AnyTime Online Timesheet System

Transcription

1 AnyTime is a fully hosted online timesheet system that allows Employees to submit timesheets and Clients to approve these timesheets electronically. It integrates with the Code House Integrated Payroll (CHIP) system and has a unique Award Interpreter to allocate hours according to the rules set up in the system. Once approved, these timesheets can be uploaded into the CHIP system to pay Employees and invoice Clients. Benefits of the system include Web based system so timesheets can be entered and authorised anywhere at anytime Supports use from mobile devices with internet access including smart phones and tablets Timesheets can be completed either daily or weekly 'Copy last timesheet' function to reduce timesheet entry time Timesheets can be authorised 'on the spot' Hosts can authorise multiple timesheets with just one click Automated /SMS notification sent when timesheets submitted, authorised and rejected Eliminates need to interpret illegible timesheets Unique Award Interpreter allocates the hours in each timesheet according to the rules assigned to the placement Suite of reports Timesheets are imported directly into CHIP and therefore no need for data entry Copyright Code House Suite Halifax Street ADELAIDE SA 5000 Page 1

2 The system will be used by three main groups and based on the type of User accessing the system, the level of functionality and information visible will differ slightly. 1. Employees (Apprentice/Worker you are paying wages to) Enter and Submit timesheets for current active hiring View timesheets previously submitted View Leave Balances 2. Clients (Host/Client who employs the Apprentice/Worker) a. Line Managers View all timesheets and placements for the Client Approve timesheets for all Employees linked to Client b. Supervisors View timesheets and Placement for Employees where they are assigned as the Supervisor in the Hiring Management screen in CHIP Approve timesheets for Employees assigned to them 3. Administrators (Current CHIP Users such as Payroll and Administration staff) Import data from CHIP into AnyTime including Employees, Clients, Client Contacts, Hirings and Pay Item Groups Set Up and manage Pay Periods, Timesheet Groups, Allowance Groups, Work Types, Business Rules, Company details and (SMS) templates. /SMS Employees who haven t submitted timesheets Approve timesheets as required. Code and Save timesheets and mark ready for upload Export Timesheets Copyright Code House Suite Halifax Street ADELAIDE SA 5000 Page 2

3 Visual System Overview SYSTEM SET UP DATA EXTRACTED FROM CHIP User Accounts Employees Clients Client Contacts Hirings Pay Item Groups DATA IMPORTED INTO ANYTIME Users Placements Pay Item Groups SYSTEM SET UP Pay Periods Timesheet Groups Allowance Groups Work Types Pay Item Rules Company Details (SMS) Templates TIMESHEET PROCESS EMPLOYEE Creates timesheet and submits to Client/Host for Approval (SMS) sent to Client to indicate timesheet awaiting approval CLIENT Approves Timesheet either immediately with Employee or by logging into system No Yes (SMS) sent to Employee stating timesheet was rejected and needs to be resubmitted sent to Employee and Client stating timesheet has been approved ADMINISTRATOR Approves Timesheets as required Views Business Rules applied to Timesheets Saves Timesheet and marks them as 'ready for upload' TIMESHEETS EXPORTED FROM ANYTIME TIMESHEETS IMPORTED INTO CHIP Manual adjustments can be made via the Timesheet Management Screen

4 Once the system is set up it is a 3 step process from the Employee entering and submitting their timesheet to the Administrator being able to code them and create an export file that can be uploaded into CHIP to automatically generate the timesheet. Step 1 Employee Enters and Submits Timesheet To enter a timesheet the Employee enters their Start and End Times and the system will automatically populate the hours. They can also choose a work type for the hours entered such as normal hours, annual leave, sick leave, TAFE etc. If the hours worked are the same each day they have the option to use a fill down button and hours will be automatically populated or if they are the same this pay period as they were last pay period they have the option to Copy Last Timesheet. There is also a drop down field where the Employee can enter allowances where applicable and a subsequent drop down field where they can enter any notes which can be viewed by their Host/Supervisor as well as the Administrator. Once the timesheet is completed it can be Approved by the host on the spot or submitted for them to Approve at a later time. The host/supervisor will receive an notifying them they have a timesheet awaiting authorisation. Sample Timesheet Screen entered by Employees Step 2 Host/Supervisor Approves the Timesheet Once a timesheet has been submitted the Host/Supervisor will receive a notification (SMS) and they can then log in to view and either Approve or Reject the timesheet. Copyright Code House Suite Halifax Street ADELAIDE SA 5000 Page 4

5 Where they are responsible for several Employees they can Approve multiple timesheets with the click of just one button. If the Timesheet is rejected the Employee will receive (SMS) notification that they need to correct and resubmit their timesheet. Step 3 Administrator Codes Timesheets and creates an Export File Once Timesheets have been approved they need to be coded and saved by an Administrator so that the data exported can be identified by CHIP. Where Business Rules have been set up in the system the hours will automatically be assigned against the Pay Item Groups (Coded). Administrators have the option of coding and saving timesheets individually or they can code and save all timesheets for the Pay Period with the click of just one button. Sample Timesheet that has been coded and ready to be saved Once a timesheet has been coded it is flagged by the system as being ready for exporting. Once ready for exporting, a file is created in the AnyTime Online Timesheet system. This is then imported into CHIP and timesheets will be automatically created. The processing of the timesheets is completed in CHIP as per the normal payroll process and if you have Employees that aren t included in this automatic process you can manually enter their timesheets in CHIP and process them together as one pay run. For further information or to arrange a demonstration please support@codehouse.com.au or call our office on Copyright Code House Suite Halifax Street ADELAIDE SA 5000 Page 5