To get a detailed timesheet report that includes many different factors of data logged in PeopleHR and also includes an exceptions report, you can use the Timesheet Exception report tool.
🤓Tip: You can also install this tool for managers to gain specific access to their reports.
📌Note: Alternatively, to get a simple report on timesheet, you can create a timesheet query.
In this tool, you produce the detailed report using the following fields:
Your basic hours
Your clock in and clock out data
Overtime
Missed clocks
Double clocking
Holidays
Sick
Other events
Late
Maternity or paternity
Working pattern
To use the tool, follow the steps below:
Build your timesheet queries.
Create and copy an API key that includes the endpoints Employee, Timesheets, Query and Work Pattern.
Enter the correct details in the Payroll Timesheets form:
Section | Field | Details |
Payroll Timesheets | Start Date | Enter the start date from which you want the data. |
Payroll Timesheets | End Date | Enter the date until which you wish to pull data. |
Payroll Timesheets | Use local shifts file | You can upload a custom data file or select work patterns only. |
Payroll Timesheets | Use PeopleHR shifts | You can pull all system work patterns and shifts. |
Payroll Timesheets | Shift patterns file | Upload a shift patterns file. |
Payroll Timesheets | Bank holidays file | When the employee's entitlement doesn't include public holidays, upload a .txt file of bank holiday information here. Below you have an example of a .txt file: |
Feeds | Feeds | To ensure your timesheet report exports in the relevant format for your payroll system, select a Payroll programme from the three options you may integrate with. |
Feeds | Hours to decimals | Convert the value of hours into a decimal. For example, 10:30hrs will show as the value 10.5. |
Timesheets | Summarised | Include daily basic, overtime and Sunday premium hours. |
Timesheets | Detailed | Daily clock-in and out records, holidays, sick and other events. |
Timesheets | Detailed - Individual | To avoid creating a PDF copy of the timesheet per individual, and automatically upload this to the employee's personal documents area in PeopleHR, don't use this option when testing. |
Timesheets | Shift activity | Get an audit to take into account employees that have clocked out and back in again within a given time period. |
Timesheets | Reference | Select Reference only if you selected Detailed Upload Timesheet above. |
Timesheets | Employee ID | Select Employee ID only if you selected Detailed Upload Timesheet |
In the top right-hand corner, click Settings and work through each tab to enter your settings. Use the instructions below to help.
Time settings and API key
Depending on your preference, set the time settings and enter the API key. We describe each field in the table below:
Field | Time unit | Description |
API Key | N/A | Paste in the API key you've created and click Save. |
Bank Holiday Hours | Hours | Set the maximum paid hours to award for a bank holiday. |
Clock In Grace Period | Minutes | Set the number of minutes to allow to pass the clock-in time. |
Clock Out Grace Period | Minutes | Set the number of minutes to allow to pass the clock-out time. |
Shift Day Rounding | Minutes | Set the number of minutes to allow to pass the clock-in time. |
Late Arrival Grace Period | Minutes | If a clock-in is after the shift day's start time for more than the allowed minutes, add a late arrival comment to the detailed timesheet's reason section only. |
Break Time Period | Minutes | If the break time is not specified on the employee's work pattern, and under the Rules tab you've set for break times to be deducted, this is the default number of minutes deducted. |
Shift activity - hours between shifts | Hours | Based on the shift activity timesheet, specify the timeframe in which the report looks at. |
Daily Hours Rounding | Minutes | As opposed to rounding the specific clock-in or clock-out time to the nearest minute specified under the shift-day rounded, round the overall working hours that day. |
Max Hours per Day | Hours | Limit the maximum number of hours to award per today. This is applicable for both basic hours and overtime hours. |
Skip break deduction for worked hours under | Hours | Don't deduct the break time for employees working less than half of their hours or below their shift hours. |
Night shift allowance: shift starts after | Hours and minutes | Specify what time a night shift starts, for example, 20:00. |
Rules
Depending on your preference, set the rules settings. We describe each field in the table below:
Field | Description |
Early clock in round to Clock In time | Set the early clock-ins as the shift day's start time. |
Reduce break time | Deduct break time from worked hours. |
Reduce break time for Part Day holiday | Deduct break time for part day holiday. |
Reduce break time if less than half time worked | Deduct the break time when hours worked during the entire day are less than half the expected hours. |
If clocked in/out during public holiday put retain holidays hours and place worked hours into overtime | If working during a public holiday, pay the holiday hours at the normal rate and the worked hours at the overtime rate. |
Include employees without Time Attendance Id | Include employees without a Time & Attendance ID. |
Balance Basic using Overtime hours | Update timesheets to balance overtime hours to basic hours when basic hours are less than expected shift hours on a weekly basis. |
Cap holiday hours to shift hours | Cap the booked holiday hours to match the shift day hours. |
Include hours before/after shift or Rest Day as Overtime | Add any clock-in time before or after the work pattern start or end time when recording overtime hours via the overtime logbook screen. |
Use shift day hours for bank holiday | Use the employee's hours on their work pattern rather than the default number of hours in Time Setting when the employee is clocking in on a bank holiday. |
Add non-deducted break time to Overtime | Add the hour the employee is logging in their lunch break logbook to their overtime hours. |
Round to shift expected hours | Even if an employee doesn't meet the expected hours on their work pattern, their hours are rounded up to their daily total hours. |
Adjust break time with manual clock out | Take into account if an employee clocks-in and out for their break time and adjust accordingly with the default break time that is deducted. |
Rest day
Depending on your preference, set the rest day settings. We describe each field in the table below:
Field | Description |
Non Shift Day Rounding | If an employee works on a standard non-working day, you can specify a different rounding rule for these days. |
Automatically deduct XX mins for breaks for working non-shift days (This time can be added back in by the employee declaring breaks as working time) | Deduct minutes as lunch break whilst working in a non-shift day. |
Break Deduction | Deduct the break time from the worked hours in a rest or non-shift day. |
Use shift start time | Use the common shift start time while processing a rest or non-shift day. |
Other events
Depending on your preference, set the other events settings. We describe each field in the table below:
Field | Description |
Paid Events | List the other event reasons to award hours back for, using commas to separate each reason. |
Rest Day Paid Events | List the other events reasons to award back in hours if this is normally a non-working day, using commas to separate each reason. |
Filters
Depending on your preference, set the filters settings. We describe each field in the table below:
Field | Description |
Salary type | Use this filter to specify which salary types to include. Ensure it matches the names in the Query builder such as Hourly Salary, Annual Salary. |
Reports to | Use this area to filter who you wish to include. For example, only employees reporting to the manager you enter in Reports To. |
Departments (comma delimited) | Use this filter to specify which departments to include. |
Companies (comma delimited) | Use this filter to specify which companies to include. |
Miscellaneous
Depending on your preference, set the miscellaneous settings. We describe each field in the table below:
Field | Description |
Order employees by | Specify how you want to order and group the employees this timesheet report. |
Summary report - show Saturday hours | When you enable this, you can view the Saturday hours in the summarised timesheet report under separate columns. |
Summary report - show Sunday hours | When you enable this, you can view the Sunday hours in the summarised timesheet report under separate columns. |
Time Management
In this section, select the reasons you'd like to include in the exceptions report.
Once you're happy, go back to the main page and select Process Timesheet.
View exceptions
To view all employees with an exception in your date range, after processing on the front page of the tool, click Review Exceptions.
When you select a row against your date, you can trigger the following actions:
Add holiday.
Add sickness.
Add an Other event type.
Add late.
Review: When you don't have any action to trigger for your date and you don’t want that date for an employee to appear under the exceptions report in future runs, mark the day as reviewed.
Update Clock: Adjust the clocking times for that date, for example adding a missing clock-out.
If you wish to use the review option, you need to create the following logbook screen:
Logbook screen name: Reviewed Timesheet Anomalies.
Fields: Date (Date field).
Reviewed (Turn On/Off).