Having confirmed the pay period the second step involves the identification and correction of any incomplete or warning time sheets. Incorrect time sheets must be edited and corrected before the payroll process can continue.
If there are no time sheet errors, this screen will not appear and Step 3 - Updating Employee Pay Rates will display. To skip this step Click Here...
- If you click on Next before resolving the time sheet issue you will be given a warning and you will not be able to continue until they are resolved.
There are two time sheet conditions which prevent payroll processing from continuing
- The first is a warning on a time sheet in which data entry is displayed in purple. Warning time sheets can be opened to display an explanation of the warning condition displayed in the bottom left hand corner of the time sheet screen. Warnings include such events as the employee clocking on too early or too late, clocking off too early or too late or insufficient leave entitlement to cover a leave time sheet. These time sheets can be edited to rectify the warning situation or can be overridden within the time sheet screen to allow processing via payroll as they stand.
- The second is where a time sheet is invalid in which the time sheet data is displayed in red. This error condition occurs when a time sheet start time, end time, break, total hours, shift, department or roster entry is missing. Similarly, if multiple breaks have been set up and these fall outside the boundaries of the time sheet or overlap, or if leave has been declined, the leave entry will be excluded from processing unless rectified. A start time, end time and break is not required when only the total hours have been entered.
In order to modify time sheet entries or leave details for individual employees, select the Time Sheet button and make changes in the Time Sheet/Leave Editor or double click on the employees name. Close out of the Time Sheet/Leave Editor to return to the payroll wizard
For more information on editing time sheets see the Time & Attendance Section
NOTE: The most common cause of invalid time sheets is the introduction of new, non-rostered employees. If a new employee is not rostered and clocks on and off only when needed, open the Employee Setup screen, select the new employee and go to the Special Options tab. Turn on the option for Pay Time Sheets Without Shifts. This corrects the problem.
NOTE: ClockOn will automatically pay an employee for any unprocessed time sheets or leave accrued prior to the current pay period. These time sheet entries are displayed in the colour maroon. Regular maintenance of alerts and the time sheet editor will greatly reduce the number of time sheet and leave errors encountered during the payroll process. Daily housekeeping of time sheets keeps the Administrator on top of the events and non-events of the day and eliminates the need for retrospective corrections, in which circumstance time sheet detail is often lost in the mists of time, especially in the case of fortnightly pay periods.
Editing Invalid Time Sheets
- When the Time Sheet Validation wizard appears, employees that have invalid time sheets are listed.
- Select an employee with invalid time sheets and press the Time Sheets button.
Invalid time sheet data will be displayed in Red. Warning time sheet data will be displayed in purple.
Select one of the Red or Purple entries in the listing. The status bar at the bottom left hand corner of the time sheet window displays a message identifying what is missing or invalid, such as Start or End times.
- Edit the time sheet by correcting the identified issues. (For more information see: Time Sheets - Editing Time Sheets)
- Save the time sheet. A valid time sheet is identified by black text.
- Once there are no longer any Red or Purple text entries, close the Time Sheet editor. The Employees listed in the time sheet validation wizard should now have a tick against their name to indicate that their entries have been corrected and are now valid.
The payroll can now be processed. Select Next and continue with the payroll.