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In organisations where staff are paid hourly, there is a need to record detailed information about the hours worked by individual employees. This is also true where staff work flexible hours, or where they are paid overtime.
There are several potential shortcomings if paper-based timesheets are used. In general terms, paper-based systems are slow and prone to error (forms can be illegible, or slow to arrive). Information then needs to be manually re-typed into office systems by administration staff. When there are queries, or when problems do arise, it can be difficult to find out what happened.
The People Inc. timesheet feature enables employees to submit individual timesheets. These are approved by their manager before being passed to payroll for processing. Users can access a full history of timesheets and analyse these using reports.
The ESS timesheets feature enables employees to submit timesheets via a PC (or mobile phone). These timesheets are automatically routed to their manager for approval before the People Inc. system is updated. The timesheet information can then be extracted and passed to payroll.
The timesheet information held within People Inc. can be used to generate management reports, for example, a summary of hours worked (including overtime), etc.
People Inc. provides several different ways to record employee attendance. In addition to this employee timesheet feature, it is possible for managers to record departmental timesheets (where they record the hours worked for their team for a week or month). It is also possible to implement extensive time and attendance functionality (shift-patterns, clock-in, clock-out, etc.) using the People Inc. time module. See the links at the bottom of this page for more information.
The Timesheet add-on is accessed via the Employee Self-Service module. As well as being able to create and submit new timesheets, employees can see a full history of their timesheets using the ESS.
Each timesheet has a summary area (at the top) which details information about the employee and the time-period; this area also details the progress of the timesheet through the approval process. At the bottom of the timesheet, the employee can add the hours they have worked via a list of day entries (i.e. date, start time, end time).
The feature manages timesheets in the following way::
At each stage, the timesheet is updated with details of who has submitted, amended or approved the entries, and the employee is informed of progress with their timesheet via e-mail.
Both employees and their managers have access to historical information about timesheets via their ESS login. They are also able to generate PDF copies of timesheets. All timesheet-related information is available in the People Inc. system and can be used to financial reporting.
The People Inc. timesheet feature provides a range of benefits. Having timesheets recorded centrally within a database means that staff know where to go to access timesheet information (including full historical records). It is then, for example, easy for everybody concerned to spot that a timesheet is missing. In a paper-based (or spreadsheet-based) system, it is much more likely that information will be missing or difficult to find, particularly once some time has passed.
The People Inc. timesheet feature ensures that timesheet details are recorded and verified at source. The employee themselves, and their line-manager are best-placed to record and verify timekeeping details. Working in this way also ensures that information is typed just once (saving time and safeguarding accuracy).
The timesheets enable staff to record more detail about their working day. For example, they can record information about their activities and details of any breaks. This can help to ensure compliance with legislation (Working Time Directive) and provide additional timekeeping data analysis.
The timesheet feature records the information required to enable organisations to manage flexitime schemes and overtime payments. And while the responsibility for the day-to-day management of this information is delegated to line-managers, a full overview is available to HR users.
The timesheet feature works in real time. There is no delay between the submission of the timesheet and its visibility throughout the system. New timesheets are available immediately (and missing timesheets can be identified immediately). If there is a cut-off date for completing the timesheet form, this can be enforced easily.
Users, line-managers and employees can all see the current status of a particular timesheet, and as timesheets are processed, each step is annotated with the user, date and time. This enables users to follow up queries retrospectively.
Once recorded within the system, the timekeeping data can then be processed electronically. It can be exported (usually as an MS Excel sheet) and used to ‘feed’ a payroll system, and it can be used as the basis for financial, management and analysis reporting. A selection of Excel extract definitions and reports are included with the feature.
The People Inc. Timesheet feature is an add-on for the Employee Self-Service module. Installation and set-up takes 2 or 3 hours.
There is a cost associated with the feature. The cost depends on the size of the organisation in which it is used (number of employees). Please contact your account manager for more details.
Please complete the form (below) or contact your account manager, or contact P&A Software Solutions on 01908 265111 for more information about the Expense Claims add-on.
People Inc. provides a comprehensive range of features designed to help manage employee timekeeping and attendance. Those interested in managing timekeeping within an organisation should also see the following topics: