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autofill, timecontrol

Timesheets by exception

autofill1.pngNot every organization expects all their staff to fill in a timesheet every single week.  Instead, theses salaried staff are instructed to fill in a timesheet only “by exception” meaning only if they were not at their intended post for the entire pay period.  If the employee has an exception such as a sick day, vacation, a day when they left early, etc.  they must then enter only the exception.

TimeControl can be used like this of course because if that is what your payroll system expects, then TimeControl export to the payroll system will have only the expected exceptions.

Ah, but if life were only that easy.

Here’s a much more difficult scenario:  Imagine an organization where some of the staff who are project oriented must fill out timesheets to account for their entire week and other non-project personnel will be asked to only fill in timesheets by exception.  Must there then be two separate timesheet systems?

Not at all.

TimeControl’s AutoFill functionality is designed to fill in where the exception timesheet leaves off.  Here’s how it works.

First, define who will be entering timesheets by exception.

Next, create a process that allows people who have exceptions to enter them by a certain time in the timesheet period.  For example on a weekly timesheet perhaps exceptions must be entered by noon on Monday.

Now run the AutoFill functionality and have it “fill-up” the timesheets for the people defined to the total number of hours per day that you define.

In this manner TimeControl will create blank timesheets and automaticall fill them in or add to the exceptions that are already there to fill in a complete timesheet.  Now the project staff who enter a complete task-based timesheet every week and the non-project staff who enter a timesheet only by exception will end up with a completed timesheet that can be reported on together, exported or analyzed together and, if you still need to send only the exceptions to the payroll system, that too can be filtered to send only the appropriate data.

TimeControl’s AutoFill is one of the more popular features for HR and Payroll adminstrators for the enormous time it saves by automating a simple function and allowing a single timesheet to replace multiple timesheets.

You can see more HR related functions in the TimeControl and HR use-case area of the TimeControl.com website.

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FAQ: Timesheets by Exception

autofill.jpgCan TimeControl support timesheets entered only by exception? We have some operational staff who do the same thing all the time and are on salary so the only time we need their timesheet is when they need to book sick leave or vacation.

You can do timesheets by exception.  But, more importantly, you can do timesheets by exception for some staff while doing positive-entry timesheets for everyone else.  A positive-entry timesheet is one where an employee is expected to enter the timesheet with what they did with their time each day.  An exception timesheet is one where the employee typically does the same task each day so tracking their day-to-day activities is not important.  In their case, we’d like to default their timesheet to a standard week (for example: 40 hours of “in attendance”). Those employees would only have to make an entry for an “exception” such as vacation or sick leave or personal time off.

TimeControl includes a function called “Autofill” that automatically fills a timesheet for any employee in this category to the maximum per day required.  If there are no entries for that person, a complete week is filled in.  If there are some exception entries, only the gaps are filled in.  In this manner we can accommodate both exception timesheet employees and positive-entry timesheet employees.  More on this and other HR-related functions can be found at: http://www.timecontrol.com/use-cases/human-resources