Processing Time Sheets

The WinTen² Payroll program now includes time sheet functionality that has been designed to eliminate the need for manual spreadsheets to calculate payroll distributions by department. Additionally, it allows housing authorities with multiple AMPs to accurately reflect the actual number of hours worked in each AMP during a given pay period.

Processing hourly employee time sheets to include in your agency’s Payroll check run involves 5 main steps:

ü Create the time sheet: Create Employee Time Sheet Wizard.
ü Enter the hours worked for each hourly employee by pay type and departmental profile: Add Employee Time Sheet Wizard.
ü Approve employee hours/time sheets.
ü Set up payroll check details: Process Checks Wizard.
ü Import time sheet into check run: Import Time Sheet Wizard.

Note: If your housing authority uses the Employee Access program (part of the Partner Access suite of programs), the information entered by each employee in that program will automatically transfer to the WinTen² Payroll program. The appropriate Payroll employee only needs to approve the time entered in Employee Access and then complete the check run/print the checks.

Hint: In order to process time sheets in Payroll, you must first be given sufficient access rights using Master Setup. Ask your administrator to enable you with the appropriate time sheet task(s).

Note: You are also able to import time sheet files from 3rd party software vendors into your Payroll program. See "Importing Time Sheet Files".

Access Payroll

Before you can successfully process time sheets, all hourly employees must be enabled for time sheet use and/or must be properly set up with a specific compensation distribution profile. See "Setting Up Time Sheets".

1. From the Main Menu screen, click TIME SHEETS. The Browse Time Sheet screen appears with all (both open/unpaid and paid) time sheets displayed in a table.

Create Time Sheet

2. Click on the toolbar and select “Create Time Sheet” from the menu that appears. The Create Employee Time Sheet Wizard is initiated.
3. Click START and the specify the date range that the time sheet should encompass. (Most time sheets will encompass the 2 week date range, but you should select your standard pay period date range.)
4. Click OK and then click NEXT to create the time sheet.

Enter Hours Worked By Hourly Employees

5. Highlight the time sheet you just created and click on the toolbar. The Maintain Time Sheet screen appears with all open employee time sheets displayed in a table.
6. Select how you would like to order the employee time sheet table from the ordered by drop-down list (such as first name or last name), type your search criteria into the search for field and click GO. The table will sort accordingly.
7. Highlight the employee time sheet you want to work with and click on the toolbar. The Maintain Employee Time Sheet screen opens.
8. Click on the toolbar. The Add Employee Time Sheet Wizard is initiated.
9. Enter the work date, select the appropriate charge profile (this is the employee’s income/compensation type and compensation distribution description), and enter the work time (amount of time the employee worked, such as “08:00” or “40:00” hours).

Note: In order for the charge profile drop-down list to be populated, the employee’s income/compensation type must be enabled for time sheet use. See "Setting Up Time Sheets".

10. Click START, review and confirm the information you just entered, and click FINISH to apply the employee’s time sheet.

11. Click to return to the Maintain Time Sheet screen and repeat steps 6-11 until all hourly employee time sheets are entered.

Approve Employee Hours

After all employee time sheets have been entered and the time sheet date range has reached its end, you now need to review and approve the employee time sheets.

12. Click TIME SHEETS on the Main Menu screen, search for and select the time sheet you want to work with, and then click .
13. Search for and select the employee time sheet you need to approve and click again.
14. On the Maintain Employee Time Sheet screen that opens, highlight and review the employee’s time sheet detail table row and click on the toolbar to approve the time sheet. Once approved, the time sheet will no longer appear on the screen (only unapproved time sheets display on this screen).

Hint: You can view approved time sheets on the Maintain Time Sheet screen by selecting “approved” from the view drop-down list. To re-open a time sheet, select the approved time sheet on the Maintain Time Sheet screen, click , select the time sheet on the Maintain Employee Time Sheet screen, and then click on the toolbar. The time sheet’s status is now “open.”

15. Click to return to the Browse Employee Time Sheet screen and repeat steps 13-15 until all necessary employee time sheets are approved.

Set Up Payroll Check Details

16. Return to the Main Menu screen and click CHECKS. The Process Checks Wizard is initiated.
17. Click START and select the checking account you want to work with (if necessary). It is only necessary to select a checking account if you have checks from multiple accounts. If you use the same checking account for all the items you want to process, you will not be asked to select the checking account.
18. Click NEXT to continue and change the check date, if necessary. (This is the date that will be printed on the checks and defaults to today’s date).

Note: You can only backdate checks (i.e. select a date before the current system date), or assign a future check date, if the policy with a code of “CHECKDT” is set to “True.” You can work with policies in the Setup area of the program (Main Menu screen > Policies > Browse Policies screen > Maintain Policies screen).

19. Click OK and then click NEXT. The third step, selecting the check kind, automatically selects the payroll check type and you will be taken to step four of the wizard.
20. Click NEXT. The Exceptional Deduction Codes screen appears with all exceptional deduction codes displayed in a table.
21. Check the checkbox(es) of all exceptional deductions that should be deducted with the checks produced in this sequence.
22. Click OK and then specify the appropriate ending dates of the weekly, biweekly, semi-monthly, and monthly pay periods for which you are producing checks.
23. Click OK again. The Select and Mark Items to Pay screen appears with all employee checks displayed in a table.

Import Time Sheets Into Check Run

Import the number of hours worked by income code. This calculates the percentage allocation of hours spent in each departmental profile and updates the employees setup record with the new percentages.

24. Click on the toolbar, and select “Import Time Sheet” from the menu that appears. The Import Time Sheet Wizard is initiated.
25. Click START and select the time sheet you want to import.
26. Click OK. The employees included in the imported time sheet will display in the table on the Select and Mark Items to Pay screen. (After importing, the percentage allocations of hours for the time sheet employees will automatically update.)

Note: After importing into the Process Checks Wizard, the status of the time sheet becomes “Paid.” You can re-open a time sheet by using the icon on the Browse Time Sheets screen.

Display Employees to be Included in Check Run

In order to select and mark the checks to be paid, you need to display the employees who will be included in the check run. You also need to post hours for hourly employees and accrue leave for all employees.

27. Select the appropriate sort by option to view the employee checks table in a certain order. The table will sort accordingly.
28. In the show employees with… section, uncheck/check the pay groups you do not want/want to view and click APPLY. The table will sort accordingly. The employees displayed in the table after all sorting are the employees who will be included in the check run. You have successfully processed time sheets!
29. Continue through the Process Checks Wizard to post hours and print the payroll checks. You have successfully processed time sheets!

Copyright © Tenmast Software 2010