Timesheets Automation

Timesheets Automation Overview

Timesheets Automation is the third and final in a series of courses designed to bring your organization greater efficiency on various levels. The 3 courses included in the Automation and Efficiency series are as follows:

1. Notes Automation
2. Time Records Automation
3. Timesheets Automation

On process is optional and can run independent of one another or in conjunction with one another, depending on your needs. This course will focus on the configuration points for enabling Timesheets Automation.

Enable Timesheets Automation

Automatic Creation of Timesheets from Approved Notes or Time Records: Automatically creates timesheets, based on approved (for payroll) notes and/or time records associated with corresponding pay periods, eliminating the manual step of creating and/or importing to timesheets.

Enable Timesheets Automation:

1. Configure → List Configuration →Timesheets → Rules.
2. Check “Timesheet Auto Add/Associate Time Records”.
3. Click Save.

Functionality is designed to work in conjunction with the “Auto Create time Records on Note Approval” function. As such, in order for time from approved notes to automatically pull into a timesheet, the auto create time records function must also be enabled. See the “Time Records Automation” course for more information.

Once the note is approved for payroll, it will automatically be associated with the timesheet for the corresponding pay period. A new timesheet will be auto-created if one doesn’t already exist

Time Records Not Associated with Timesheets

Search for Time Records Not Associated with Timesheets: A new filter has been added to the Time Records desktop to allow for searching of all time records that have not been associated with a timesheet. Additionally, the returned time records can be bulk imported to Timesheets.

1. Billing→Time Records.
2. Scroll to the bottom of the filters.
3. Choose “No” in Associated with Timesheet filter.

Enable Import into Timesheets

Import into Timesheets:

Based on the results of the “Time Records Not Associated with Timesheets” search, the new “Import into Timesheets” function can be used to push the outstanding time records into the respective timesheet(s).

Enable the import button:

1. Configure → Security → Configure Roles.
2. Select the desired role that will control the importing of time records to timesheets.
3. Go to Desktop Security tab and expand Time Records.
4. Check Import into Timesheets.

Import into Timesheets

• Import: Select the time records to import to timesheets or import all records displayed in the search grid.
• New timesheets will be created for corresponding pay periods if they don’t already exist and the time records will be added accordingly.

Enable Bulk Approve Timesheets

Bulk Approve Timesheets: This function simplifies the timesheet approval process for timesheets that contain billable time only. This can be overridden at the employee level.

Enable the Bulk Approval button:

1. Configure → Security → Configure Roles.
2. Select the desired role that will bulk approve timesheets.
3. Go to Desktop Security tab and expand Timesheets.
4. Check Bulk Approval.

Bulk Approve Timesheets

Bulk Approve:

1. Click the Bulk Approve button at the top of the Timesheets desktop.
2. Choose the respective pay period and click Approve.
3. Review any validations presented.

Filter Unapproved Timesheets

Filter to Remaining Unapproved Timesheets: Use the “Approved” filter (top left corner of Timesheets) to search for unapproved timesheets for the corresponding pay period.

• Note: You can also search for approved.
• Filter Unapproved: Any timesheet not bulk-approved, either because it contains non-billable time or because of validations, should return.
• Timesheets with non-billable time will need to be reviewed and approved individually.

Disable Bulk-Approval

Disable Bulk-Approval as needed per Employee: Bulk approval functionality can be turned off as needed per employee.

Disable Bulk-Approval:

1. Employees → Demographics Tab.
2. Check “Turn off Timesheet Approval” checkbox to disable the bulk approval of any timesheet for this caregiver in order to force individual review/approval.

Edit Timesheet Pay Period

Edit the Pay Period on an Existing Timesheet This functionality allows you to move time associated with a pay period to a different or future pay period.

• Note: This is helpful when caregivers don’t sign a timesheet in which the pay period has been closed/paid and the time therefore needs to move to the next/current pay period.

Edit pay period:

1. Click the pencil/edit icon against the caregiver timesheet (must be unsigned)
2. Choose the correct pay period (must select a pay period that has a start date after the latest time record on the timesheet you are moving the time from)