What Information is Captured on a Mobile Timesheet?

Each mobile timesheet can capture the following information:

• Attendance Items

• Additional Items

• Reimbursements

• Attachments.

Each of these is described in detail below.

Attendance Items

Attendance items capture information about each shift that a payee works during the work period to which a timesheet corresponds. Generally, attendance items are recorded on a timesheet if the timesheet belongs to a job order that is subject to agreement rates rather than standard rates. However, in some cases it may be a requirement to record attendance items on a timesheet if the corresponding job order is subject to standard rates.

An attendance item records the following information:

• the work date of the shift

• the attendance/absence type that applies to the shift

• the start and end times of the shift

• the breaks that occurred during the shift

• the project code(s) to which time worked during the shift is allocated.

The work date of an attendance item captures the date on which a shift began or, in the event that the payee was absent from a scheduled shift, the date on which a shift was scheduled.

The attendance/absence type of an attendance item captures the type of shift or, if the payee was absent from the shift, the type of absence that applies to the shift. For example, if the shift corresponds to a day shift the attendance type could be Day Shift. The attendance and absence types that apply will depend on the corresponding job order.

The start and end times of an attendance item reflect the time of day on which a shift started and ended respectively. Alternatively, if the payee was absent from a scheduled shift, the star and end times capture the duration of the absence.

One or more break items can be defined against each attendance item on a timesheet to capture the start and end times of any unpaid breaks that were taken during the corresponding shift.

Some job orders may require that time worked must be allocated to specific projects against which clients track labour costs. Where this is the case, time worked against a shift must be allocated to the relevant project code or codes. Project items can be added to an attendance item to capture the applicable project codes. Multiple project items can be added to a single attendance item if the time worked during a shift is attributable to different projects. For example, if a shift began at 9:00 and ended at 17:00 with a break from 12:00 until 12:30, the time worked from 9:00 until 12:00 may be attributable to project code ABC while time worked from 12:30 until 15:00 may be attributable to project code XYZ. If project codes are required, the entire duration of a shift, excluding break times, must be allocated to a project code. However, a given portion of a shift cannot be allocated to multiple project codes simultaneously.

Depending on the requirements of the job order to which timesheet belong, timesheets can be pre-populated with attendance items based on the job schedule of the corresponding job order. Where this is the case, a timesheet can be submitted for approval without the need to perform any other action unless any of the following conditions apply:

• the payee worked additional hours outside the job schedule

• the payee was absent for all or part of a scheduled shift

• the payee is claiming an allowance

• the payee is claiming a reimbursement for an out-of-pocket expense.

If any of the abovementioned conditions apply or if a timesheet is not pre-populated based on the job schedule of the corresponding job order, the timesheet will need to be edited before it can be submitted for approval. For more information, see Editing a Mobile Timesheet.

Additional (Manual) Items

For timesheets that belong to a job order that is subject to standard rates, additional items capture the standard rate items that a payee is claiming on each work date for the period to which the timesheet corresponds.

For timesheets that belong to a job order that is subject to agreement rates, additional items capture information about the allowances that a payee is claiming for the corresponding work period. That is, the agreement that applies to the corresponding job order may stipulate that the payee is eligible to receive allowances to cover specific reoccurring expenses, such as meals, accommodation or travel. Where this is the case, additional items are used to identify the allowances that the payee is claiming for the period to which the timesheet corresponds.

The following information is recorded by an additional item:

• work date to which the item corresponds

• name of the additional/manual item being claimed (for example: Meal Allowance, Normal Time)

• per unit quantity of the item being claimed

• pay rate that applies to each unit of the item being claimed, where it is not defined by the standard rates or the agreement rates that apply to the job order

• project code to which the item corresponds, if the client requires labour costs to be tracked against specific projects.

If a timesheet belongs to a standard rates job order, the relevant additional items are populated on the timesheet based on the standard rates items that are defined on the job order. The quantity and, if applicable, the rate and project code must be specified for each applicable work date. For more information, see Editing a Mobile Timesheet.

If a timesheet belongs to an agreement rates job order, additional items need only be added to the timesheet if the payee is claiming an allowance for the corresponding work period.

Reimbursement Items

Reimbursement items capture a payee's reimbursement claims for out-of-pocket expenses that they incurred while working a job, where the payee does not receive an allowance that covers those expenses.

The following information is recorded by a reimbursement item:

• date on which the expense was incurred

• item for which the expense was incurred (for example: Taxi Fare)

• net (tax exclusive) amount of the expense

• the amount of tax that was included in the total expense

• project code to which the item corresponds, if the client requires labour costs to be tracked against specific projects.

Attachments

In some circumstances, a payee may need to provide additional documentation with a timesheet. For example, if the payee has taken medical leave on a day when they were scheduled to work, they may be required to provide a medical certificate that proves that they were unfit for work on the corresponding day. If a payee is making an allowance or a reimbursement claim, the payee may need to provide copies of receipts as proof of expenses incurred.

In such cases, electronic copies of the relevant documentation can be attached to the relevant timesheet so that all relevant documentation can be saved together with the timesheet.