Staff and supervisors may use the uTRAC App to submit sign in and sign out times for each shift. After this, managers may review those times and may wish to 'Approve' them for payroll.
Where to Preview Timesheets
Timesheets can be previewed on the Timesheets tab (Project Page) or the Wages tab (Financials Page). On each interface, you should be able to filter timesheets by shift date.
Payable Start & Payable End
These are the start and end times that determine the hours to be paid after approval. Initially, the payable times will reflect each shift's scheduled times until staff or supervisors input times via the uTRAC App.
Managers may also overwrite the current payable start & end times. There are two ways to do this:
Double click the relevant cell under the Payable Start/End columns and enter the new times.
Click the checkbox next to each shift you want to edit then click the 'Edit' button from the toolbar. In the popup, you'll be able to input new Start & End times for each of the selected staff.
If a manager has edited these times, a ✎ icon will display next to the payable hours field. If the submitted sign in/out times are different to the hours that were scheduled, a 🕐 icon will display next to the payable hours field.
By default, the payable values will reflect the actual sign in and sign out times submitted via the app. However, on request, companies may enable rounding rules to determine how to treat various sign in and sign out times (see below).
Note: Even when rounding rules are enabled, managers will still be able to override the Payable Start & End simply by double clicking and entering the non-rounded hours they would like to pay or by using the Edit button to update the hours of more than one shift.
Please talk to your uTRAC account manager to discuss how you want us to configure the payable hour rules for your company.
Approving Timesheets
When running Wage Reports and previewing shift costs, staff pay will reflect the scheduled hours until a manager has 'Approved' the sign in and sign out times that have been submitted.
By Approving a timesheet, managers will simultaneously mark the shift as 'Worked' and update its 'Extra' hours field so that pay will reflect the hours that were actually worked.
Not all managers may Approve hours, they will need to have the requisite permission (see permissions), however all managers can send approval request emails to clients or other managers via the Projects page.
Note: If a shift has been edited after it has been approved, a manager will need to reapprove the times.