You can add, edit or delete attendance items on a timesheet to reflect a payee's actual time worked and any absences on days when they were scheduled to work. Note:
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Generally, attendance items are not required for timesheets that belong to standard rates job orders. However, if it is necessary to capture work start and end times on standard rates timesheets, attendance items can be added to the timesheets to capture that information. Depending on the job order to which a timesheet belongs, the timesheet may be pre-populated with attendance items based on the job schedule of the job. In such cases, it is only necessary to add, edit or delete attendance items on the timesheet if the payee's actual hours worked differed from the job schedule of the job order (e.g. the payee worked overtime or was absent for all or part of a scheduled shift). |
How to Add an Attendance Item
To add an attendance item to a timesheet, open the relevant timesheet from the Available Timesheets or Incomplete Timesheets screen and follow the procedure below. How to Add an Attendance Item
1. | On the Attendance tab on the timesheet entry screen, click |
Add. The Attendance tab expands and a new attendance item is displayed, as shown in the example |
. If any attendance items already exist on the timesheet, the date of the new item defaults to the day after the last existing attendance item on the timesheet and all other fields for the new attendance item default to the same settings as the last existing attendance item on the timesheet. If no attendance items existed on the timesheet prior to adding the new item, the date of the new item defaults to the first valid work date of the timesheet and all other fields on the new attendance item are set to blank. |
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2. | If the date of the attendance item is not as per the date displayed by default in the Work Date field, click on that field and use the date control to select the correct date of the attendance item. | |
3. | If the attendance type displayed in the Attendance Type field by default is not the correct attendance type for the new attendance item, or if the Attendance Type field is blank, click on that field and use the list control to select the relevant attendance type for the new attendance item. | |
4. | Set or change the start time of the attendance item if necessary by clicking on the Start Time field and use the time control to select the correct start time for the new attendance item. | |
5. | Set or change the end time of the attendance item if necessary by clicking on the End Time field and use the time control to select the correct end time for the new attendance item. | |
6. | Add one or more break items if necessary. For more information, see How to Add a Break Item below. | |
7. | Add one or more project items if necessary. For more information, see How to Add a Project Item below. | |
8. | At the top of the screen, click |
Save. The changes you have made to the timesheet are saved and the timesheet closes. If the status of the timesheet was Available, the status of the timesheet changes to Incomplete and the timesheet is moved to the Incomplete Timesheets list. |
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How to Add a Break Item
To add a break item to the new attendance item, follow the procedure below. Note:
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If there are any existing attendance items on the timesheet, one or more break item may already be created by default for the new attendance item based on the settings for the last existing attendance item on the timesheet. You can check the details of any existing breaks by clicking on the Break Items tab on the timesheet. |
How to Add a Break Item
1. | On the Break Items tab of the timesheet, click |
Add. The Break Items tab expands and a new break item is added, thereby allowing you to specify the start and end times of the break item. |  | |
2. | If the time that is shown in the Start Time field is not correct, or if the field is blank, click on that field and use the time control to select the correct start time of the break item. | |
3. | If the time that is shown in the End Time field is incorrect, or if the field is blank, click on that field and use the time control to select the correct end time of the break item. | |
4. | Repeat steps 1-3 as many times as required if you need to add more the one break item to the new attendance item. |
If you make a mistake while adding a break item, you can delete the break item by clicking X (shown below).
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How to Add a Project Item
To add a project item to the new attendance item, follow the procedure below. Note:
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If there are any existing attendance items on the timesheet, one or more project item may already be created by default for the new attendance item based on the settings of the last existing attendance item on the timesheet. You can check the details of any existing project items by clicking on the Project Items tab on the timesheet. Project codes are required only where the costs associated with the corresponding job order must be tracked against specific client projects, in which case it is mandatory to allocate all attendance items to a project code. |
How to Add a Project Item
1. | On the Project Items tab of the timesheet, click |
Add. The Project Items tab expands and a new project item is added. The start and end times of the project item default to the start end end times of the attendance item itself. |  | |
2. | If necessary, change the default start or end date of the project item by clicking on the Start Time and End Time field respectively and use the time control to select the correct start or end time. Note that if project items are required, the entire duration of an attendance item, excluding break times, must be allocated to a project item. | |
3. | Click on the Project Code field and key in the unique code that identifies the corresponding client project. | |
4. | Repeat steps 1-3 as many times as required if you need to add more the one project item to the new attendance item. |
If you make a mistake while adding a project break item, you can delete the project break item by clicking X (shown below).
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Edit
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an Attendance Item
To edit an attendance item on a timesheet, open the relevant timesheet from the Available Timesheets or Incomplete Timesheets screen and follow the procedure below.
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How to Edit an Attendance Item
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1. | Click on the Attendance bar on the timesheet entry screen. The Attendance bar expands to display all attendance items on the timesheet. | |
2. | Scroll down the screen if necessary until you locate the relevant attendance item. Note that you can refer to the Work Date field to find the relevant attendance item by the work date. | |
3. | In the Work Date, Attendance Type, Start Time and End Time fields for the relevant attendance item, select a different work date, attendance type, start time and/or end time if necessary. For example, to change the date on which the attendance item occurs, click in the Work Date field and use the calendar control to change the date work date accordingly. | |
4. | If you need to add a break item, click |
Add next to the Break Items bar and change the default start and end time of the break if necessary. |  |
5. | If you want to edit any break items, click the Break Items bar and change the break start and end times if necessary. Alternatively, if you need to delete a break item, click |
X beneath the relevant break item. |  |
6. | If you need to add a project item, click |
Add next to the Project Items bar and change the default start and end time if necessary and key in the relevant project code. |  |
7. | If you want to edit any project items, click the Project Items bar to display the project item information and change the start time, end time and/or project code. Alternatively, if the project item is not required, click |
X to delete the project item. | |
8. | Save your changes by clicking |
Save at the top of the screen. Alternatively, if there are no more changes required to the timesheet and the timesheet is ready to be submitted for approval, click |
Submit. The timesheet is saved and is added to the Available Timesheets list or the timesheet is submitted for approval and is added to the Submitted Timesheets list. |   |
How to Delete an Attendance Item
To delete an attendance item off a timesheet, open the relevant timesheet from the Available Timesheets or Incomplete Timesheets screen and follow the procedure below.
How to Delete an Attendance Item
1. | Click on the Attendance bar on the timesheet entry screen. The Attendance bar expands to display all attendance items on the timesheet. | |
2. | Scroll down the screen if necessary until you locate the relevant attendance item. Note that you can refer to the Work Date field to find the relevant attendance item by the work date. | |
3. | At the bottom of the relevant attendance item, beneath the Project Items bar, click |
X. The attendance item is deleted off the timesheet. |  |
4. | Save you changes by clicking |
Save at the top of the screen. Alternatively, if there are no more changes required to the timesheet and the timesheet is ready to be submitted for approval, click |
Submit. The timesheet is saved and is added to the Available Timesheets list or the timesheet is submitted for approval and is added to the Submitted Timesheets list. | |