How to Use the Employee Timesheet Report

Employee Timesheet Report Overview

The employee timesheet report is a great tool for examining employee’s hours, both regular and overtime, and is typically used as a basis for determining how time is submitted to payroll.

The report functions off of either timesheet information or time records information. The difference is that when timesheets are enabled and staff create their timesheets in the system, this report will only return the hours against approved timesheets. This means that staff have entered their time, signed off on it and a supervisor has approved it

To verify if the report will return timesheet data, go to Configure → List Configuration → Payroll → Rules.

Check Payroll Rules Configuration

If the “Import From Timesheets” checkbox is checked, then the Employee Timesheet report will only return hours from approved timesheets. This is the recommended usage of the system.

If the “Import From Timesheets” checkbox is not checked, then the report will produce unpaid hours that have been imported or entered into the Time Records desktop. Time can be imported from approved notes or schedules. Also note, time can be manually entered into Time Records as well.

Run Employee Timesheet Report

The Employee Timesheet report is accessed from the Time Records desktop. By default, the Time Records desktop is accessed by expanding the Billing Desktop.

Note: If neither the Billing nor Time Records desktops are available, a security administrator will need to allow access through Configure Roles under security.

2. With the Time Records desktop selected, click on the Employee Timesheet button

Note: If the button is not visible, a security administrator will need to allow access through Configure Roles under Security.

3. Enter (at a minimum) a date range at Pay Period.

If timesheets are being used, then the date range will need to be an exact match to a pay period. The report will then return all hours from the approved timesheets.
If time records are being used instead of timesheets, enter in a date range. The report will then show all unpaid hours for that timeframe.
- Helpful Hint: You can use the paid filter in the search grid in order to understand the time that hasn’t been paid. This might be helpful in determining how far back the start date needs to be. For example, if someone turned in late documentation and needs to be paid for that older time, those dates would need to be included in the timeframe.

4. Click on the Run Report button

Helpful Hint: You can run the report for either a particular cost center or employee or for all employees across all cost centers.

Employee Timesheet Report Errors

Any hours that will not transfer to a paycheck due to missing pay types are displayed as an error. The system will force that a pay type is setup to support each service and cost center the employee worked. This is of great benefit as it ensures that the revenue for cost center and service matches to the payroll wages. It will also report on overlapping time making certain that individuals are not being overpaid. It will also help catch any keying errors.

Any errors will be listed on the very bottom of the report. In this case, Sally Caregiver provided the SEG service in the Asheville cost center and therefore a pay type needs to be setup.

Correct Report Errors

Based on the error report shown on the previous slide, Sally Caregiver provided the SEG service in the Asheville cost center, but has no corresponding pay type setup. From the Pay Types tab of her employee record, there is already a pay type for Asheville but that is linked to the CSA service. A new pay type needs to be added to her employee record for the Asheville cost center that is linked to the SEG service.

Employee Timesheet Report Layout

Report Layout:

Standard: The standard version of the report displays the total hours per pay type for the specified pay period, along with their respective rates and the grand total.
Daily Summary: The daily summary version of the report provides a break- down of the hours per day.
Un-Formatted: The un-formatted version of the report is useful if data needs to be dumped to excel for further filtering.
Un-Formatted Daily Summary: The un-formatted daily summary version of the report provides a break-down of the hours per day and is useful if data needs to be dumped to excel for further filtering.