Recently we’ve been looking at ways that we can enhance my timesheets to make it easier when you’re processing public holidays.
Some of this functionality has existed for a while, and while some of you will be aware of it, we know that some of you won’t have considered using it. We have also made some changes.
Using the new Bulk Load Times feature.
The first part of this update covers managing Public Holidays Not Worked, where you must pay employees based on their standard, rostered, or average hours. While this process can be handled through the Review Times screen, employee by employee, you can now Bulk Add time for a group of employees before or after the Public Holiday.
Steps:
- Choose the Date of the Public Holiday (One day at a time). While this feature is designed for dates in the future, you can also use it to enter data in the current pay period.
- Choose the PayCode you use for “Public Holiday Not Worked.”
- If you are using our Costing option, you need to cost the Public Holiday data somewhere. Choose the Cost Centre. We recommend you set up an Overhead or Leave Cost Centre so that’s where the Public Holiday is Costed to. Note. If you are using the Costing function, this field cannot be left blank.
- Then you will see below all of your employees.
- You can also filter this data by Department.
- There are four columns to the left of the input fields:
- The Pattern – If your staff are set up with Standard Work Patterns for a day, these hours will show here.
- The Roster—If you are using our Rostering Module, this column will display the hours the employee is Rostered for that Date.
- The Existing- This will show any hours that have already been entered for an employee on this Date.
- The Average Hours column gives you an indication of the employee’s average hours for a Day of the week based on the number of days they’ve worked on that day over the last 4-52 weeks.
- You would then enter the hours you want to pay staff for that Public Holiday in the This Pay column or you can click on one of the Blue numbers and it will populate the field. There is also a Copy All for each Colum and a Clear All for the This Pay column. Note: If an Employee or an Admin has previously entered data for the Public Holiday, any data entered will be added to what has been entered, which is why we show the Existing Column.
- Then when you click Save it will ask you to confirm you want to load the Public Holiday for the staff you have entered Hours for. Note: If you load Public Holiday Hours for staff who should not receive them you will have to manually delete/edit these ie there is no Undo Button.
-
Important: We suggest you test the process by just doing one employee to get a sense of how it works. We don’t recommend you submit data for all staff until you are confident as the undo process is painful i.e you would have to go through and manually remove each employee’s data one by one.
- You will then be taken back to the Future Dates screen where you will see the data you have loaded for those employees and dates. Note: If you enter data for a date that is NOT in the future ie the date is in the current pay period the data is not displayed in the Future Dates Screen (as it is not in the future) but you will see the data in the Review Times Screen.
We have created a video that shows you the process (above)
Using the MyTimesheets Rules engine to automate the processing of the Public Holidays.
The second part of this update explains how to use the rules engine in My Timesheets to automate the processing of public holiday pay for employees. The rules engine allows the setup of rules to handle scenarios where employees either work or do not work on public holidays. The example demonstrates setting up rules to pay employees for non-working public holidays and to adjust pay rates for those working, converting their ordinary time to time and a half. A recalculation is shown for employees with these rules, auto-generating the correct pay codes.
Click the image below to view a video of how this works. Note: Click [ ] to view fullscreen.