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Timesheet Creation

Andrew Garbett
Updated
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This guide will show you how to view and record a Timesheet.

 

Contents

 

Overview

Timesheets are created by employees to record time spent on specific activities related to specific projects against a period of time. If the additional Flexi functionality is in use, the balance of flexi hours accumulated can be captured for employees entering flexi type timesheets.

Note: For more details on the creation of Projects, and Activities see the related help guides

To view Timesheets

  • Go to the following area:
    • Latest (left-hand) menu: Timesheets > Insert & View Timesheets
    • Pre-2025 (top) menu: Click Personal Data > Time Management > Timesheets
  • The screen will display any timesheets for the selected employee that have already been created

  • Timesheets can be filtered and specific timesheets located based on search criteria entered
  • The status of the timesheet can also be viewed
     

To record a Timesheet

  • Click Insert New Record
  • Enter a Description as required. This field may be mandatory dependent on the rule that this employee is on
Note: For more details on Timesheet Rules see the related help guide
  • Enter the timesheet Start Date and End Date
Note: Flexi timesheets are dependent on sequential dates and Ciphr HR will automatically
populate these
  • Pre-Populate from work pattern – hours that the employee would normally work will be entered in the timesheet. If this is not selected the hours will need to be completed.
  • Setting this slider will present the dropdown options to select the Project Type and the Project
  • Create from existing timesheet – select from the dropdown list the timesheet that is to be used as a basis for the timesheet being created
  • Click Update

  • The following screen will be presented:

 

Timesheet Summary

  • The Timesheet Summary shows the information that has been captured together with
    information relating to the Expected Hours
  • Request Additional Hours – this option it only available to employees who are on Terms and Conditions which have the slider for Eligible for Overtime? set to on
  • Notes – can be used to record anything of note in relation to this timesheet entry
Note: For more details on Terms and Conditions see the related help guide

Flexi Options

Scroll down the Timesheet Summary to see the Flexi information (where applicable):

  • Flexi BF – the flexi balance brought forward from the previous timesheet
  • Flexi Adjustment – this is only available to the HR User role and reflects any adjustments to flexi that need to be made
  • Reason – is again only available to the HR User role and should reflect the reason for the adjustment being made
  • If there are any Hours Paid in the period then they will not be added to the flexi balance
  • Flexi CF – hours to be carried forward to the next period

Note: Flexi CF may be capped according to the Timesheet Rule

  • From the above screen click a date
  • The below screen will be presented

  • The screen may already be populated with a project. This is dependent on selections made at the stage of creating the timesheet
  • Clicking on an existing entry with present the following message
  • Clicking on an existing entry with present the following message
  • At this point either the entire series can be edited or just the one selected. Entries can be deleted from this screen
  • A record can also be deleted. Hover over the entry and a cross will appear enabling that entry to deleted

  • The plus sign in a green circle can be used to create a new timesheet entry for the specified day
  • If the option to Pre-Populate from work pattern was taken then the Working Time screen will display that information accordingly. Alternatively it will need to be entered
     

 

Grid View

  • Grid View provides an alternative view for the timesheet data entry enabling users to add or delete entries as required
  • An expanded view can also be seen for the entire span period enabling the hours and projects to be edited for that period

 

Automatic Entries

Time Off

  • When the timesheet is opened any verified Time Off entries the employee has in Ciphr HR are automatically pulled through into the timesheet
  • The hours against the days are driven from the hours entered against the Time Off entry
  • If there is a change after the employee has created the timesheet and before it is submitted, they can click Update Automatic Entries and the timesheet will be updated to include any automatic entries that were not there when the employee started to enter timesheet data
  • If a timesheet is submitted and there has been a change since the last time the timesheet was updated the user will be warned and advised to use the Update Automatic Entries button. Once the timesheet has been sent for approval the automatic entries are not updated in the timesheet

Public Holidays

  • If there are any public holidays which fall in the period for the timesheet, a record for the day is created. The numbers of hours will be automatically populated with the hours from the working pattern in the same way as other absence. Hours entered against the public holiday entry are included towards the Working Time value

Training

  • When the timesheet is opened any verified Training entries the employee has in Ciphr are automatically pulled through into the timesheet. The hours against the days are driven from the hours entered against the Training entry

Lunch

  • A row for lunch is automatically created; the default lunch break length is taken from the users work pattern
Note: People with a Flexi Work Pattern (CIPHRFLEXI) such as casual staff, will have Public Holiday recorded as 24 hours so this will need to be amended to the appropriate hours if applicable.

User Entries

The user then continues to add rows of data to record the number of hours they worked each day of the week categorised by Type, Project and Activity

  • Working Time – This is used to categorise any hours during which the employee was working and should be incorporated into the Working Time total
  • In a flexi timesheet the user is required to enter the start and end times for 2 periods of the day which are either side of a break, which could be lunch. The times entered are compared against the Timesheet Rule core hours and any which do not conform are highlighted. The employee will be prompted regarding this, and an exclamation mark will appear to the right of the hours that do not conform, but they will be allowed to continue to save the record
  • Non-Working Time – this is used to categorise any hours during which the employee was not working

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