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Timesheets

Timesheet Entry is where you do most of the work in iPayroll® - actually entering the details to pay each person. This is discussed in Enter Timesheets.

Qty    Description Cost Centre Rate Amount  
36.00 hrs  T1 - Ordinary Time 2000 16.0000 $576.00
4.00 hrs  T1 - Ordinary Time 3000 16.0000 $64.00
 -    AL20 - Annual Leave Ent. Balance 112.31 2000 20days pa -  
 -    SICK-ENT - Sick Leave Ent. Balance 20.00d 2000 5days pa -  
2.00 % KSR - KiwiSaver Employer Contribution 9000 2% KSR -$12.80  
1.00   PAYE - PAYE (Tax Code M) to 26-980-658 9000 M -$106.20  
3.00 % KSE - KiwiSaver 9000 3% KSE -$19.20  
1.00   DONATION - iPayroll Giving Donation (Tax Credit: $3.33) 9000 10.0000 -$10.00  
  Set up via Kiosk for Choirs Aotearoa New Zealand Trust
 -    BANK - Take Home Pay to 12-3059-0211383-00 BANK Take Home -$507.93  
40.00
hrs Total for 13-Feb-2012 to 19-Feb-2012 Gross Pay $640.00  
Sample Timesheet

Select an item to find out more about it:-

Add a new Timesheet
Changing timesheets
Delete a timesheet
Record Leave
Timesheet Template
Uploading Timesheets

Add a new Timesheet

Sometimes you will want to add another person to the current payroll to pay someone who is not showing up when you Enter Timesheets. Click on the Add People to this Payroll button on that page to add your timesheet. You will be asked to select the people to add into the current payroll.

Enter Timesheets    Upload    Add    Delete    Messages   
To Add People into the current Payroll:-  
1. Select the people to add.

Active People
(None)
Inactive People   Finish Date
 SMITH, Fred 13-Jun-2001

2.Select other Options.

Special Pay ("Empty" Timesheet)?  Tip 

3.
Note: You cannot Add people into this payroll.
x

Tips

Example of Adding a Person to a Payroll in the Sample Company

After you have selected the people you wish to add a timesheet for, their Timesheet Template will be copied into the current payroll, and will appear in the timesheet entry page along with the other timesheets. You can then change this as you wish.

Note that when you Open a New Payroll, every person selected to be paid has their Timesheet Template copied across into the payroll. You won't have to add those people, their timesheet will already be in the current payroll.

Special Pays

Sometimes when you add a timesheet, you don't want all the standard payments and deductions copied over. For example, when making one-off bonus payments you will want to add an "empty" timesheet that doesn't include the person's Ordinary Time or any deductions (such as second bank accounts or union fees).

To automatically add an "empty" timesheet, select the Special Pay ("Empty" Timesheet) option on that page. This will save you having to manually delete the extra transactions.

Changing timesheets

To change a person's pay you will change their timesheet. To see a person's timesheet, select their name from on the Enter Timesheets page. (If the person doesn't appear on the list, add a new Timesheet).

Qty    Description Cost Centre Rate Amount  
36.00 hrs  T1 - Ordinary Time 2000 16.0000 $576.00
4.00 hrs  T1 - Ordinary Time 3000 16.0000 $64.00
 -    AL20 - Annual Leave Ent. Balance 112.31 2000 20days pa -  
 -    SICK-ENT - Sick Leave Ent. Balance 20.00d 2000 5days pa -  
2.00 % KSR - KiwiSaver Employer Contribution 9000 2% KSR -$12.80  
1.00   PAYE - PAYE (Tax Code M) to 26-980-658 9000 M -$106.20  
3.00 % KSE - KiwiSaver 9000 3% KSE -$19.20  
1.00   DONATION - iPayroll Giving Donation (Tax Credit: $3.33) 9000 10.0000 -$10.00  
  Set up via Kiosk for Choirs Aotearoa New Zealand Trust
 -    BANK - Take Home Pay to 12-3059-0211383-00 BANK Take Home -$507.93  
40.00
hrs Total for 13-Feb-2012 to 19-Feb-2012 Gross Pay $640.00  
To Add Payments, Leave or Deductions:-
 
Sample Timesheet

Changing Timesheets - Options

  1. To Change an existing transaction in the timesheet, select the line you wish to change.
  2. To Add a new transaction to the timesheet, enter the Quantity, select a Payment / Deduction from the drop-down list and press the Add button.
  3. To Delete the entire timesheet, press the Remove this Timesheet button. (which is displayed under the timesheet, on the timesheet entry page).
  4. Links above the timesheet let you perform many other actions...
    Timesheet Entry    Payslip     Compare Payslips    Calculations   
  5. You can view and change notes for a person.
  6. You can alter a person's Paid To Date, useful for advances and leave without pay.
  7. The Personal File for this person is displayed below the timesheet. This gives you quick access to make other changes to this person.

Transaction Types / Standard Elements

Each transaction is of a certain type, called an element. For example it may be a T1 (Ordinary Time) payment, AL (Annual Leave), or a PSIS deduction.

All the elements are listed in the drop-down list when you are adding or changing an individual timesheet transaction. For example, here is a drop-down list of all of the standard elements that are always available.

Timesheet Templates

It is important to remember that when you are changing a person's timesheet within a payroll that it does not effect their Timesheet Template.

Delete a timesheet

To remove or delete a timesheet for a person that should not be paid in a payroll:-

  1. Select the person from the Enter Timesheet page.
  2. Press the Remove Timesheet button (displayed below the timesheet).

This only removes the timesheet from this payroll. The person still has their Timesheet Template, which will be copied across for their next payroll.

Record Leave

To record leave, you simply add the appropriate transactions to the person's timesheet. (You always record leave as part of processing a payroll - if the payroll is closed you will have to Open a new Payroll).

To enter Leave:-

  1. Select the person's timesheet
  2. Enter the number of hours to Pay in the Quantity field
  3. Select the Leave Code from the drop-down list, and press the Add button.
  4. Enter the date(s) that the leave was taken.
  5. Press the Save Changes button.

The person's Leave balance will be decreased to reflect this leave taken. Their Leave History will also be updated.

(Note: The Finish a Person page provides additional instructions for paying out leave for a person's final pay).

Refer to the following sections for additional details on these types of leave:-

Timesheet Template

There are two sorts of timesheets, Timesheet Templates and those that are part of a Payroll. When you Open a new payroll, Timesheet Templates for the people selected are copied into that new payroll.

Important: If you change a person's Timesheet Template, those changes will be copied into and used in every subsequent payroll.

Adding, Changing or Removing Transactions

  1. To Change an existing transaction in the timesheet, select the line you wish to change.
  2. To Add a new transaction to the timesheet, enter the Quantity, Select a Payment / Deduction from the drop down list and press the Add button.
  3. To Remove an existing transaction, select the line you wish to change and then press the 'Remove this transaction' button.

Qty    Description Cost Centre Rate Amount  
36.00 hrs  T1 - Ordinary Time, Weekly 2000 - 90.0% 16.0000 $576.00
4.00 hrs  T1 - Ordinary Time, Weekly 3000 - 10.0% 16.0000 $64.00
 -    AL20 - Annual Leave Ent. rolls on Standard Hours. 2000 20days pa -  
 -    SICK-ENT - Sick Leave Ent. 2000 5days pa -  
2.00 % KSR - KiwiSaver Employer Contribution, Weekly 9000 2% KSR -$12.80  
1.00   PAYE - PAYE (Tax Code M) to 26-980-658, Weekly 9000 M -$106.20  
3.00 % KSE - KiwiSaver, Weekly 9000 3% KSE -$19.20  
1.00   DONATION - iPayroll Giving Donation (Tax Credit: $3.33), Weekly 9000 10.0000 -$10.00  
  Set up via Kiosk for Choirs Aotearoa New Zealand Trust
 -    BANK - Take Home Pay to 12-3059-0211383-00, Weekly BANK Take Home -$507.93  
40.00
hrs Standard Weekly Payroll Template Gross Pay $640.00  
To Add Recurring Weekly Payments or Deductions:-
 
 Note: These will be copied into every payroll. For one-off changes use Timesheet Entry.
Sample Timesheet Template for MATTHEWS, John William

Timesheet Templates in Use

When you Open a new payroll, Timesheet Templates for the people selected will be copied into that new payroll. These Timesheet Templates will always contain tax and banking transactions. You should also add any recurring or regular transactions to a person's Timesheet Template so you don't have to enter them every pay.

Typical Uses for Timesheet Template

Timesheet Template are usually used to:

Timesheet Templates also contain Leave Entitlement transactions, that are important for calculating leave entitlements, balances and accruals.

Finding Timesheet Templates and Payroll Timesheets

Multiple Cost Centres / Costing Splits

Standard percentage splits for costing purposes, can be set up on the Timesheet Template.

For example, if a weekly paid person has 60% of their time going to cost centre 1000 and 40% of their time allocated to cost centre 2000 their Timesheet Template would be set up with:-

The cost centre split will be displayed below the Timesheet Template like this:-

Cost Centre Splits

These transactions will be used for every payroll. If the person receives overtime or other payments that are to be split these can simply be allocated to the appropriate cost centre when entering timesheets.

Uploading Timesheets

You can upload timesheets from a file or even by simply sending us an email. The Timesheet Upload feature is designed to let you import timesheet information from a file created by another program, or keyed into a spreadsheet.

There are two different file formats available (see below for details). The Spreadsheet format is easier to use if you want to enter timesheets into a spreadsheet yourself for uploading. The Standard format is better suited to another program interfacing directly to iPayroll®.

You can upload a file into your payroll using one of these two options:-

Upload via eMail

Send the file as the body of a plain text email to payByMail@ipayroll.co.nz. e.g. 
    From: someone@somewhere.co.nz
    To: payByMail@ipayroll.co.nz
    Subject: sample 
    Content-Type: text/plain

    boss,T1,40
    boss,T1.5,3.0,2000
Notes: Replace 'sample' with your own organisation's id in the email's Subject, and the file appears as the body of the message, not an attachment.

The From address and Subject are recorded on your Audit Trail, so include additional details in the Subject line to identify exactly where an email originated from. (e.g. the branch or office that emailed their own timesheets into one organisation).

Upload via Web

Select the file using the web form at
https://secure.ipayroll.co.nz/sample/payroll/enter/upload

(Replace 'sample' with your own organisation's id in the above URL).

 

You can import information from any other program, including:-
  • Timeclock Devices
  • Time Recording Programs
  • Rostering Programs
  • Manual Spreadsheets

 

Systems supporting these interfaces include:-

File Formats

Timesheet File Format - Spreadsheet Format

The File must be in the following format:- e.g.-

 ABCDEFGHI
1 idnameT1T1.5MEALotherquantityfromto
2 bossMATTHEWS John243$10.20AL1615-Jan-200916-Jan-2009 

  id,name,T1,T1.5,MEAL,other,quantity,from,to
  boss,MATTHEWS John,24,3,$10.20,AL,16,15-Jan-2009,16-Jan-2009

This pays the person who has the id 'boss' 40 hours Ordinary Time (T1), 3 hours Overtime (T1.5), 1 Meal Allowance (MEAL) at a rate of $10.20, and 16 hours Annual Leave (AL) for 15 to 16 Jan, 2009.

Timesheet File Format - Standard Format

The File must be in the following format:- e.g.:- 
  boss,T1,40
  boss, T1.5, 3, 2000

  boss,MEAL,1,,10.20
  #Here is the timesheet for Chris
  chris,T1.5,0.5
  chris,AL,8,,,15-Jan-2009
This pays the person who has the id 'boss' 40 hours Ordinary Time (T1), 3 hours Overtime (T1.5) costed to cost centre '2000', and 1 Meal Allowance (MEAL) at a rate of $10.20. It also pays the person who has the id 'chris', 1/2 hour Overtime (T1.5) and 8 hours Annual Leave (AL).

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