The recruitment is done, your candidate is hired and they have begun to work - the next step is for them to submit their hours via a timesheet.
Using Eploy Timesheets and Rates allows you to capture all of the timesheet information, as well as expenses, supporting docs and visa monitoring on allowed hours.
When it comes to setting up timesheets, you don't actually need to do anything! Timesheets are automatically created when the candidate attempts to submit one, so all you need to do is:
Ensure that the candidate is eligible to submit their timesheet, by giving them an active candidate status.
Set a hired status on the Hire record (shown in green), so that the hire is considered to be active.
Add rates to the hire, so that the information can be drawn through to the timesheet when the candidate requests it.
Creating Timesheets in the Core System
There may be instances that you need to create a timesheet on behalf of the candidate. You can still do this using the Create Timesheets button, found within the Hire record or on the Hire grid view (View > Hires).
Timesheets for an individual Hire
If you need to create timesheets for just one hire you can create all the timesheets in one go from within the hire record by clicking Create Timesheet. This will automatically create a timesheet for every week between the start and end date of the hire. If there is no end date, it will simply create one timesheet on a rolling basis from the following week of the previous timesheet - this allows you create timesheets for those that are working on a contract or temporary basis but the end date has not yet been confirmed.
Timesheets for multiple Hires
If you need to create timesheets for multiple hires, you can use the Create Timesheet tool at the bottom of the timesheet global list (View > Timesheets).
Select the hires you wish to create Timesheets for, then click Create Timesheets. This will open a pop-up window.
Select the historical date range and the specific dates that need timesheets.
Having confirmed that you wish to create timesheets for the selected date, click Create Timesheets.
Authorising and Exporting Timesheets
Accessing Timesheets and creating filters
To access the timesheets that you are looking to authorise and export data from firstly you would need to filter for the results you require. Follow these steps to obtain your results:
Click View > Timesheets
Click the Filters Button
From the options within the filters select the following:
Awaiting Authorisation: By Us
Exported: No
Click Apply
This will list timesheets that have been completed and authorised by candidates and clients.
Authorising Timesheets
Select timesheets that require Authorisation, users can click on Select All
Select Authorise
When you see the box “Are you sure you want to authorise the selected timesheets?” click OK
By doing this the user has now authorised those timesheets for the data to be exported and will no longer be visible on your screen due to the applied filter.
Searching for Authorised Timesheets
Click the Filters button
From the options within the filters select the following:
Authorised By: select user from dropdown that has authorised
Exported: No
Click Apply
This will now list the timesheets that have been authorised and are ready for relevant information to be exported.
Reporting on Timesheets
Navigate to View > Timesheets. Filter as required then click Reports within the toolbar.
From the list select Summary Information
Scroll to the bottom of the screen and choose from the Group By dropdown: Candidate Timesheet (separate row for each timesheet)
Select relevant details that you wish to export by selecting the tick boxes
Click Apply
Your report is now ready to copy and paste into an Excel spreadsheet.
Marking as Exported
Once the timesheet information has been pulled from Eploy you will want to mark your timesheets as exported to ensure that they don’t appear in a future payment run.
Close the report results and navigate back to the original filtered list
Select timesheets that have been exported, users can click on Select All
Click on Flag as Exported
When you see the box Are you sure you want to flag the selected timesheets as exported? click OK
By doing this the user has now flagged those timesheets as exported and they will no longer be visible on your screen due to the applied filter.