FastTrack360 Version 12 Online Help

Using Timesheet Reports

Owned by Fiona Sims
Last updated: 09 August 2023
8 min read

If you act as an agency timesheet approver you can use timesheet reports to assist reconciliation of attendances, absences, manual items or specific exceptions.

A range of criteria can be specified in order to determine which timesheets and timesheet entries are to be included on a timesheet report.

Timesheet Reports can also be run by Client Contact Users where they have permission to ‘Reporting’. Please be aware these reports are not filtered by ‘Is Workflow Participant’, as such the user will be able to see data relating to timesheets where they are not a workflow participant.

Please note that due to issues with loading of the Timesheet Detail Report, this report has been replicated in the Reporting Module, in FT Reports > Timesheet & Interpretation. The Reporting Module version cannot be actioned by Client Contacts, as such the report is still available for them in Time & Attendance.

To understand how you can use the timesheet reports functionality, consider the following scenarios.

Scenario 1

Payee Bob Smith has submitted a timesheet for approval on which he has claimed a sick leave day. Under Bob Smith's employment agreement he is entitled to claim a maximum of five days paid sick leave a year and any additional sick leave must be taken as unpaid leave.

Before you approve Bob Smith's timesheet you may want to check that he has not used up his quota of sick leave days during the past year. To do this you can generate a timesheet report that lists all of Bob Smith's timesheet entries where the timesheet end date falls within the last year and the absence type is one of sick leave.

Scenario 2

Payees are eligible for overtime pay if they work on a Saturday. However, to reduce overtime costs, no payee is allowed to work more than four hours on a Saturday.
If you want to check that no employees are claiming more than four hours attendance on Saturdays you can generate a timesheet report to show any timesheet entries where the attendance on a Saturday exceeds four hours.

Scenario 3

Payees can claim reimbursement for work-related taxi fares for which they have paid out of their own pockets. To claim reimbursement for a taxi fare a payee is required to add a manual item to their timesheet that specifies the cost of the fare.
If you want to check the total cost of taxi fares being claimed by payees during a given week you can generate a timesheet report to show all manual item timesheet entries for the relevant week ending date where the manual item type is one of taxi or the equivalent.

Two different timesheet report versions are available; summary reports and detail reports. The difference between the two report versions is that detail reports allow you to specify and print additional reporting criteria that are unavailable when generating a summary report.

The ability to generate reports is controlled by a security setting. If you are authorised to generate timesheet reports, you will see a Reports menu in the left hand menu list under Time & Attendance, as shown in the example below.

On generating a timesheet report the report is printed to a preview screen where you can view the results. An example of how a timesheet report will appear within the preview screen is shown below. Note that the exact information output on the report will differ depending on the exact reporting criteria you select.

How to Generate a Timesheet Report

1

Click on Time & Attendance > Reports in the left hand menu.

The Reports screen is displayed.

2

Select the Timesheet Summary Report or Timesheet Detail Report Tab, depending on whether you wish to generate a summary or detailed report.

3

In the Country field, select the Country.

Country

Name of the country across which you want to generate the timesheet report. It is mandatory to select an option in this field and only one country can be selected. The logged in user’s country is selected by default. The country selected in this field also determines which brands and regions can be selected in the Brand and Region fields respectively (for more information, see below).

Brand

Employment agency brand name. If you want the report to include timesheets created by one or more specific employment agency brands in the selected country, select the relevant brands in this field. Otherwise, the report will include timesheets regardless of which agency brand created them. The brand(s) selected in this field also determine which options are available in the Office field (for more information, see below).

Region

Geographic region of the employment agency. If you want the report to include timesheets created within one or more specific geographic regions, select the relevant regions in this field. Otherwise, the report will include timesheets regardless of the region in which they were created. The region(s) selected in this field also determine which options are available in the Office field (for more information, see below).

Office

Name of employment agency office. If you want the report to include timesheets created by one or more specific agency offices, select the relevant offices in this field. Otherwise, the report will include timesheets regardless of the office that created them. 

Parent Name

Name of the parent company to which the client (employer) belongs. If you want the report to include timesheets for a specific client only and you know the name of the client’s parent company, type the name in this field.

Client ID

Client number identifying the client (employer). If you want the report to include timesheets for a specific client only and you know the client number, type the client number in this field.

Client Name

Name of the client (employer). If you want the report to include timesheets for a specific client only and you know the client name, type the client name in this field.

Payee ID

Payee (candidate) number. If you want the report to include timesheets for a specific payee only and you know the payee ID, type the ID in this field.

Payee First Name

First name of payee (candidate). If you want the report to include timesheets for a specific payee only and you know the payee’s first name, type the name in this field.

Payee Last Name

Last name of payee (candidate). If you want the report to include timesheets for a specific payee only and you know the payee’s last name, type the name in this field.

PO No.

Purchase order number associated with a job order for which timesheets have been created. If you want to report on timesheets corresponding to a specific purchase order number only, type the purchase order number in this field.

Timesheet End Date From

Earliest end date of timesheets to be included in the report. If you want the report to include timesheets with an end date that is no earlier than a specific date, click  next to this field and select the relevant date.

Timesheet End Date To

Latest end date of timesheets to be included in the report. If you want the report to include timesheets with an end date that is no later than a specific date, click  next to this field and select the relevant date.

Keyed By

Name of user who keyed in a timesheet. If you want the report to include timesheets keyed in by a specific timesheet only, type the username of the relevant person in this field. Note that if you are an agency approver, your username appears in this field by default. However, you can clear the field or type another username if necessary.

Timesheet Type

Types of timesheet to be included in the report. You can choose one of the following:

* Any Timesheet Type – includes all timesheets regardless of the timesheet type (this is the default selection).

* New Timesheets – includes all timesheets that are not adjustment timesheets.

* Adjustment Timesheets - includes all approved timesheets that have been adjusted by an approver.

Timesheet Status

Status of timesheets to be included in the report. You can choose one of the following:

* Any Timesheet Status – includes timesheets regardless of status (this is the default selection)

* Editing – includes only those timesheets that have had any timesheet information keyed in but have not been submitted

* Submitted – includes only those timesheets that are in the Submitted status and that are therefore awaiting or undergoing approval

* In Progress – includes only those timesheets that have been approved by at least one approver

* Released – includes only those timesheets that have completed the approval process

* Rejected – includes only those timesheets that are in the Reject status because they have been declined by an approver.

Attendance Types

Type of attendances to be included in the report. For example, if you select Day Shift the report will include timesheets that include an attendance type of Day Shift. You can select multiple attendance types in this field in order to report on different attendance types on a single report. The exact attendance types that are available for selection depend on the attendance types configured in your system.

Absence Types

Type of absences to be included in the report. For example, if you select Sick Leave the report will include timesheets that include an attendance type of Sick Leave. You can select multiple absence types in this field in order to report on different absence types on a single report. The exact absence types that are available for selection depend on the attendance types configured in your system. 

Manual Types

Types of manual items to be included in the report. For example, if you select Taxi the report will include timesheets where the manual item type selected is one of Taxi. 

Total Hours

Total hours keyed in on a timesheet. If you want the report to only include timesheets where the total number of hours keyed in matches, exceeds or does not exceed a certain number of hours, you can type the relevant number of hours in the Hrs field within this field grouping and select the relevant option from the dropdown (for example: Equal To). This option is only available when generating a timesheet detail report. 

Total Hours Per Day

Total hours keyed in on a timesheet on each day of the week. If you want the report to only include timesheets where the total number of hours keyed in on each day of the week matches, exceeds or does not exceed a certain number of hours, you can type the relevant number of hours in the Hrs field within this field grouping and select the relevant option from the dropdown (for example: Equal To). This option is only available when generating a timesheet detail report. 

Total Hours On

Total hours keyed in on a timesheet on a specific day of the week. If you want the report to only include timesheets where the total number of hours keyed in on a specific day of the week matches, exceeds or does not exceed a certain number of hours, type the relevant number of hours in the Hrs field within this field grouping and select the relevant options from the dropdowns. This option is only available when generating a timesheet detail report.

4

Click Show Report.

The report is generated and opens in a preview window.

Once the report has been generated and is displayed in the preview window, you can save the report in one of a variety of formats by clicking the save icon. If you want to print the report, right-click within the preview window and select the Print option from the popup menu, which will allow you to select the printer on which the report is to be printed.

 

 

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