Introduction: 'Extra' Hours
By default, payroll reports will calculate pay based on the hours scheduled for each staff member. Additional hours can be added or removed from a staff member's pay via the 'Extras' field next to each assignment.
Customers that use Digital Sign In, Staff Timesheets, or GPS Sign In/Out features, can automatically update the 'Extras' field by approving the times that were submitted through those features.
Fig i) Extra hours field for shift assignments.
Step 1: Navigate to Project
First, navigate to the project that you wish to review on the Projects page, and open the Timesheets tab.
In the Timesheets tab, users can review hours submitted for all assignments by selecting 'View All Assignments'.
If customers are using Digital Sign In Sheets, the have the option to review hours submitted for each sign in sheet that has been created for a project.
Step 2: Review Timesheets
By default, all times submitted for shifts within the last month will display. Users can filter for older shifts using the filters above the list of timesheets.
Hours that have been submitted via the uTRAC App will be shown against each assignment:
Actual Start: The first time the staff member was set to 'Onsite'.
Actual End: The last time the staff member was set to 'Offsite'.
Users may view all status changes for an assignment by right-clicking and selecting 'View Activity Log'.
Fig ii) List of times submitted for a selected project.
Step 3: Amend Timesheets
Users may double click the actual start or end times should they need to change any of the submitted times or update times that were recorded elsewhere, like a printed sign in sheet.
Additionally, users may change the actual start, actual end, and the rates for each assignment in bulk:
Select the checkbox next to each assignment you wish to change.
Click the 'Edit' button at the top of the assignment list.
Input the value you would like to update and select 'Save'.
Step 4: Approve Timesheets
Once the hours are deemed to be correct, users can approve those hours for payroll.
Check each assignment you would like to approve, then click the 'Approve' button at the top of the assignment list. Note: Not all users have permission to approve hours. Be sure to check the permissions for each user on the Admin page.
In the popup, finalize the approval by selecting the 'Approve' option.
Approving assignments will simultaneously update them to 'Worked' while updating their 'Extras' field based on the difference between their scheduled hours and their hours recorded in the timesheet.
Fig iii) Approving submitted times for payroll