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Timesheet Rules

Amanda Saunders
Updated
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This guide will show you how to create Timesheet Rules.

 

Contents

 

Introduction

  • Timesheet Rules govern the data entry periods for timesheet recording. Eg what the data entry span is - over a month or over a week and whether the data entry should be in hours or recorded as times
  • Once timesheet data entry has taken place against a rule the properties of the rule cannot be changed. If there is requirement to change the settings which relate to an employee’s timesheet rules then they would need to be moved to a new rule by inserting a new Job and Pay record

 

To create a timesheet rule

  • Go to the following area:
    • Latest (left-hand) menu: Timesheets > Timesheets Configuration > Timesheet Rule
    • Pre-2025 (top) menu: System > Timesheets > Timesheet Rule
  • This summary screen will display any existing rules in operation
  • Click Insert New Record
  • The options available on this screen will vary, dependent on the rule type that is being configured and whether Flexi time is enabled

 

Timesheet rule without flexi time

  • Enter a Code and a Description for the rule
  • Ceased – can be used to indicate that the timesheet rule is no longer used and will not be available for selection
  • Entry Span – this represents the time span of data entry submissions: eg monthly or weekly timesheets
  • Group Length – this is the subdivision of time within the Entry Span and must be in units which are equal to or less than the Entry Span
  • Hours/Time – is the data entry to be recorded by the number of hours only or by a start and end time for the activity? Set the option accordingly (selecting the time option also displays the number of hours worked between the start and end time and this is auto-populated by the system) 
  • Show Working Time – whether to display Working Time on the timesheet
Note: For more details on Working Time refer to the Timesheet Creation guide.
  • Approval Workflow – a workflow that has already been configured can be selected from the dropdown list. If the workflow has not yet been configured, the icon to the right of the dropdown will access the Approval Workflow page. The workflow determines the approval process required for timesheets submitted on this rule, see linked guide for more details
  • Calendar Start Day – what will be the start day of the timesheet calendar
  • Period Base Date – the date entered for the start of the recording period must match the day of the week indicated in the Calendar Start Day: ie in the above example the 06/01/2025 must be a Monday. This will be the start date of the recording period and it will not be possible to insert timesheets dated before this date
  • Description Required – in the timesheet data entry screen there is a Description field. Setting this slider will make that field mandatory
  • Include Pubic Holidays – whether there should be an automatic entry for public holidays. It will then be possible to populate these days in a timesheet with the working pattern daily hours (like other absences)
  • Enable Flexi Time – whether the rule has flexi time options available
  • Default Request Additional Hours – additional hours are over and above the Expected Hours and may therefore require overtime payments – Employees must be on Terms and Conditions which indicate that they are Eligible for Overtime
Note: People with a Flexi Work Pattern (CIPHRFLEXI) such as casual staff, will have public holidays recorded as 24 hours so this will need to be amended to the appropriate hours on each day if included.
  • Expected Hours – there are three available options to select from to calculate the number of hours that should be worked in the span
  • Work Pattern – the hours will be based on the employee's Work Pattern (see linked guide for more details)
  • Job Pay Hours – the hours will be based on the employees Job and Pay Hours
  • Enter Value – enter the number of hours (can be zero for Zero Hours workers)
  • When complete click Update

 

Timesheet rule with flexi time enabled

  • Enable Flexi Time – when the slider is on further flexi time configuration options are available for completion

  • Spans in Period – The number of data entry spans which occur before any carry forward rules are applicable. Eg if the entry span has been set as 1 month, it is possible here to specify 3 months as a period of one quarter
  • Core Hours – the core hours for this rule can be selected here. Core hours options need to be configured in order for them to be selected. If the Core hours have not yet been configured, the icon to the right of the dropdown will access the Core hours set up page.

  • Click below to expand for more details:

Span Carry Forward Rules

 

  • Maximum Credit – This is the maximum amount of hours the employee can carry forward to the next timesheet, any hours worked above this are not carried forward and are forfeited if no payment is requested for them
  • Maximum Deficit - This is the maximum number of hours under worked that the employee can carry into the next timesheet

 

Period Carry Forward Rules

 

  • Maximum Credit - This is the maximum amount of hours the employee can carry forwards to the first timesheet of the next period, any hours worked above this are not carried forward and are forfeited if no payment is requested for them
  • Maximum Deficit - This is the maximum number of hours under worked that the employee can carry into the first timesheet of the next period
  • Enforce Deficit Validation - If this option is selected then the employee is prevented from submitting the timesheet where the deficit hours in their timesheet are greater than the Maximum Deficit amount. The employee would need to account for the hours in their timesheet, e.g. by sacrificing holiday or entering the time against another specific entry type/absence code
  • Example
  • In the example below, the Entry Span has been specified as being 1 Month. There are 3 spans in the period (e.g. 3 months in the quarter) and the maximum number of hours credit and deficit that employees can carry forward between months 1-3 is 12 hours. However, at the end of the 3rd month, they are not allowed to carry forward any credit or deficit in to the following quarter.

 

Flexi Holiday

 

  • Enable Flexi Holiday - If this slider is selected then the employee’s timesheet will monitor any absence entries of the type Timesheet Flexi Holiday
  • Maximum Redeemable in Span – This is the maximum number of Flexi-Holiday days that users on this rule are allowed to take within a timesheet. A timesheet which meets or exceeds the maximum allowed will include a message indicating this
  • Maximum Redeemable in Period – This is the maximum number of Flexi-Holiday days that users on this rule are allowed to take within a period. A timesheet which meets or exceeds the maximum allowed will include a message indicating this

 

Note: Once the rule is saved, a Duplicate button will appear to make a copy of the selected workflow which can then be amended for a new one.

 

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