Payroll Processing Operations: Review & Process Electronic Timesheets

To review and process timesheets for payroll, go to the Payroll > Timesheets > Approve Timesheets screen.

Timesheet Search - as you can see, there are many different ways you can search for timesheets.  The important field to remember to watch is the Status field.  Depending on the search results you are expecting, change the Status drop-down to the appropriate status.

Options button - clicking this button gives you two additional options with the search results on the screen.

• Show Position Description instead of Position Code - replaces the Position Control Number in the "Timesheet/Position/Location" column with the description of the position.
• Include Details for all Timesheet Types in Excel Output

Print Checked button - for any timesheets you want to print, check off the checkbox in the first column and then click this button.

Add Checked to Payroll button - after the timesheets have been reviewed, check off the checkbox in the first column for any that are ready to be pulled into payroll and then click this button.

Remove Checked from Payroll button - if you pull timesheets into payroll and then find out you shouldn't have, you can search for timesheets in the "Accepted into Payroll" status and then check off the checkbox in the first column for any timesheets you want to pull out of payroll, then click this button.

Delete button - this will completely delete the timesheet(s) you check off when you use this button.

Mark Paid / No Payroll - if for any reason you are not going to pay this timesheet by electronically pulling it into payroll, you can use this button to mark the timesheet paid to move it to the Paid status.  An example of when you may do this would be if you were using timesheets for testing before you go live with payroll.  Your employees would be entering timesheets for practice in SchoolFi, but they're being paid in your former software.  OR - it's the end of June and you want to print and manually enter the timesheets into the next school year.

Update Status of Timesheets if Approval Chains Have Changed - if you have updated any piece of an approval chain, click this button to push that update out to all timesheets.

Overlaps button - it is critical to use this button on every timesheet so that you can check to see if the employee has entered another timesheet with the same dates/times previously.  Helps to avoid paying an employee twice.

Send Back button - if you find that something is wrong with the timesheet, you can click this button and send it back to the originator.  You will be required to enter a reason for send back.  They can then make the appropriate corrections and send it back through the approval process.

Add this to Payroll button - if you want to pull timesheets into payroll one at a time instead of using the "Add Checked to Payroll" button, this is the button to use.