What do Timesheets do in SchoolFi?

Timesheets are the mechanism in SchoolFi to turn 'time into dollars' and to determine who should approve the time worked and to determine how to pay those dollars as well as how to account for the dollars in the budget.

1. Timesheets - when created - capture 'time worked' records from staff members as:  hours, days, events or certified work.
2. Timesheets translate the 'statements of time/tasks worked' into the dollar cost for the work and identify the Charge-To accounts for the funds.
3. The completed Timesheet - with cost and accounting information is then passed along an Approval Chain where administrators can review it, send it back to the staff member who created it, or deny it outright.
4. Approved Timesheets end up on the internal Approve Timesheets screen with a status of Ready for Payroll (i.e. ready to be paid).
5. Payroll staff (Business Office staff) can then 'pay' the Timesheet - attach it to a payroll to be paid.

Workflow:

Timesheet created (hours or days worked are entered) → Timesheet is submitted (Time worked is costed and Budget Accounts are identified) → Timesheet is approved → Timesheet is marked for payment → Timesheet is paid.

A Timesheet is Created from a "Timesheet Definition"

• Timesheet Definitions define: 
  • The 'style' of the Timesheet:  Basic, Transportation, Home Instruction or Certified Work
  • How the location (i.e. school or other district building) should be resolved for timesheets based on this definition.
  • How Dates will be chosen for the Timesheet (current pay period, previous pay period, blank dates, ...)
  • Appearance choices (what fields will be appear)
  • Where the Charge-To Budget Account information will be found (on the Position Tracking record or an Other Earning,...)
  • How to print the timesheet:  What PDF Form will be used to create a printable version of the Timesheets created from the definition.
  • Approval Chains: Approval Chains use a staff's or location's organizational relationships to determine the appropriate approver. When the staff or location does not have the organizational relationship defined by the submitted timesheet, the Approval Chain field will display a warning.

Information Required by a Timesheet Definition

• Style of the Timesheet - There are multiple built in styles that can be configured in various ways.
• Source of Location information - How the location associated with a timesheet should be determined.
• Information on how to 'cost' the 'statement of work': 
  • Hourly Rate
  • Daily Rate
  • Overtime Rules
  • Maximums for time and dollars
• Information on how to charge for the cost of the Timesheet 
  • Position Tracking records contain Charge-To Accounts - or 
  • Other Earnings contain Charge-To Accounts
• The Approval Chain that identifies who will approve Timesheets created from the Timesheet Definition

Who Gets to Create a Timesheet?

Each Timesheet Definition (each Timesheet type) is made visible to either all staff or to select staff members via their Position, their Job Code, their Department.  Timesheet access / visibility is through the usage tab

Who Gets to Approve a Timesheet?

Timesheets are approved only by staff members who:

• Have access to / can see a Timesheet Approval screen - either the Portal's Payroll→Approve Timesheets or the internal Payroll→Approve Timesheets screen
• Have been identified by the Timesheet's own Approval Chain as an Approver.
• Have been assigned to the staff's or location's Organizational Relationships. When the staff or location does not have the organizational relationship defined for the submitted timesheet, the Approval Chain field will display a warning.

When can an Approver Approve Timesheet?

An Approver can approve a Timesheet when it is their turn to Approve it.  Timesheets cannot be approved before they are signed and submitted by the creating staff member, and they can be approved essentially in the order in which the approver relationships appear in the approval chain

When can a Timesheet be Paid?

Timesheets can only be paid - attached to a Payroll for payment - when they have been approved by the final Approver in their Approval Chain and they appear on the the internal Payroll→Approve Timesheets screen with a status of "Ready for Payroll".