TIMESHEET SOFTWARE (More Information)

At the heart of PSG Payroll™'s Timesheets is the integrated Advanced Award Interpretation engine. Award Interpretation is also known as Timesheet Rules, Employee Contract Rules, or Company Payroll Rules. When start and end times are entered (i.e. from time clocks, rosters, 3rd party devices such as Point of Sale terminals, Excel Spreadsheets, or manually entered), PSG Payroll™'s Timesheets will automatically calculate in real time the applicable ordinary hours, shift allowances, overtime hours (i.e. time and one half, double time etc), shift loadings and so on. This means that staff do not need to understand the details of their award (i.e. company rules and policy). Additionally, this also means that the award is “interpreted” the same throughout the whole company creating a fair and just Payroll. Moreover, all allowances, shift loadings, overtime payments and so on are clearly displayed on screen providing transparency of staff remuneration. [Top]

With PSG Payroll™'s Timesheets you can have as many awards as desired. There are no limitations. By default staff are set up with a base award but this can be overridden using roles. For example staff may work in multiple roles throughout the pay period and each role may be governed by different awards. (i.e. half the day may be working on a forklift, the other may be performing admin duties). This is not a problem for PSG Payroll™'s Timesheets. Swapping and recording role changes is simple! There are two ways that this can be achieved. Firstly, role changes can be specificed in the timesheet page by simply selecting the role name, and entering the start/finsih times. PSG Payroll™'s Timesheets will then automatically workout how the staff member is to be paid. Secondly, time clocks can be utilised removing the need for staff to directly access their online timesheets. That is, when staff clock in and out, PSG Payroll™ will ask staff to enter the role that they are performing. This information is then automatically and seamlessly transferred to their timesheet and all applicable allowances, loadings and so on calculated. Note that portable time clocks can be used so that staff do not have to leave their post when changing roles. Job Codes can also be captured in a similar way to provide a richer and more accurate costing breakdown of staffing costs. [Top]

A key function of PSG Payroll™'s Timesheets is the approval process. At its very basic level timesheets are submitted and approved before being processed for payroll. However, depending on requirements timesheets can be approved at a 3rd level using custom rules. For example, if there is no overtime PSG Payroll™ can be setup to have just one approver (i.e. manager) but if there is overtime then PSG Payroll™ can be setup to (a) ask the staff member to enter the reason for the overtime and (b) require that the overtime be approved by the department head or higher management. This process creates accountability within the organisation, and helps maintain labour costs. Additionally, staff and management can be prompted to enter “reasons” when certain timesheet criteria is met. For example, when overtime is worked, when staff work on a non-rostered day, when staff work on a public holiday, when staff perform certain roles, when staff are paid a certain shift loading and so on.
The conditions for prompting staff for “reasons” are entirely up to your business rules. Additionally, when a “reason” is entered PSG Payroll™ requires that the timesheet approver individually “tick” the shift and reason forcing them to draw attention to the condition and creating accountability. What's more, all timesheets record date time stamps of the submitter and approver. [Top]

PSG Payroll™ Timesheets can be easily costed to multiple cost codes. By default the PSG Payroll™ will set all the hours worked to the staff member's home cost centre. Additional cost centres can be quickly and easily entered and the appropriate hours assigned. If desired Leave Types such as Sick Leave, Annual Leave etc can be automatically costed to specific cost centres. Furthermore, PSG Payroll™ will automatically perform integrity checks to ensure all timesheet hours have been costed out accordingly. Once payroll is processed the hours will then be assigned the appropriate dollar amounts and financial costing reports can easily be produced. [Top]

There are a number of timesheet related reports that can be generated from PSG Payroll™. A few examples are:
NOTE: All PSG Payroll™ reports can be accessed via the Internet anywhere in the world. Furthermore, branch offices that are geographically apart can easily be reported on using PSG Payroll™. If you have a particular requirement or any questions please feel free to contact us [Top]

All leave is clearly shown on the timesheets and is colour coded depending on the leave type. OFF days, Training Days and all non-standard work types are also colour coded and clearly marked on the timesheet. All leave is automatically linked to the roster and appropriate leave requests. [Top]

Rosters are shown along side each shift worked, and then a variance is calculated and displayed. If the staff works above or more than 10% below their roster the variance will be colour coded. Reports such as the Timesheet versus Roster can be produced to manage if the shifts are being cut short or budgets being exceeded. Additionally, PSG Payroll™ can draw on roster information when processing Award Interpretation rules. For example some awards state that double time will be paid to staff who work on their rostered day off. NOTE: When time clocks are not used PSG Payroll™ can default the staff member's timesheet to the rostered time. [Top]

To provide a richer and more accurate account of work history, comments can be added to PSG Payroll™'s Timesheet area. These comments date stamp along with the authors name when added. [Top]

All public and state holidays are clearly displayed on the timesheet along with the name of that hoilday. When staff work on a public or state holiday PSG Payroll™ uses the appropriate Award via its Award Interpretation engine to automatically determine the remuneration that the staff member receives for working on that day. Depending on the Award used PSG Payroll™ is smart enough to recognise that Christmas Day may be paid at a higher penalty than New Years Day. Furthermore, PSG Payroll™ will automatically calculate the remuneration for staff who did not work on the public or state holiday but are entitled to it (i.e. Salary staff). In certain cirsumstances Day In Lieu's can be earnt. If so PSG Payroll™ will automatically display these on the timesheet and credit them to the appropriate Day In Lieu (DIL) leave ledger. [Top]

PSG Payroll™'s Timesheet has up to nine user definable columns such as Time and One Half (T1x5), Double Time (T2) and so on. This means that only the required columns will be shown on the timesheet thus simplifying the users view. Additionally, smart columns such as TOIL (Time Off In Lieu) can be added so when hours are assigned to this column they are then credited to a TOIL leave ledger for later consumption. This is also applicable with RDO Banking rules. NOTE: A common option used by our customers is to prompt the staff member to choose if they want to credit their overtime hours to TOIL or be paid out. [Top]

In special circumstances allowances may need to be manually entered. PSG Payroll™'s Timesheet allowances can be defined as being manual or automatic along with the maximum allowable quantity. For example, an automatic allowance may be a Chef uniform allowance given for each shift worked in the kitchen. This allowance would be automatically added to the staff member's timesheet by PSG Payroll™ when they clock in at the kitchen. An example of when a manual allowance may be awarded is when an aircraft engineer performs work on certain engine types. This allowance may be capped at three per calendar month. In the case of the Chef Allowance staff and managers will not be allowed to enter this allowance as it has been marked as automatic. [Top]

In large departments or departments where staff work the same hours from week to week it is not desirable for timesheet approvers to go into each individual timesheet and approve them separately. Instead PSG Payroll™ offers the Timesheet Summary page. This page shows a summary of hours worked in their appropriate columns (i.e. Ordinary hours, overtime hours and so on). From this page timesheet approvers can quickly see the status of the timesheet (i.e. pending, submitted, approved) along with the amount of hours worked. From here multiple timesheets can be approved by a single button click. Note that when special circumstances occur where “reasons” are manually entered, it is mandatory for timesheet approvers to view and approve the individual timesheets. [Top]