Payroll Processes
Timesheet Process Checklist
- Run the Employee Mass Email Process to email a reminder notice to those employees who have not yet entered a web timesheet for the week.
- Run Timesheet Authorization Reminder via the web. Select the week ending date to view. Send the reminder email to the appropriate locations.
- Run The Web Timesheet Entry Report to confirm employee timesheet data for this payroll for one or a range of pay periods. You can also define a date range within the pay period range for detailed selection of timesheets to be reported. This report allows you to omit reporting the timesheets already interface, giving you a listing of all outstanding timesheets yet to be interfaced. You can also choose to include comments to display on this report.
- Interface data by running the Web Timesheet Entry Import process. Once data is interfaced, it will be marked as interfaced and can’t accidentally be reinterfaced.
Timesheet Process
Employee Mass Email Process
Run the Employee Mass Email Process for employees who have not yet entered a Web timesheet for a given week. The process is found in Atrieve Web: Payroll > Payroll Demographics > Mass Email Process.
When the special code of &WEBTIMESHEET<YYYYMMDD> is included in the EMAIL MESSAGE the email message will only be sent to those applicable employees with no Web Timesheet.
Only employees with the Web Time field set to ‘Yes' on the employee‘s Pay Master screen will be included when this feature is used. The YYYYMMDD part of the special code being either an actual date or YYYYMMDD meaning the previous week Sunday to Saturday based on the current date.
The code ‘&WEBTIMESHEET<YYYYMMDD>’ is not printed on the email notice, which section of the message is blanked out so it should appear at the end of the message. Before you submit the process, a message will display that verifies the Web timesheet date to be used and the Sunday to Saturday week being verified.
You can also enter ‘&WEBTIMESHEET<YYYYMMDD TO YYYYMMDD> where the YYYYMMDD must be ACTUAL DATES. This feature allows you to define any date range required. Employee’s with no web timesheet for the date range defined will be emailed a notice.
An additional feature available with the '&WEBTIMESHEET' option is the code <SUNDAY to SATURDAY> that can be defined as part of the email message to the employee. The SUNDAY and SATURDAY will be replaced with the applicable dates on the actual email message. This feature allows you to create a default message for this purpose and have part of the message state, "This email refers to the week <SUNDAY to SATURDAY>" and the applicable dates will be displayed on each run.
Timesheet Authorization Reminder
Prior to running the import process ensure all locations have been authorized.
The authorization reminder program can be found on the Web Portal > Payroll > Timesheet Admin > Send Authorization Reminder.
Running this report and selecting unauthorized will list locations that have not authorized their weekly timesheets
Unauthorized locations will show in red and authorized locations show in green.
Clicking on the Not Authorized link will generate an email to all of the supervisors who have unauthorized timesheets for the week(s) selected. Similarly, clicking on the Authorized link will generate an email to all the supervisors who have authorized and clicking on the All link will generate an email to all supervisors.
Web Timesheet Entry Report
The Web Timesheet Entry Report (Payroll > Generate Payroll > Payroll Data Entry > Web Time Entry > Web Timesheet Entry Report) allows you to report the Web Timesheets entries. This report allows you to omit reporting the timesheets already interfaced, giving you a listing of all outstanding timesheets yet to be interfaced.
Choosing NOT to omit the comments will display any comments the employee or supervisor entered on the timesheet.
Running the report will display those records authorized and those not.
Web Timesheet Entry Import Process
The Web Timesheet Entry Import Process (Atrieve Web > Payroll > Generate Payroll > Payroll Data Entry > Web Time Entry > Web Timesheet Entry Import) allows you to import or report on web entered timesheet entries. Only web timesheets not yet imported are available to be imported into payroll.
The week(s) selected for importing must be closed to timesheet entry. You may report in preliminary mode on a week that has not yet closed but you cannot import that week until the week is closed.
When this process is run in Final mode and reporting archiving is active, the Web Timesheet Interface Report is automatically archived to the payroll archive system under WEBTIM##.RPT with ## being an increment number from 01 to 99.
Three reports will be created. It's IMPORTANT all three be reviewed before running the import process in final.
The ######.LST Timesheet Entry report lists the following:
The employee number
The date of the entry
The function line number
The shift code used
The pay code and description
The hours generated
The rate per hour
The rate including all premiums
The pay cod, shift and occupation premium amounts
The GL account code used
The #####R.LST Timesheet Entry Rejection report lists the following:
The employee number and date
The original record number
The message describing the reason the record is invalid
Total number of rejected records
This #####E.LST reports non selected employee's and/or function lines this includes omitted timesheets based on the OMIT flag on the Category Maintenance. This report lists the following:
The employee number, name and applicable function line number
Reason for employee and/or function line non selection
Total records excluded
Total records selected