Creating Timesheets on Behalf of Employees

Overview

In some instances, you may need to create or edit timesheets on behalf of your employees. This may be to allow you to enter/edit your timesheet data.

⚠️ Note: Remember that for a payment to be made for worked time, it MUST be reflected in the timesheet correctly. If the record is not in the user's timesheet, it will not be processed through to the payroll.

Access Employees Timesheets Via Tempus Platform

1. Login to your Tempus profile at secure.payrollbytempus.com

2. After you login, you will be presented with the Employee Management Dashboard. On the left-hand side click on Timesheets >> Create Timesheets.

3. This will open up the timesheet management page. You need to start by selecting the employee's timesheet you wish to edit. Click the dropdown and from here you can:

• Select the employee's name by clicking on it

• Start to type in the search bar, filtering the results down, click on the employees name

Before proceeding, we recommend you become familiar with adjusting the data being displayed.

Change the span of timesheet data showing. E.g. if your company processes your payroll on a fortnightly basis, you may prefer to see a fortnight of data per page.

Change the end date of the data to show in this page. E.g. if your company processes your payroll on a fortnightly basis, and the fortnightly period runs Monday through to the following Sunday, you might select the last Sunday of they fortnight to show the data up-to.

You should make sure there are no "processed" timesheet shifts showing in the data you are editing. This indicates that you have opened a timesheet date in the past where the payments have already been processed. You can see the summary of the timesheet data at the top, ensure there is no "processed" shifts visible before commencing your edits.

There are also some handy tips viewable via the "Tips" button. Becoming familiar with the keyboard shortcuts may prove to be a real time saver if you are frequently creating timesheets on behalf of employees.

You can also toggle to show timesheet costs (if your account permission allows you to view financial details). You can show timesheet costs by changing the value in this dropdown, however please note as cost calculations per timesheet entry are now being performed, expect a slightly slower performance of the timesheet management page overall.

Add a Single Timesheet Shift Entry with Unpaid Break

This is the most common timesheet entry type. All that you need to do is:

1. Enter in the employees start time. You can type this in as "9:00" for 9am, or you can short hand type "9a" and that will automatically convert to 9:00am.

2. Then enter in the employees end time. You can type this in as "17:30: for 5.30pm, or you can short hand type "530p" and that will automatically convert to 5:30pm.

3. Next you need to add in the employees break start and end time. If you are using a laptop/computer to enter in the employees timesheet times, you can use the keyboard button "TAB" to move one cell to the right. In the below we will enter in a break of 12:00pm to 12:30pm by using just the keyboard to move across.

4. You can use the "TAB" keyboard button to move one right on the timesheet row. This makes entering in your shift start/end time and break start/end time simple.

5. When you have finished entering in your timesheets for the day/week/pay period, be sure to click the save button near the top right hand corner.

⚠️ Note: If you do not save your timesheet data entry before navigating away/logging off; your data entry will be lost. We strongly recommend saving your timesheet data entry regularly.

6. When your data is saved, a green banner will show at the top confirming your changes have been saved, and the timesheet shifts will show as "S" for "submitted" status.

Add a Timesheet Shift Note or Multiple Unpaid Breaks to a Timesheet Entry

If you need to add a shift note or record multiple unpaid breaks against an employees timesheet entry, you can click on the pencil button for to open up the line edit view.

This will open up an overlaid section where you can enter in all the details for an employees timesheet shift. Start off by entering in the start and end time of their shift.

Next to add an unpaid break click the green "Add" button, and enter in the break start and end time. In the example below we have added in two 30min unpaid breaks.

To add a timesheet shift note, click into the notes section and type in the shift note.

When you are finished with the line edit view, click apply.

You will then see your data populated into the row. When you have finished entering in your timesheets for the day/week/pay period, be sure to click the save button near the top right hand corner.

⚠️ Note: If you do not save your timesheet data entry before navigating away/logging off; your data entry will be lost. We strongly recommend saving your timesheet data entry regularly.

When your data is saved, a green banner will show at the top confirming your changes have been saved, and the timesheet shifts will show as "S" for "submitted" status.

Additionally there are other icons present on the right of the timesheet shift line, to indicate other elements.

A page icon shows, indicating that there is a timesheet shift note present.
A bell icon shows, indicating that there is more than one break present for the timesheet shift.

Set the Timesheet Shift Location

Sometimes the organisation you work for, may need to "code wage/salary costs" to a specific location or cost code. This can be achieved via the location column in the employees timesheet.

Coding the location data per timesheet row gives flexibility in allocating wage costs to different sites or cost centres. In the example below, the Location column is being used to assign a shift to a specific workplace location.