for timesheets where hours are required to be recorded as per the timesheet template settings. Secondly, the Status filter and column are different from Export timesheets. Record Only timesheets are not submitted for approval, so they don t have a Submitted status, but instead the status relates to whether or not the hours have been recorded successfully. The statuses for a Record Only timesheet are: 156 of ConnX Pty Ltd

157 Status Description No Timesheet The timesheet has yet to be created. Partial or No Data Submitted Not all hours or times have been completed for this timesheet. The column in the grid will also display the dates for which the employee was required to fill in their dates and have yet to do so. All Data Submitted Times and hours have been recorded for the all the dates that the employee was required to do so. Finally, there are no paid components columns in the grid. The columns Scheduled, Worked and Difference are used instead. Column Description Scheduled Shows the number of hours the employee is scheduled to work. Worked Shows the number of recorded work hours. Difference Shows the difference between Worked and Scheduled. A negative value means the employee has recorded less than his/her schedule. A positive difference means the employee has recorded more hours than scheduled ConnX Pty Ltd 157 of 206

158 4.7 Timesheet Verification Some or all of your employees may have a timesheet that requires you as an approver to verify timesheet entries - either per day or per transaction. If this is the case, you will have a Verification Summary screen to help you manage the verification process for these employees. NOTE The following Timesheet screens may be different to yours, depending on your specific template settings Timesheet Verification Summary To view your verification summary: 1. Go to Timesheets > Verification Summary. A screen similar to the following will display. There following table shows a description of the filters available on this screen. Filter Description Payroll DB Select the payroll database from the dropdown list. 158 of ConnX Pty Ltd

159 Filter Description Pay Frequency Group Select the pay frequency group from the drop-down list. Period End Select the period end date from the dropdown list. Status Select the timesheet status from the dropdown list. Department Select the department from the drop-down list. Select Include Sub Departments to include reporting departments. Verification Select the verification status from the dropdown list. Date within period Input dates or use the calendar control to search for timesheets within a specific period. Include Employees not required to Submit and don t have a Timesheet Select this checkbox to show all employees that match the filter selection, regardless if they must complete a timesheet or not. Include terminated employees Include employees that have been terminated. 2. Set any necessary filters. 3. Select Apply Filter. Note that only one pay frequency group can be viewed at a time as the dates populate as required in the following table ConnX Pty Ltd 159 of 206

160 Employee information is populated in the table, and each date is colour coded to indicate: if the employee has not completed that day (red). if the employee has completed the day, but the approver has not verified the day (purple). if the day has been both completed and verified (black). 4. Depending on the configuration settings, there may be an Adjust column, showing if any adjustments have been made on that timesheet. There is also an O/T column, showing how many hours of overtime are allocated on the timesheet. You can also have up to three other columns with customisable names, which total allowances included on the timesheet. 5. To view the employees timesheet, double-click the employee s name. The timesheet is shown in another window and allows you to complete, unlock or verify days or transactions. 6. You can submit the employee s timesheets by selecting the checkbox adjacent to the employee s name and select Submit Selected Timesheets for Approval. 7. You can also send a message to employees, by selecting the checkbox adjacent to the employee s name, and entering a Subject and Message, then selecting Send Message. 160 of ConnX Pty Ltd

161 4.7.2 Viewing Timesheet Verification per Day NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. This section shows the different functions that may be available to you as an approver, when verifying a timesheet that has a per day setting. To verify an employee s timesheet per day: 1. Go to Timesheets > Verification Summary. 2. Double-click the timesheet that you want to verify. The timesheet will look similar to this, depending on your timesheet template settings ConnX Pty Ltd 161 of 206

162 Transactions that the employee has entered in either the Summary or Detailed View are shown in the Daily Summary section. The Daily Summary section has several different columns. The Num of Trans column shows how many transactions have been entered for that day. In this example, there are three transactions for the Monday, and one on the other days. The Normal + Leave column is the number of normal paid hours plus the number of leave hours that have been entered for each day. This example has a column called Allow for Allowances. These are customisable column headings, and yours will most likely be different. You can have up to three custom column headings. These columns are the total of any additions as selected on the timesheet template. The O/T column shows how many overtime hours have been entered for that day, with a Totals row at the bottom of the Daily Summary. Lastly, there are two columns, one called Completed, and one called Verified. Generally speaking, the employee will select Complete when all transactions for that day have been entered, and their manager will select Verify to indicate that all transactions entered have been verified. In this example, the employee has completed transactions for Monday only, as indicated by the Yes in the Completed column. In this example, you have 162 of ConnX Pty Ltd

163 permissions to unlock transactions (i.e. the employee can edit existing transactions for that day). 3. To view transactions that have been entered for Monday, you can use the Summary View, or the Detailed View. If you want to view only transactions for the Monday, use the Show Trans column so that only the checkbox for Monday is selected. 4. Scroll down to the Detailed View. Only transactions for Monday are shown. 5. Select Verify in the Daily Summary if you are satisfied with transactions for Monday. Please note that when a day has been verified, only a HR Administrators can remove the verification. You can edit the transactions for Monday in the Detailed View if you are not satisfied with them or select Unlock (depending on timesheet template settings), making it editable for the employee to correct. The employee must then complete that day again ConnX Pty Ltd 163 of 206

164 6. In this example, you can complete on behalf of the employee, by select Complete for the relevant day. You can select Verify All if you want to verify all days in the Daily Summary table. 7. The timesheet can be submitted for approval when all days have been completed and verified (depending on timesheet template settings). This can be done by the employee, or by the manager, by select Submit Timesheet for Approval in the header section of the timesheet. NOTE If an employee has submitted a leave application through ConnX, this appears in the Summary View as per normal and may not be a transaction that needs to be completed or verified. If, on the timesheet template setting, leave applications are being populated onto the timesheet as timesheet transactions, the leave transactions must be completed and verified the same as a time transaction. 164 of ConnX Pty Ltd

165 4.7.3 Viewing Timesheet Verification per Transaction NOTE The following Timesheet screens may be different to yours, depending on your specific template settings. This section shows the different functions that may be available to you as an approver when you are verifying a timesheet that has a per transaction setting. To verify an employee s timesheet per transaction: 1. Go to Timesheets > Verification Summary. 2. Double-click the timesheet that you want to verify. The timesheet will look similar to this, depending on your timesheet template settings ConnX Pty Ltd 165 of 206

166 Transactions that the employee has entered in either the Summary View or Detailed View are shown in the Daily Summary section. The Daily Summary section has several different columns. The Num of Trans column shows how many transactions have been entered for that day. In this example, there are three transactions for the Monday, and one on the other days. The Normal + Leave column is the number of normal paid hours plus the number of leave hours that have been entered for each day. This example has a column called Allow, for Allowances. These are customisable column headings, and yours will most likely be different, and you may have up to three of them. These columns are the total of any additions as selected on the timesheet template. There is an O/T column, showing how many overtime hours have been entered for that day, with a Totals row at the bottom of the Daily Summary also. Lastly there are two columns, one called Completed, and one called Verified. Generally speaking, the employee completes transactions, and their manager verifies transactions. In this example, the employee has completed transactions for Monday only, as indicated by the Yes in the Completed column. 166 of ConnX Pty Ltd

167 3. To view transactions that have been entered for Monday, you can use the Summary View, or the Detailed View. If you just want to see transactions for the Monday, use the Show Trans column so that only Monday is selected in the checkbox: 4. Scroll down to the Detailed View. Only transactions for Monday will appear. 5. If you are satisfied with the transactions entered for Monday, select Verify in the Detailed View. Please note that once a transaction has been verified, only an HR Administrator can remove the verification. 6. If you are not satisfied with a transaction, you must select Unlock (depending on timesheet template settings), enter a reason for why the transaction needs to be modified which will send a notification, including your message to the employee for them to make changes to it. The employee will then complete that transaction again. 7. Once all transactions for a day have been verified, this is shown in the Verified column, in the Daily Summary view ConnX Pty Ltd 167 of 206

168 In this example, you can complete this on behalf of the employee, by selecting Complete for the relevant transaction in the Detailed View. 8. The timesheet can be submitted for approval when all transactions and days have been completed and verified (depending on timesheet template settings). This can be done by the employee, or by the manager, by selecting Submit Timesheet for Approval in the header section of the timesheet. NOTE If an employee has submitted a leave application through ConnX, this appears in the Summary View as per normal and may not be a transaction that needs to be completed or verified. If, on the timesheet template setting, leave applications are being populated onto the timesheet as timesheet transactions, the leave transactions must be completed and verified the same as a time transaction. 168 of ConnX Pty Ltd

169 4.8 Approving Timesheets Managers should use the same level of care and scrutiny when approving timesheets as they do when reviewing leave applications. It is also important to be aware that if the employee has made any adjustments to their time for a previous period, that this only appears in the Detail View of the timesheet. Managers should take special note of any messages on the timesheet, which are displayed in red font in the header of the timesheet, as shown below ConnX Pty Ltd 169 of 206

170 4.8.1 Approving a Leave Application When approving an employee s leave application that conflicts with a submitted timesheet, a link is available to view the adjustments that have been made. - The link shown above is labelled Click this Link to View/Change Timesheet Adjustments. You can select the link to open the Adjustment screen. It works the same as when entering a leave application. NOTE If you make any changes to a leave application and there are timesheet adjustments that relate to the original application, they will not be updated automatically. You must alter the adjustments as well. 170 of ConnX Pty Ltd

171 4.9 Timesheet Status The following table shows a description for each status of an export timesheet. Timesheet Status Description Not Submitted Timesheet is still yet to be submitted for approval. The employee can view and edit the timesheet. Submitting the timesheet will update the status to Pending Approval. Pending Approval The timesheet has been submitted for approval. The employee can view the timesheet but cannot make any changes. The manager can either; edit, accept or reject the timesheet. Denied The manager has rejected the timesheet. The employee can view, edit and resubmit the timesheet for approval. Upon resubmitting the timesheet, the status will go back to Pending Approval. Approved The manager has approved the timesheet. The employee can view the timesheet but cannot make any changes. Complete The timesheet transactions have been exported. The employee can view the timesheet but cannot make any changes ConnX Pty Ltd 171 of 206

172 5.0 DAILY OPERATIONS FOR PAYROLL/HR 5.1 Viewing and Filtering the Administrator s Timesheet List The administrator s timesheet list is very similar to the manager s timesheet list; however, it offers some additional functionality. This section describes how to use the administrator s timesheet list to retrieve desired information. There are two separate lists - one for current timesheets and another for past timesheets. Both function in the same way however the past timesheets screen does not include a facility to message employees or to add transactions to selected timesheets. These lists do not include Record Only timesheets. There is a specific Record Only Manager for Record Only Timesheets, this is explained in the next section. The following example uses the Current Timesheets screen. To view and filter an Administrator s timesheet list. 1. Go to HR Timesheets > Employee Timesheets - Current. A screen similar to the following will display. 172 of ConnX Pty Ltd

173 The top area on the screen contains all of the filtering controls, described below. Column Heading Description PE Date Filters the list by Period End Date. Total Hours More Than Filters the list to timesheets that contain more than the specified number of total hours. Total Hours Less Than Filters the list to timesheets with total hours less than the specified value. This can be used with Total Hours More Than to display timesheets with total hours greater than one value and less than another. Department Filters the list to employees from the selected department. Select Include sub departments to include reporting departments. Employee Filters the list to a specific employee. Select Include Terminated Employees to include those employees on the drop-down list. Status Filters the list according to the timesheet status. Employment Filters the list according to employment type. Payroll Database Filters the list to employees on the selected payroll database. Include employees not required to complete and don t have a timesheet Include employees who are not required to complete a timesheet and who don t have a timesheet in the list. Employees who have a timesheet are always shown, regardless of whether or not they are required to complete one ConnX Pty Ltd 173 of 206

174 Column Heading Description Sort By Surname Select this checkbox to alphabetically sort the table by surname. By default, the list is sorted by first name. The actual timesheet information is shown before the filter criteria as a table on this screen. Some of the column headings are abbreviated to conserve space. Moving your mouse over the heading text will make it show a complete description in a tool tip. The following table shows a description of the columns that are shown in the list. Column Heading Description Employee Employee Name. ET Employment Type. PE Date Period End Date. Status Timesheet Status. Nrm Total normal hours. Th Total time and a half hours. Dbl Total double time hours. Lve Total leave hours. Paid Total Total paid hours on the timesheet. Hours Worked Total worked hours on the timesheet. 174 of ConnX Pty Ltd

175 Column Heading Description Difference Hours Worked Paid Hours. If this is RED, it shows adjustments are included on this timesheet. If this value is greater than 0 then the employee has worked more hours than they have been paid. If this value is less than 0 then the employee has been paid for more hours than they have worked. Submitted By The employee who submitted the timesheet and the date submitted. / Comments Comments made by employee, manager or HR/Payroll ConnX Pty Ltd 175 of 206

176 5.2 Timesheet List Functions To access Current Paid Timesheets, go to Timesheets > Employee Timesheets - Current Viewing Timesheets Select View adjacent to the employee s name to view that employee s timesheet. The timesheet is shown, allowing you to view and edit transactions List Employee Timesheets Select List adjacent to the employee s name to open that employee s timesheet list screen, which shows all of the employee s timesheets Deleting Timesheets To delete a timesheet: 1. Select the checkbox(es) adjacent to the timesheet(s) you want to delete. 2. Select Delete Selected at the bottom of the table. 3. Select OK to delete the timesheet(s). 176 of ConnX Pty Ltd

177 5.2.4 Completing Timesheets Select the timesheet(s) you want to complete using the checkbox on the left and click Complete Selected at the bottom of the table. Select OK to complete the timesheet(s). Use this function to change the timesheet from Approved to Completed as if it had been exported to the payroll system ConnX Pty Ltd 177 of 206

178 5.3 Record Only Timesheet Manager Record only timesheets are managed differently to export timesheets, as shown in this section. Go to Timesheets > Employee Timesheets - Current. Select the Manage Record Only Timesheets link in the top left corner of the screen to open Record Only Timesheets. Record Only Timesheet will load and look similar to the following. This screen is similar to Current Employee Timesheets, however there are two main differences: 1. The Hours are Required drop-down list allows you to filter for those timesheets where hours must be recorded. 2. The Status filter and column are different to the Export timesheets. Record Only timesheets are not submitted for approval, so they don t have a Submitted status. The status is related to whether or not the hours have been recorded successfully. 178 of ConnX Pty Ltd

179 The statuses for a Record Only timesheet are: Status Description No Timesheet The timesheet has yet to be created. Partial or No Data Submitted Not all hours or times have been completed for this timesheet. The column in the grid will also display the dates for which the employee was required to fill in their dates and have yet to do so. All Data Submitted Times and hours have been recorded for the all the dates that the employee was required to do so. Finally, there are no paid components columns in the grid. The columns Scheduled, Worked and Difference exist instead. Column Description Scheduled Shows the number of hours the employee is scheduled to work. Worked Shows the number of recorded work hours. Difference Shows the difference between Worked and Scheduled. A negative value means the employee has recorded less than their schedule. A positive difference means the employee has recorded more hours than scheduled ConnX Pty Ltd 179 of 206

180 5.4 Timesheet Verification Some or all of your employees may have a timesheet that requires you as an approver to verify timesheet entries - either per day or per transaction. If this is the case, you will have Verification Summary to help you in managing the verification process for these employees. NOTE The following Timesheet screens may be different to yours depending on your specific template settings Timesheet Verification Summary To view your Verification Summary: 1. Go to Timesheets > Verification Summary. A screen similar to the following will display. There are several different filters available on this screen: Filter Description Payroll DB Select the payroll database from the dropdown list. Pay Frequency Group Select the pay frequency group from the drop-down list. 180 of ConnX Pty Ltd

181 Filter Description Period End Select the period end date from the dropdown list. Status Select the timesheet status from the dropdown list. Department Select the department from the drop-down list. Include Sub Departments Select this checkbox to include reporting departments in the list. Verification Select the verification status from the dropdown list. Date within period Input dates or use the calendar control to search for timesheets within a specific period. Include Employees not required to submit and don t have a Timesheet Select this checkbox to include employees who are not required to complete a timesheet and who don t have a timesheet. Include terminated employees Include employees that have been terminated. 2. Set any necessary filters and select Apply Filter. Only one pay frequency group can be shown at a time as the dates populate as required in the following table. Employee information is populated in the table, and each date is colour coded to indicate if the employee has not completed that day (red font), if the employee has completed the day but the approver has not verified the day (purple), or if the day has been both completed and verified (black). Depending on configuration settings, there may be an Adjust column, showing if any adjustments have been made on that timesheet, and an O/T column showing ConnX Pty Ltd 181 of 206

182 how many hours of overtime are allocated on the timesheet. You may also have up to three other columns with customisable names, which total allowances included on the timesheet. 3. Double-click an employee s name to view their timesheet. ConnX opens the timesheet in another window and allows you to complete, unlock or verify days or transactions. 4. From this screen, you can submit the employee s timesheets by selecting the checkbox adjacent to the employee s name and selecting Submit Selected Timesheets for Approval. 5. You can also send a message to employees, by selecting the checkbox adjacent to the employee s name and keying in your message and subject and selecting Send Message to Selected Employees Unverifying a Transaction or Day After a manager verifies a timesheet transaction or a day, they are unable to unverify it. If the transaction needs to be unverified, this can only be done by a user with HR Administrator access or above. To remove the verification of a timesheet transaction: 1. Open the employee s timesheet via HR Timesheets > Employee Timesheets - Current, Timesheets > Verification Summary, or My Team > List Employees. 2. Select Unlock adjacent to the transaction in the Verify column in the Detailed View if the timesheet template settings are per transaction. OR 3. Select Unlock adjacent to the day in the Verified column in the Daily Summary view if the timesheet template settings are per day. 182 of ConnX Pty Ltd

183 Unlocking the verification for the transaction/day sets the Verified value to No for that transaction/day, and the approval to unlock, allowing the employee to make changes ConnX Pty Ltd 183 of 206

184 5.5 Other Timesheet Options Holding a Timesheet until a Future Period This option allows Managers, HR/Payroll Administrators, and Administrators to hold an employee s timesheet from being processed (exported) until a future period. This is useful when an employee takes leave in advance partway through a period and returns in a future period. Processing of the partially worked period can be held until the employee returns. To hold an employee s timesheet: 1. Open the employee s timesheet. 2. Select a pay period end date from the Hold timesheet until drop-down list. This drop-down list contains the future period end dates. 3. Select Save Changes. The timesheet will now be held from processing until the selected date. 4. To remove the hold, select Don t Hold from the Hold timesheet until drop-down list, and select Save Changes. 184 of ConnX Pty Ltd

185 5.5.2 Timesheet Messages HR/Payroll Administrators and ConnX System Administrators can setup messages in ConnX Timesheets to appear on an employee s timesheet for a particular date. This is very useful for providing reminders or instructions regarding the completion of a timesheet for specific dates. The following procedure shows how to create a timesheet message Adding a Timesheet Message To add a message to a timesheet: 1. Go to Timesheets > Timesheet Messages. A screen similar to the following will be shown. 2. Complete each field in the form on the right side of the screen. A description of each field is shown in the following table. 3. Select Add Message. Field Date Department Include Subs Message Description The message will be displayed on a timesheet containing this date. Which department(s) this message should be displayed for. Whether or not this message should be shown for employees in subdepartments of the selected department. The message text to display on the timesheet. A message can have a maximum length of 1000 characters ConnX Pty Ltd 185 of 206

186 In this example, a message related to the completion of timesheets on the public holiday is shown to all employees on the week of the public holiday, as shown below. 186 of ConnX Pty Ltd

187 Editing a Timesheet Message To make changes to an existing timesheet message: 1. Open Timesheet Messages via Timesheets > Timesheet Messages. 2. Select Edit adjacent to the message in the list you want to make changes to. A screen similar to the following will display. 3. Make the necessary changes to any of the fields. 4. Select Update or select Cancel to remove all changes and cancel editing Deleting a Timesheet Message To delete an existing timesheet message: 1. Open Timesheet Messages via Timesheets > Timesheet Messages. 2. Select Delete adjacent to the message in the list you want to remove. 3. Select OK to delete the message ConnX Pty Ltd 187 of 206

188 5.6 Exporting Timesheet Transactions To export the timesheet transactions to the payroll system: 1. Go to HR Admin > Perform Export. 2. Select the Payroll Database that you want to export the timesheets for. 3. Select the Period End Date that you would like to export. 4. Select Export Transactions. A screen similar to the following will display. 5. Review the timesheets that are ready to export. 6. Select Create Export File to produce the export file. ConnX shows a notification when the export process is complete. 188 of ConnX Pty Ltd

189 5.7 Importing Timesheet Transactions into Your Payroll System Please refer to your payroll system documentation for information about importing timesheet transactions ConnX Pty Ltd 189 of 206

190 6.0 ADMINISTRATION 6.1 Cost Accounts As an Administrator you can link cost accounts to departments, meaning you can control the cost accounts employees can use on their timesheets. To set up cost accounts. 1. Go to Admin > Payroll Information > Cost Accounts. A screen similar to the following will display. 2. Select a cost account and then select the Edit button at the top of the screen. 3. Select a department from the Department drop-down list. All Departments and No Departments can also be selected. If No Departments is selected, no users (apart from HR Administrators and System Administrators) can get access to the Cost Account on their timesheet. 4. Select either Yes in the Inc Subs column to make the Cost Account available to users in sub-departments. Otherwise, select No, 5. Select Update to save changes. 190 of ConnX Pty Ltd

191 6.2 Activities Creating Activities To create an activity: 1. Go to Timesheets > Timesheet Activity. A screen similar to the following will display. 2. Complete each field in the form on the right side of the screen. A description of each field is shown in the following table. 3. Select Add Timesheet Activity. Field Description Activity A unique activity code. Description A description of the activity. Department If this activity is department specific, select the appropriate department. Select Include sub depts. if this activity also applies to the sub-departments. In Use Select Yes from the drop-down list to make this activity available to timesheets ConnX Pty Ltd 191 of 206

192 6.2.2 Creating Activities from CSV Activities can be created in bulk by importing data from a CSV file. An example of a CSV file is shown below: To import the activities from a CSV: 1. Go to Timesheets > Timesheet Activity. 2. Select Browse in the Import section. 3. Select the CSV file that you want to import. 4. Select Does the file contain Column Headers if your file contains a header row with column names (as shown in the image above). 5. Select Import Data. The activities in the CSV file are added to your list of timesheet activities. Please refer to Appendix A for more information about the CSV file format Editing an Activity To make changes to an existing activity: 1. Go to Timesheets > Timesheet Activity. 2. Click Select adjacent to the activity that you want to edit. The fields on the right side of the screen will be populated with the details of the selected activity. 3. Make any necessary changes to the activity. 4. Select Update Timesheet Activity Deleting Activities To delete an existing activity: 1. Go to Timesheets > Timesheet Activity. 192 of ConnX Pty Ltd

193 2. Select Delete adjacent to the activity you want to remove. 3. Select OK ConnX Pty Ltd 193 of 206

194 6.3 Phases Creating a Phase To create a phase: 1. Go to Timesheets > Timesheet Phase. A screen similar to the following will display. 4. Complete each field in the form on the right side of the screen. A description of each field is shown in the following table. 5. Select Add Timesheet Phase. Field Phase Description Department Activity In Use Description A unique phase code. A description of the phase. If this phase is department specific select the appropriate department. Select Include sub depts. if this phase also applies to the sub-departments. Select an activity from the drop-down list to link this phase to an activity. Select Yes from the drop-down list to make this phase available to timesheets. 194 of ConnX Pty Ltd

195 6.3.2 Creating Phases from CSV Phases can be created in bulk by importing data from a CSV file. An example of a CSV file is shown below: To import phases from a CSV: 1. Go to Timesheets > Timesheet Phase. 2. Select Browse in the Import section. 3. Select the CSV file that you want to import. 4. Select Does the file contain Column Headers if your file contains a header row with column names (as shown in the example above). 5. Select Import Data. The phases in the CSV file are added to your list of timesheet activities. Refer to Appendix A for more information about the CSV file format Editing a Phase To make changes to an existing phase. 1. Go to Timesheets > Timesheet Phase. 2. Click Select adjacent to the phase you want to edit. The fields on the right side of the screen will be populated with the details of the selected phase. 3. Make any necessary changes to the phase. 4. Select Update Timesheet Phase Deleting Phases To delete an existing phase: 1. Go to Timesheets > Timesheet Phase ConnX Pty Ltd 195 of 206

196 2. Select Delete adjacent to the phase you want to remove. 3. Select OK to delete the phase. 196 of ConnX Pty Ltd

197 6.4 Tasks Creating a Task To create a task: 1. Go to Timesheets > Timesheet Task. A screen similar to the following will display. 2. Complete each field in the form on the right side of the screen. A description of each field is shown in the following table. 3. Select Add Timesheet Task. Field Task Description Department Activity Phase Description A unique task code. A description of the task. If this task is department specific select the appropriate department. Select Include sub depts. if this task also applies to the subdepartments. Select an activity from the drop-down list to link this task to an activity. Select a phase from the drop-down list to link this task to a phase ConnX Pty Ltd 197 of 206

198 Field In Use Description Select Yes from the drop-down list to make this task available to timesheets Creating Tasks from CSV Tasks can be created in bulk by importing data from a CSV file. An example of a CSV file is shown below: To import tasks from a CSV: 1. Go to Timesheets > Timesheet Task. 2. Select Browse in the Import section. 3. Select the CSV file that you want to import. 4. Select Does the file contain Column Headers if your file contains a header row with column names (as shown in the example above). 5. Select Import Data. The tasks in the CSV file are added to your list of timesheet activities. Please refer to Appendix A for more information about the CSV file format Editing a Task To make changes to an existing task: 1. Go to Timesheets > Timesheet Task. 2. Click Select adjacent to the task that you want to make changes to. The fields on the right side of the screen will be populated with the details of the selected task. 3. Make any necessary changes to the task. 4. Select Update Timesheet Task. 198 of ConnX Pty Ltd