Generating a Time Sheet Batch

This article provides detailed information relating to generating a Time Sheet Batch, including a definition, how to generate and export a Time Sheet Batch, and how to view them once generated.

Audience: Finance Team, HR Specialist, Team Leaders


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


Prerequisites

  • To access the Finance menu and generate a 'Time Sheet Batch', Staff Members require the 'View Financial Information' and 'Edit Client Records Across ALL Services' Staff Account privileges
    • N.B. If the Staff Member does not have the 'Team Leader for ALL Services' privilege, nor the 'Human Resources for ALL Staff', then the Time Sheet results will be filtered to only include Time Sheets for Staff Members they have Team Leader privileges for.
  • Payroll Configuration must be complete
  • An understanding of how SupportAbility categories Staff shift hours is recommended, by reviewing the Award Categorisation Rules article linked below for reference.
    • N.B. There are some known issues with the way that SupportAbility is categorising the hours for some Staff shifts i.e. 'Inactive Night Shifts' commencing before midnight, and weekend shifts that occur after 8 pm. More information is outlined in the linked article and this is currently under review.
      Staff can, however, rely on the Time Sheet Batches to accurately report the  number of hours Staff Members have worked for the reporting period.


What is a Time Sheet Batch?

SupportAbility is designed to produce Staff Time Sheets i.e. time and attendance data, which can be exported from SupportAbility and imported into your organisation's Payroll system where award interpretation and the generation of payroll is completed. 

A Time Sheet Batch is a batch of Staff Time Sheets generated for the Activities (direct services) your organisation delivers that the Staff Members have participated in. 

Staff Time Shifts can be signed off in one of two ways:

  • by the individual Staff Members themselves, as referenced beneath their Sign Off:

OR

  • A Staff Member with the 'Team Leader' Privilege can perform an 'Activity Sign Off' which automatically marks all unsigned Shifts as Signed Off.  SupportAbility will reference the person who signed off the Staff Shift e.g. Athena who is a Team Leader and has performed an Activity Sign Off:

Once the Activity Sign Off has been performed, the Time Sheets for that Activity will be available for inclusion in a Time Sheet Batch.

N.B. In the event that the Activity Sign Off is removed for any reason (possible only if no invoice batches have been generated for this Activity) but a Time Sheet Batch has been generated for this Activity, the Time Sheets will remain locked and cannot be adjusted, nor the Time Sheet Sign Off removed.   Thus the Time Sheets are prevented from inclusion in another Time Sheet Batch, when the Activity Sign Off is performed again for this Activity.  

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Generating a Time Sheet Batch

To generate a Time Sheet Batch select 'Finance' from the Dashboard:

Navigate to the 'Payroll' section of the Finance menu and select '+ Generate Time Sheet Batch':

Use the search criteria to filter for the Time Sheets you wish to generate a batch for, noting that only Time Sheets in Activities which have had the Sign Off performed i.e. approved, will be available: 

Select the 'Search for Time Sheets' button to return a list of Staff Time Sheets matching the criteria selected, if any are available i.e Activity Sign Off has been performed and the Time Sheets have not as yet been generated into a batch.

Select and Generate Time Sheet for Batch

Select the applicable Time Sheets to generate into a batch either by selecting the 'All' button or selecting the individual checkboxes under 'Add To Batch For Generation'.  Then select the 'Generate Time Sheets For Batch' button:

A notification will display questioning whether you wish to generate the selected number of Time Sheets. If you wish to proceed, select the 'Generate Time Sheet' button:

SupportAbility automatically attributes a batch number for the Time Sheet Batch e.g. #3, and a unique ID number to each Time Sheet entry e.g. #12290 for Abel's shift, and each Staff Shift for the same Activity is listed as a separate row in the Time Sheet Batch: 

The 'Detailed Time Sheets' Time Sheet Batch results are designed to provide a summary of each Time Sheet it contains including Non-NDIS Chargeable hours and kilometres. 

N.B. The information and format of the export may vary dependent on the Time Sheet Batch export your organisation uses. 

Return to Summary


Exporting a Time Sheet Batch

Now that the Time Sheets have been generated, they are ready to be exported for your organisation's Payroll system. To do so, navigate to the 'Actions' menu found in the top right corner of the screen: 

Select the applicable Time Sheet Batch for your organisation. 

N.B. If your organisation has had a custom Time Sheet Batch export created, only your organisation will see this as an option for selection here.  If your organisation uses a Payroll system that an export is not currently available for, please review the Payroll Integration article, linked below.

Standard Time Sheet Batch Exports

There are two standard Time Sheets Batch exports available for download, 'Detailed' and 'Summary'.

The 'Detailed Time Sheets' export displays each Time Sheet, per Staff Member, in a separate row and provides detailed information for each.

The 'Summary Time Sheets' export, lists each Staff Member once, providing a summary of their information for the Time Sheets included in that Batch export.

N.B. While Staff Members' first and last names are displayed together in one column (i.e. 'Staff Member') in the onscreen list results:

Staff Member names are separated into two columns i.e. 'First Name' and 'Last Name'  in the 'Detailed' and 'Summary' Staff Time Sheet Batch exports, to facilitate easier sorting of data by surname and potentially more easily match data fields when importing the data into your Finance/Payroll System:

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Detailed Time Sheets export

The Detailed Time Sheets export includes the following detailed information relative to each Time Sheet: 

  • ID - Time Sheet ID number
  • Staff ID - the SupportAbility ID number as listed in the 'Human Resources Details' section on the 'Human Resources' tab of the relevant Staff record
  • First Name
  • Last Name
  • Employment Type - as configured in the 'Human Resources Details' section on the Human Resources tab of the Staff record (e.g. Casual, Part-Time, Permanent Part-Time, Full Time) 
  • 7 Day Roster - this indicates whether the Staff Member is working a 7-day roster as configured in the Human Resources Details section, on the Human Resources tab of the Staff record ( e.g. 'Normal' or '7 Day') 
  • From Time - the 'Activity From' Date and Time 
  • To Time - the 'Activity To' Date and Time 
  • Service - the Service, including the relevant Site, relevant to the Time Sheet
  • Type - the Activity Type (e.g. Individual, Group, Staff) 
  • Activity - Activity Name
  • Location - the Location where the Activity relevant to the Time Sheet, is being facilitated or managed from, as configured in the Activity record
  • GL Code - the Staff Timesheet GL Codes for the Sites/Services your organisation are generating Timesheet Batches for, as configured in the 'GL Codes' tab, of your organisation's Site records in System Preferences: 

  • Standard Hours
  • Evening Hours
  • Active Night Shift Hours
  • Inactive Night Shift Hours
  • Time and a Half Hours
  • Double Time Hours
  • Company Kms
  • Private Kms
  • Total Hours 
  • Total km
  • Includes Break - e.g. Yes, No

  • Paid - the payment status of this Time Sheet (e.g. Yes, No)
  • Payroll Identifier - the Staff Member's unique ID (either created by SupportAbility or your Payroll System) and recorded on the Human Resources tab of the Staff record in the Payroll details section. 
  • Payroll Category - Payroll System Category as configured in the Human Resources tab on the Staff record under the Payroll Details section, to align with your organisation's Payroll system.

The following columns will be populated with data when organisations are using these optional areas of functionality:

  • Activity Program - optional additional feature for Activities to provide a more granular categorisation for invoices and timesheets exported to Finance and Payroll systems. Programs are configured in the 'Activity: Programs' list in System Preferences and added in Activities.
  • Job Code - optional additional categorisation to enhance the analytical value of revenue and timesheet data. Entered for each Service on the Services tab in System Preferences.
  • Working Hrs - as recorded in the 'Working Hours:hrs' field in the 'Human Resources Details' section on the 'Human Resources' tab of the Staff record.
  • Working Hrs unit - as recorded in the 'Working Hours:per (unit)' field in the 'Human Resources Details' section on the 'Human Resources' tab of the Staff record.
  • Activity Tags - optional additional categorisation that applies to the Activity as a whole. These may also be used to identify Activities that contain Shifts with specific attributes e.g. Split Shifts.

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Summary Time Sheets export

The Summary Time Sheets export provides a summary of data for each Staff Member including the following information: 

  • Staff ID - the SupportAbility ID number as listed in the 'Human Resources Details' section on the 'Human Resources' tab of the relevant Staff record
  • First Name
  • Last Name
  • Employment Type - as configured in the 'Human Resources Details' section on the Human Resources tab of the Staff record (e.g. Casual, Part-Time, Permanent Part-Time, Full Time) 
  • Report From
  • Report To
  • 7 Day Roster - this indicates whether the Staff Member is working a 7-day roster as configured in the Human Resources Details section, on the Human Resources tab of the Staff record ( e.g. 'Normal' or '7 Day') 

  • Payroll Identifier - the Staff Member's unique ID (either created by SupportAbility or your Payroll System) and recorded on the Human Resources tab of the Staff record in the Payroll details section. 
  • Payroll Category - Payroll System Category as configured in the Human Resources tab on the Staff record under the Payroll Details section, to align with your organisation's Payroll system.

  • Standard Hours
  • Evening Hours
  • Active Night Shift Hours
  • Inactive Night Shift Hours
  • Time and a Half Hours
  • Double Time Hours
  • Company Kms
  • Private Kms
  • Total Hours 
  • Total km

  • Payroll Identifier
  • Payroll Category
  • Working Hrs
  • Working Hrs unit 

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Viewing Time Sheet Batches

Time Sheet Batches which have been created may be viewed at any time from the Reports menu:

When Time Sheets have been generated, the Activity will display the relevant Status icon to indicate a Time Sheet Batch has been generated for that shift and will reference the relevant Time Sheet Batch number: 

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