Introduction/Purpose:

The purpose of a timesheet in an HRMS (human resource management system) is to accurately capture and record the working hours of employees. A timesheet serves as a valuable tool for tracking and managing employee time, and facilitating various HR and payroll processes.

Dependency:

The recording of timesheets in an HRMS has dependencies on employee data, payroll system integration, project/task management functionalities, overtime rules, approval workflows, reporting capabilities, user interface, and data security measures

• Employee Data: Timesheets depend on accurate and up-to-date employee data within the HRMS. This includes employee profiles, job assignments, work schedules, and any relevant employee information. The timesheet relies on this data to properly identify and allocate working hours to each employee, ensuring accurate and consistent recording of time entries.

• Payroll System Integration: Timesheets often integrate with the organization’s payroll system. This integration is vital for accurate wage calculations, overtime tracking, and payroll processing. The timesheet data, including recorded working hours, overtime hours, and any relevant time categories, needs to be seamlessly synchronised with the payroll system to ensure precise and timely employee payments.

• Project and Task Management: If timesheets are used for project or task-based time tracking, they depend on the project management or task management functionalities within the HRMS. The timesheet relies on project/task data, such as project/task assignments, deadlines, and milestones, to allocate time entries correctly and associate them with specific projects or tasks.

• Overtime Rules and Policies: Timesheets need to incorporate the organization’s overtime rules and policies accurately. This includes factors such as maximum working hours, overtime eligibility criteria, overtime rates, and any specific rules defined by labour regulations or collective agreements. The timesheet must be configured to apply the correct overtime calculations based on these rules and policies.

• Approval Workflow: Timesheets often involve an approval workflow, where employees submit their time entries for review and approval by managers or supervisors. The timesheet depends on the HRMS workflow functionalities to route timesheets to the appropriate approvers, track the approval status, and ensure that only approved time entries are included in payroll processing.

• Reporting and Analytics: Timesheets rely on reporting and analytics functionalities within the HRMS. The system needs to generate accurate and comprehensive reports based on timesheet data, such as employee attendance reports, overtime analysis, project cost reports, and other relevant analytics. These reports provide valuable insights for decision-making, resource planning, and compliance monitoring.

These dependencies ensure accurate time tracking, seamless payroll processing, project/task allocation, compliance with rules and regulations, and efficient reporting and analytics within the HRMS.

How To Navigate:

The navigation to record a Timesheet in the HRMS system typically involves the following steps:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the Time and Attendance section which is located on the left side menus on the screen.

• Click on the Timesheet section which is located in the Transactions under Time and Attendance. After clicking on this link you can navigate to Timesheet Listing

Listing:

The key features of the Time Sheet record listing is included below:

• Export Data
  Current Page records or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.

• Record Filter:
  • The filter option allows users to filter the list of records based on visible columns, based on the Pay period. Users can choose pay period from the drop-down menu to filter the timesheet record according to pay period.
  • The user can also filter the timesheet record by entering the following details 
    • Employee Name /Code/ Reference number:  The Employee name / Code / Reference number is a field that specifies the identity of an employee such 
      • name of employee 
      • employee code 
    • Designation: This field specifies the designation of an employee. The user has to choose from the drop-down menu.
    • Location: Location is a field that specifies the working location of an employee. The User has to choose a location from the given drop-down menu.
    • Employee Type: The employee type is a field that specifies the type of employee. The user has to choose the type of employee from the drop-down such as 
      • Permanent
      • Intern 
      • Casual
      • Contract Employees
    • Role: Role is a field that specifies the role of an employee. The user has to choose from the given drop-down
    • Grade: The Grade is a field that specifies the grade of an employee. The user has to choose the grade from the drop-down menu such as 
      • Grade 1
      • Officer 1
      • Officer 2
  • In listing user will also be able to see the following columns
    • WO (Week Off): The “Week Off’ field specifies the work off day in a week.
      
    • H/L: “H/L” typically stands for Hours/Loss. It refers to the calculation of the total hours lost or deducted
    • PL: “PL” typically stands for paid leaves. It refers to the paid leave of the employee when an employee takes leave if he has a leave balance then the employee will be payable for that leave
      
    • LWP(Leave without Pay ):  LWP can stand for “Leave Without Pay” in HRMS. It refers to the authorized period of time when an employee takes a leave of absence from work without receiving regular salary or wages
      
    • Absent:  Absent can refer to Absent days in a month.

• Present Days: It refers to the number of days an employee was present and actively working during a specific period

• Total Days:- Total Days  refers to the total number of working days in a specific period

Recording & Update:

Users can register timesheet by clicking the “Generate Register” Button to fetch Attendance data from Linked attendance System by Selecting below details

• Pay Period: In a timesheet, the pay period refers to the specific time interval for which employee working hours are recorded and used for payroll processing. It determines the duration over which employee work hours are accumulated and considered for compensation 

Note: On Select pay period the From date and To Date is automatically selected according to the pay period.

• From Date: The “From Date” field specifies the date on which the Pay Period Starts. It indicates the start date for using the defined pay period. (From Date)

• To Date: The “To Date” field denotes the end date until which the pay period remains valid. It signifies the expiration date for the defined Pay period.

The user can perform the following actions in this section:

• Submit: This option allows the user to Submit/Save the Generate Register

A pop message will display on the bottom right corner of the  screen “Generate Register successfully”

• Discard: This option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.

Key Notes:

• Users can only export the Time Sheet in xls format