Timesheets App

Accessing the Timesheet Module

To access the Timesheet module within the NumlaHR solution, begin by logging in with the credentials provided by your organisation. Once logged in, you'll find yourself on the main dashboard, which serves as the central hub for accessing various features and functionalities. To navigate to the “Timesheets” module look for an app with an icon shown below, or you can just type “Timesheets” on the screen to find it.

User Roles and Permissions

• To access this go to Timesheets > Configuration > Absence and Timecode Mapping.
• To add a new value click on “Create”, enter the time off type, and “Save” it.
• To edit any existing value type just click on “Edit”, make the change, and “Save” it.

• To delete any value, first select it using the available checkbox on the left. Then go to “Actions” and select “Delete”.

Timesheets Allowances Setup

Timesheet allowances help organise and streamline management of employee time tracking and compensation. Each allowance type is defined based on specific criteria such as overtime, shift differentials, call out, on call, holiday pay and much more. The setup process involves defining parameters such as the allowance name, type, applicability to employee groups, and association with salary rules or codes and a formula to calculate the allowance value.

• Navigate to Timesheets app, select Configuration, and then Timesheets Allowances Setup.
• To add a new allowances setup, click on “Create”, enter the name, type, applicable to, salary rule, etc then “Save” it.

• To Export, Archive, Unarchive, or Remove params of any value, first select it using the available checkbox on the left. Then go to “Actions” and select desirable.

These are the minimal set of fields you must know to start creating a Timesheet in the system. All mandatory fields are highlighted with a bold underline. Start with completing them first, as you cannot save your record without completing them.

The mandatory fields are as follows:

• Start date
• End date
• Employee

After filling up these fields, click on Proceed and your timesheet will move to the Time Entry stage.

• Once you’re done with the time entry phase, you can click Next and your timesheet will be moved to the Claim Allowances stage.

• To claim an allowance, simply click on Add Details it will open a pop-up window, enter the requested details.
• After claiming all the allowances, click on Next and your timesheets will move to the Claim Subsistence stage.

• To remove a subsistence, just click on the little trash can at the right of each subsistence claim. It will undo all the details you entered.

• Once you’re good with the subsistence, click on Next, and your timesheets will move to the Appropriation stage.

• Click on Add a line button, a new line will be added and you can add the ordinary/overtime hours and appropriation code.

• When entering an Appropriation Code, the system will instantly suggest the most relevant matches. Keep typing, and once your specific code appears, select it and save the record.

• Continue adding until you have allocated all your ordinary and overtime hours appropriately.

• To remove any appropriation, simply click the trash can icon, and it will delete that line.

• Within the appropriation section, you have visibility into your available Time-In-Lieu (TIL) balance. To apply for time off, simply add an appropriation using a UWL (Unpaid Leave) code.

• Any time-off approved before your timesheet creation automatically comes into your timesheets. However, if you have already created a timesheet and your time-off is approved later then it won’t come into your timesheets unless you delete your current timesheet and create a new one.

• After entering your appropriations, click on "Next" to move your timesheet to the Review stage. Here, you can carefully review all the information you've entered before submitting it to your manager.
• While all tabs are visible during this stage, they are not editable. If you need to make any changes, you must use the "Back" button to return to the relevant stage.
  

• When you're ready to submit your timesheets, simply click on the "Submit" button. Your manager will then receive a notification to review and approve your timesheets.
  

• In case you need to delete a timesheet, you can do it by opening it and clicking on the Action, and selecting Delete.
  

• You can only delete a timesheet that is not submitted or approved. If you don’t see this Action button, make sure that the editing mode is closed.

As a manager, you can access the Timesheets Submission menu, which allows you to:

• To Approve: Review and approve all submitted timesheets.
• My Team Submissions: View all timesheets of your direct reports or any delegated team members.
• My Indirect Reports Timesheets: Access timesheets of your indirect reports, limited to one level only.

If a new timesheet is submitted for your approval, you will receive a notification via email. Additionally, you can review all pending timesheets for your approval in the designated section.

Clicking on "Timesheet Requests" opens a screen where you can view the details of each submitted timesheet by simply clicking on them. This allows you to easily review the information before taking any action.

• First, navigate to "My Team Submissions" and then click on "Create" to initiate the process of creating a new timesheet for your team.

• Click the "Employee" field and select the desired employee. You can search using their staff ID, forename, or surname.
• Once selected, proceed to fill in the other required details, and then click on "Proceed" to continue.
  

• If you wish to edit your team's submitted timesheet, you can utilise the option called "Manager Edit Mode”.
• However, please note that this feature only works when a timesheet is in the “Submitted stage”.
  

• Once activated, click on "Edit" and proceed to modify the required details. You can navigate to any tab and make the necessary modifications.

• When you've finished making your changes, click on "Deactivate Manager Edit Mode."
• This action will save and implement your changes.
• It's crucial to deactivate this option because if left active, the updated values might not be integrated into the payroll system.

To approve or reject a timesheet, click the Approve or Reject button.

This action will open a window showing a summary of what has been claimed by an employee. You can review the details within this window.

If you wish to approve or reject the claimed details, select the "Action to Perform" and then click on "Proceed" to continue with your decision.

Once the timesheet is approved, it becomes locked for modification. However, if you still require amendments, the next option is available for you.

To make changes in approved or rejected timesheets, you can utilise the option called "Send Back to Employee."

This action sends the timesheet back to the Review stage, where it can be modified by either the employee or the manager. Subsequently, it can be resubmitted for approval. However, please note that this option is only available if the payroll process has not yet begun.

• Next, open the filter and click "Add Custom Filter". Select the field you wish to filter, choose the appropriate operator, enter the desired value, and click "Apply". You can add multiple filters by clicking on "Add a Condition" and repeating the process.

• Similarly, you can group the data by specific fields by selecting "Group By" and choosing the desired field(s) to group by. You can select multiple fields for grouping.

• Once you have created a useful filter, you can save it to avoid repeating the same work. When saving, you can also choose whether to make the filter available to others or to use it as your default setting.