Configuring Time Sheet

To enable the system to run the Payroll Time Sheet, you have to define the relevant time types with classification Attendance and assign them to a time profile. The time type describes the business semantic of a time data record. For the Payroll Time Sheet, time types with the classification Attendance are relevant.

Create a time type for each attendance type that you require in the Admin Center by choosing Manage Data→Time Type. Here, you configure the time types as required.

Provide the following fields for each time type:

• External Name: Enter a name for the time type.

• External Code: Enter a meaningful code here, no longer than 10 characters.

• Classification: Choose Attendance.

• Unit: Select one or more time unit Hours.

• Country/Region: You can make time types country/region-dependent.

To enable employees to record on-call time in their time sheet, you need to define the relevant on-call time types with classification On-Call.

To enable employees to record break time (automatic, manual, or dynamic) in their time sheet, you need to define the relevant time types with classification Break.

If you want, you can specify that employees are entitled to dynamic rather than fixed breaks. The difference between the two is that fixed breaks are always at a particular time; dynamic breaks occur automatically after an employee has worked a certain amount of time.

You create a Dynamic Break Configuration record that specifies how long employees need to work before they can take a break and how long that break can be.

You can also use the minimum break duration to determine how long manually recorded breaks must be to be considered as breaks during dynamic break generation.

Employees cannot manually remove dynamic breaks from their working times.

It provides the input and enables the creation of time valuation runs. Depending on their time category, input time type groups either allow you to assign sets of time types as the source of time data, or to derive time data from the employee work schedule or holiday calendar. Time type groups are containers for intermediate and final time pay types, which form the basis of time valuation results for employees.

You define a new time type group by choosing Manage Data. Depending on your needs, assign the relevant time category and time types.

Make an entry in the following fields:

• External Name: Enter a meaningful name here.

• External Code: Enter a meaningful code name here. For time type groups marked as being a time pay type, this name is used in data transfer to payroll systems. This key must therefore remain stable after the time type group is created.

• Valuation Result Category and Valuation Result Factor: These two fields are relevant if you need to set up time type groups specifically for employees who convert overtime valuated by the time sheet into 'time off in lieu of overtime pay' or if you want to take account of working time differences. If you are doing the latter, you must enter 1 as the valuation result factor.

• Time Category: Indicates what kind of time data that the time type group is holding, and what the source of this time data is. Choose the time category depending on the type of input for time valuation runs you want the time type group to provide. Some of the available time categories are listed as follows:

  

  • Working Time, Recorded Overtime: Time data is derived from times entered on the Payroll Time Sheet UI, considering only those time entries that correspond to the set of Attendance time types assigned to the time type group.

  • Paid Absences, Unpaid Absences, Unpaid Overtime Relevant Absences: Time data is derived from absences entered in Time Off, considering only those absences that correspond to the set of Absence time types assigned to the time type group.

  • Paid Holidays: Time data is derived from the employee’s holiday calendar.

  • Scheduled Working Time: Time data is derived from the employee’s work schedule.

  • On-Call Time: Time data is derived from times entered on the Payroll Time Sheet UI, considering only those time entries that correspond to the set of On-Call time types assigned to the time type group.

  • Unpaid Break: Time data is derived from break times entered on the Payroll Time Sheet UI, considering only those time entries that correspond to the set of Unpaid Break time types assigned to the time type group.

  • Scheduled Unpaid Break: Time data is derived from the clock times of scheduled unpaid breaks within an employee's scheduled working time, taken from the work schedule.

  • Calculated Time: Time data is derived from the output of a time valuation. You select this type of Time Category, for example, when you want to create 'time type groups above' and 'time type groups below', as part of a time valuation.

• UI Component: You must enter Yes to ensure that non-zero time valuation results derived from the time type group are displayed on the Payroll Time Sheet UI.

• Time Pay Type: You must enter Yes to ensure that the time valuation result (comprising the time pay types) derived from the time type group is stored on the database and replicated to the Employee Central payroll system for processing.

• Comment: Enter a comment (not mandatory).

• Time Type: Assign the Time Types relevant for this time type group.

The following figure shows an example for a time type group Recorded Working Time. In this example, the time types Working Time, Business Travel, Administrative Tasks, and Continuing Education are relevant for determining the recorded working time.

To create Time Valuation Periods, go to Manage Data→Time Valuation Period. Here is an example, showing a time valuation period with the First Day of Week set to Sunday.

Flexible Periods in Time Valuation support scenarios that require time data recorded during a configurable period to be processed, for example, yearly overtime. It allows us to calculate overtime for 1, 2, or 4 weeks with a threshold for this period.

Let's say you want to calculate overtime for a biweekly period with a threshold for this period. For example, you need to pay a 25% premium for up to six hours of overtime and a 50% premium for overtime worked more than six hours. Therefore, you create a time container that stores overtime recorded during a biweekly period. Time Type groups for such time containers contain a field called Time Container Period Result Type. This field is filled automatically with the value One Value at the End of the Period.

For monthly time sheets, you can also create payroll-relevant time containers.

You can find more detail of the time valuations and time type groups needed to configure flexible periods could be found at Flexible Periods in Time Valuation.

To create time recording profiles, choose Manage Data. Create a new Time Recording Profile and provide the following information for each one:

• External Name: Enter a unique description name for the time recording profile.

• External Code: Enter a unique technical name.

• Time Valuation Period: Define the first day of the time sheet week for employees by assigning a Time Valuation Period.

• Time Recording Variant: Choose Clock Times for a time recording profile that you want to assign to employees who record their time using start and end times of work within a specified period; choose Duration for employees who record their time based on the net duration of their work within a specific period. The default setting for the time recording variant is Duration.

• Time Recording Method: Choose from the following:

  • Positive to create a time recording profile for employees who record their time positively in their time sheets (recording their attendance).

  • Negative to create a time recording profile you can assign to employees who record only deviations (exceptions) from their planned working time.

  • Overtime to create a time recording profile you can assign to employees who record only their overtime in their time sheets.

  • Only Absences for employees who record only their absences by using the Time Off module.

• Workflow Configuration: Enter the workflow for time sheet approval.

• In the Time Valuation section, list relevant time valuation rules to the time recording profile.

• In the Validation Rules section, list relevant business rules for time sheet validation.

The following figure is an example of a time recording profile once it has been configured.

The preceding figure is an example of an employee's Time Information with an assigned Time Recording Profile and Time Recording Admissibility rule. This negative recording employee can withdraw, or amend their time sheet four weeks in the past. The employee is also permitted to change already approved time sheets.

We have also added a possibility to restrict retroactive changes in the time sheet by setting up a calendar in the time recording admissibility.

With the calendar of the time recording admissibility, you can now restrict retroactive changes before a date effective as of another date. For example, you can define that retroactive changes before July 01, 2023 aren’t allowed effective as of July 03, 2023. We've introduced this functionality to help customers ensure that attendance, break, on-call, and allowance recordings remain unchanged after payroll processing.

To set up a calendar in time recording admissibility, you create a time recording admissibility object, allow amendments, and set the No Changes Allowed Before and Effective as Of dates. You then assign the time recording admissibility for particular users in the People Profile.