Timesheet Setup Options

After the timesheet is created, you will be brought to the setup parameters tab for the timesheet.  

Name - Name of the timesheet. 

Seq - Sequence the timesheet on a list / main timesheets tab 

Status - You can set the timesheet to:

• Active - Timesheet will be accessible to staff members in the Employee Portal 
• Inactive - Timesheet will be hidden and not accessible to staff members in the Employee Portal

Type - This is the type of the timesheet

• Basic - This is the "traditional" timesheet utilized for hourly, daily, event based or stipend timesheet.  This is the most commonly used timesheet type.
• Transportation - Hourly based timesheet with multiple columns for morning, mid day and afternoon bus runs.
• Home Instruction - Timesheet contains fields for student initials and a detailed description of activities
• Certified Work - Utilized for certifying work performed

Group - utilized to group timesheets when an employee creates a new timesheet in the Portal.

Location Source - This is the location of the timesheet and is utilized for the approval chain.  

• Primary Location (from the employee's demographics tab) 
• Location of the Position Chosen for the Timesheet.
• User chooses a location from their locations on their demographic tab 
• User chooses a location from all the locations in their active positions
• User chooses a location from all timesheet locations that are set up in the system

Round Hours to - You can select an option for rounding time

PDF Form Template - MUST match the Timesheet type.  

Display signed approvers information at the bottom of the PDF (self explanatory)

Document type - Select the document type 

Approval Chain - select the approval chain for the timesheet

Reburn Document to Doc Management - This option should be used when there is an approval chain selected for the timesheet and the document generated changes appearance once the final approval has been made. 

Default start and end dates (that are included in a new timesheet) - there are four choices

• Blank (all dates are blank)
• Current Payroll (displays dates in the current payroll work days in the employees calendar)
• Previous Payroll (displays dates from the previous payroll work days in the employees calendar)
• User chooses previous or current payroll (gives users the option of the current or the previous payroll work days in the employees calendar) 

Charge To Account Preference - set the budgetary account number that the expenditure will be charge to when the timesheet is brought into payroll.  There are four options:

• Other Earning - the account number from the other earing associated with the timiesheet
• Position Record - the account number from the Position Tracking Record selected for the timesheet
• Other Earing, if exists, if not charge to from the Position Tracking Record
• Position Tracking Record, if exists, if not charge the Other Earning 

Create this Other Earning when applied to payroll - This is the other earning that the timesheet will be associated with in the payroll module.  It can be used to associate the budgetary charge to for the timesheet. 

Rate Type - there are five (5) rate types

• Hourly - timesheet will either use the hourly rate from the Position Tracking Record or the flat rate set on the timesheet definition. 
• Daily (Basic / Home Instruction timesheets)  - timesheet will either use the daily rate from the Position Tracking Record or the flat rate set on the timesheet definition.  ONLY used in Basic / Home Instruction timesheets 
• Daily Percent of the day (Basic) - timesheet will either use the daily rate from the Position Tracking Record or the flat rate set on the timesheet definition and permit the employee to select a percentage of the day.  ONLY used in basic timesheets
• Event (Basic) - timesheet will either use the event rate from the Position Tracking Record or the flat rate set on the timesheet definition.  ONLY used in basic timesheets
• Stipend (Basic)  - timesheet will either use the total salary from the Position Tracking Record or the flat rate set on the timesheet definition.  ONLY used in basic timesheets.  Stipend timesheets can also select the percentage type for the employee to select when submitting the stipend timesheet.  

Percentage Type - Only utilized for the Daily Percent of the day (Basic) and Stipend rate types.

Max hours for all timesheets combined - Designates the maximum number of hours that the sum of all submitted timesheets with this definition can have. Once the maximum is hit, this definition cannot be used by timesheet fillers. Only for definitions with the Hourly rate type.  The district has the option to set the Max Hours for all timesheets combined By School Year instead of All Time.

Exclude from Max Hours per Week calculation (self explanatory)

Do not calculate overtime - The Daily Overtime Rules will NEVER be applied to the timesheet

Do not calculate overtime and use this rate multiplier  - The Daily Overtime Rules will NEVER be applied to the timesheet and the rate multiplier for all time submitted can be universally set. 

Allow employee to mark Holiday overtime entries - Will not work if the "Do not calculate overtime." box is checked OR the employee's position does not have an Overtime Rule set. 

Allow employee to mark entries to be excluded in the daily overtime rule set - Will not work if the "Do not calculate overtime" box is checked OR a "Flat Pay Rate" value exists OR the employee's position does not have an Overtime Rule set.

Employee cannot record hours over their max school year hours per position - If the Max Hours per School Year on the Position Tracking record for the position select for the timesheet has a value, this option will limit the total number of hours for the school year that the employee can submit for the timesheet 

Flat pay rate - If a value is entered here, all Other Earnings created from this timesheet will be at this pay rate, instead of the pay rate from the staff member's position. Overtime rules will not apply. 

Only show timesheet if the employee has a Board Agenda Date completed - the Board agenda date is set on the Position tracking Record selected for the timesheet.  

Allow Entries Before the Board Agenda Date - Permits timesheet creation before the Board agenda date on the Position Tracking Record.

Employee Portal users can change the - Start date and/ or the end date

Attachments (PDF, Word etc..) can be uploaded from the Employee Portal (self explanatory)

Allow the 'Not Payable' option on this timesheet - Utilized if the timesheet will not result in creating a payment in the payroll module.  

Suppress dollar amounts from users on the Employee Portal (Filling the form and the generated PDF) (self explanatory) 

Hide comment text fields on the data entry screen (Basic and Transportation types)  (self explanatory) 

Comments Field Drop Down Codes - District can create custom drop down comments and this will replace the comments field on the Basic timesheet.  Click here for more detailed instructions for Utilizing the Comments Field Drop Down Codes

Make the Comment Field a required field  (self explanatory) 

Extra Data Field (Basic and Transportation types) - If the Extra Data field is utilized in the timesheet, the District MUST select the following PDF form option:

Signing Statement - This text will appear the pin number field in the Sign and Submit popup dialog box in the employee portal when an employee is submitting their timesheet.  Click here for sample signing statements:  Utilizing the Signing Statement for a timesheet

Notes - A freeform section for the District to record notes about the timesheet definition.