TIMESHEETS IMPLEMENTATION MANUAL · 2020. 7. 22. · 3.11 welcome screen timesheet quick entry 126...

C o n n X T i m e s h e e t s

© 2005 - 2018 ConnX Pty Ltd 1 of 206

TIMESHEETS IMPLEMENTATION MANUAL

VERSION 5.2


2 of 206 © 2005 - 2018 ConnX Pty Ltd

Copyright © 2005 - 2018 ConnX Pty Ltd ABN 46 108 567 960

Reproduction in whole or in part by electronic, mechanical or chemical means,

including photocopying, recording, or by any information storage and retrieval system,

in any language, is strictly prohibited, except in accordance with the Copyright Act

1968.

The information contained within this document is for illustrative purposes only. ConnX

Pty Ltd and its employees accept no responsibility or liability whatsoever for any act or

omission upon the contents of this document.

ConnX Pty Ltd acknowledges that the product and company names mentioned in this

document may be the trademarks of their respective owners.

ConnX Pty Ltd

Level 8

303 Coronation Drive

MILTON QLD

PO Box 1122

MILTON QLD 4064

AUSTRALIA

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Web: www.connx.com.au

http://www.connx.com.au/


© 2005 - 2018 ConnX Pty Ltd 3 of 206

TABLE OF CONTENTS

INTRODUCTION 7

DOCUMENT PURPOSE 7

TYPOGRAPHIC CONVENTIONS 7

GETTING HELP 8

ONLINE HELP 8

DOCUMENTED HELP 8

CONNX SUPPORT 8

1.0 OVERVIEW 9

1.1 GENERAL NAVIGATION 10

1.2 GETTING STARTED 12

2.0 SETUP 15

2.1 SECURITY ACCESS 15

2.2 INITIAL TIMESHEET SETTINGS 16

2.2.1 QUICK ENTRY CONTROL 16

2.2.2 SETTING THE NUMBER OF PERIODS THAT TIMESHEETS CHECK REQUIRED HOURS FROM 17

2.2.3 ALLOWING MANAGERS TO SET PUBLIC HOLIDAY TRANSACTIONS 17

2.2.4 LABEL CUSTOMISATION 18

2.2.5 TIMESHEET VERIFICATION SETTINGS 19

2.3 PERIOD END DATES 22

2.3.1 CREATING PERIOD END DATES 22

2.3.2 GENERATING PE DATES 24

2.3.3 CLOSE OF PERIOD END DATE 25

2.3.4 AUTOMATICALLY SETTING THE CURRENT PERIOD 25

2.3.5 MANUALLY SETTING THE CURRENT PERIOD 26

2.4 ESTABLISHING WORKFLOW ACTIONS AND SEQUENCES 28

2.5 TIMESHEET TEMPLATES 29

2.5.1 TIMESHEET ENTRY SETTINGS 31

2.5.2 SUMMARY VIEW SETTINGS 34

2.5.3 DETAILED VIEW SETTINGS 35

2.5.4 TOIL SETTINGS (IF ENABLED) 38

2.5.5 COMPONENT TYPES 39

2.5.6 SHOWING TRANSACTIONS ON THESE DAYS 39

2.5.7 EXPORT SETTINGS 40

2.5.8 VERIFICATION SETTINGS 42

2.5.9 REMINDER SETTINGS 46

2.5.10 COPYING TEMPLATES 50

2.5.11 DELETING TEMPLATES 51


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2.6 TOIL 52

2.6.1 SETTING UP TOIL IN SAGE MICROPAY 53

2.6.2 SETTING UP TOIL IN CONNX 58

2.6.3 DEFINING TOIL ACCRUAL RATES 61

2.6.4 ADDING TOIL TO TIMESHEET TEMPLATES 65

2.6.5 SOME EXAMPLES OF TOIL 68

2.6.6 ADDING ACCRUAL RATES TO THE TIMESHEET 74

2.6.7 ADDING TOIL ADDITIONAL HOURS TO THE TIMESHEET 76

2.7 ASSIGNING TEMPLATES 78

2.7.1 ASSIGNING A TEMPLATE TO A DEPARTMENT 79

2.7.2 ASSIGNING A TEMPLATE TO AN EMPLOYEE 80

2.7.3 UNLINKING A TEMPLATE FROM AN EMPLOYEE 81

3.0 DAILY OPERATIONS FOR EMPLOYEES 83

3.1 EXPORT RECORD ONLY TIMESHEETS 83

3.1.1 FLOWCHART – RECORD ONLY TIMESHEETS 84

3.1.2 FLOWCHART – EXPORT TIMESHEETS 85

3.2 UNDERSTANDING THE TIMESHEET FORM 86

3.2.1 SUMMARY (OR SPREADSHEET) VIEW 86

3.2.2 DETAIL (OR TRANSACTION) VIEW 87

3.2.3 DAILY SUMMARY 88

3.2.4 DETAIL VIEW ONLY TIMESHEETS 89

3.2.5 HOW ARE LEAVE APPLICATIONS SHOWN? 90

3.3 USING THE TIMESHEET LIST (FOR EMPLOYEES) 91

3.4 OPENING YOUR TIMESHEET 93

3.4.1 SPECIFYING A DATE 93

3.4.2 SELECTING A TIMESHEET FROM THE LIST 93

3.5 RECORD ONLY TIMESHEETS AND HOURS WORKED 94

3.6 COMPLETING THE TIMESHEET FORM 95

3.7 SUMMARY VIEW – DATA ENTRY EXAMPLES 96

3.7.1 COMPLETING WITH START AND FINISH TIMES 96

3.7.2 WITHOUT START AND FINISH TIMES 98

3.7.3 USING THE COMPONENT DROP-DOWN LIST ROW 99

3.7.4 WITH COST ACCOUNTS AND/OR ACTIVITIES 101

3.7.5 TAKING A ROSTERED DAY OFF 105

3.7.6 TAKING TOIL 107

3.7.7 ENTERING LEAVE IN CONNX TIMESHEETS 109

3.7.8 ENTERING ADDITIONS AND DEDUCTIONS 109

3.8 DETAIL VIEW – DATA ENTRY EXAMPLES 115

3.8.1 ADDING A NEW TRANSACTION 115

3.8.2 EDITING A TRANSACTION 117

3.8.3 DELETING A TRANSACTION 118

3.8.4 MULTI-DAY TRANSACTIONS 118


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3.9 COMMENTS 119

3.10 TIMESHEET VERIFICATION 120

3.10.1 COMPLETING PER DAY 120

3.10.2 COMPLETING PER TRANSACTION 123

3.11 WELCOME SCREEN TIMESHEET QUICK ENTRY 126

3.11.1 RECORDING YOUR HOURS FOR TODAY 127

3.11.2 RECORDING YOUR HOURS FOR A PREVIOUS DAY 128

3.11.3 RECORDING MULTIPLE SHIFTS 129

3.11.4 RECORDING BREAK TIMES 130

3.11.5 ENTERING TIME ON A DAY WHICH IS ALREADY ON A COMPLETED TIMESHEET 132

3.12 SUBMITTING TIMESHEETS (EXPORTING TIMESHEETS ONLY) 133

3.12.1 USING THE TIMESHEET LIST SCREEN 133

3.12.2 USING THE ‘CURRENT TIMESHEET’ LINK ON THE MENU 134

3.12.3 RE-SUBMITTING TIMESHEETS 135

3.13 TIMESHEET STATUS AND MESSAGES 136

3.14 COPYING A TIMESHEET TO THE CURRENT PERIOD 138

3.15 ADJUSTMENTS 140

3.15.1 LEAVE APPLICATION ADJUSTMENTS 143

4.0 DAILY OPERATIONS FOR MANAGERS 146

4.1 MANAGER’S TIMESHEET LIST 146

4.1.1 VIEWING TIMESHEET STATUS 146

4.1.2 FILTERING THE TIMESHEET LIST 147

4.1.3 SENDING MESSAGES TO SELECTED EMPLOYEES 148

4.1.4 VIEWING THE EMPLOYEE’S CURRENT TIMESHEET 149

4.2 VIEWING THE EMPLOYEE’S LIST OF TIMESHEETS 150

4.3 HOLDING A TIMESHEET UNTIL A FUTURE PERIOD 152

4.4 ADDING A PUBLIC HOLIDAY TO EMPLOYEE TIMESHEETS 153

4.4.1 MESSAGES DISPLAYED WHEN ADDING PUBLIC HOLIDAY TRANSACTIONS 154

4.5 PAST TIMESHEETS 155

4.6 RECORD ONLY TIMESHEET MANAGER 156


4.7.1 TIMESHEET VERIFICATION SUMMARY 158

4.7.2 VIEWING TIMESHEET VERIFICATION – PER DAY 161

4.7.3 VIEWING TIMESHEET VERIFICATION – PER TRANSACTION 165

4.8 APPROVING TIMESHEETS 169

4.8.1 APPROVING A LEAVE APPLICATION 170

4.9 TIMESHEET STATUS 171

5.0 DAILY OPERATIONS FOR PAYROLL/HR 172

5.1 VIEWING AND FILTERING THE ADMINISTRATOR’S TIMESHEET LIST 172

5.2 TIMESHEET LIST FUNCTIONS 176


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5.2.1 VIEWING TIMESHEETS 176

5.2.2 LIST EMPLOYEE TIMESHEETS 176

5.2.3 DELETING TIMESHEETS 176

5.2.4 COMPLETING TIMESHEETS 177

5.3 RECORD ONLY TIMESHEET MANAGER 178


5.4.1 TIMESHEET VERIFICATION SUMMARY 180

5.4.2 UNVERIFYING A TRANSACTION OR DAY 182

5.5 OTHER TIMESHEET OPTIONS 184

5.5.1 HOLDING A TIMESHEET UNTIL A FUTURE PERIOD 184

5.5.2 TIMESHEET MESSAGES 185

5.6 EXPORTING TIMESHEET TRANSACTIONS 188

5.7 IMPORTING TIMESHEET TRANSACTIONS INTO YOUR PAYROLL SYSTEM 189

6.0 ADMINISTRATION 190

6.1 COST ACCOUNTS 190

6.2 ACTIVITIES 191

6.2.1 CREATING ACTIVITIES 191

6.2.2 CREATING ACTIVITIES FROM CSV 192

6.2.3 EDITING AN ACTIVITY 192

6.2.4 DELETING ACTIVITIES 192

6.3 PHASES 194

6.3.1 CREATING A PHASE 194

6.3.2 CREATING PHASES FROM CSV 195

6.3.3 EDITING A PHASE 195

6.3.4 DELETING PHASES 195

6.4 TASKS 197

6.4.1 CREATING A TASK 197

6.4.2 CREATING TASKS FROM CSV 198

6.4.3 EDITING A TASK 198

6.4.4 DELETING TASKS 199

6.5 LINKING TASK, PHASE OR ACTIVITY TO LEAVE REASONS 200

7.0 REPORTING 202

7.1 CONNX REPORTS MANAGER REPORTS (IF APPLICABLE) 202

APPENDIX A DATA FILE IMPORT SPECIFICATIONS 204

A 1 FILE TYPE 204

A 2 FILE FORMAT 204

A 3 IMPORTING LINKED ACTIVITIES, PHASES AND TASKS 206


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INTRODUCTION

Document Purpose

This manual has been written to assist you with the implementation of ConnX Timesheets.

This manual is also a resource guide for your reference.

Typographic Conventions

Before you start using this guide, it is important to understand the terms and

typographical conventions that are used throughout the documentation.

The following kinds of text formatting identify specific types of information.

Formatting

Convention Type of Information

Bold

Bold text is used in the procedures in this document to show

screen names and user interface items that can be clicked or

selected, such as buttons, or items in a list. For example:

Select a Pay Frequency Group from the drop-down list

Select Update to apply the setting.

Italicised text

Italicised text is used in the procedures in this document to show

menus. For example:

Go to Timesheets > Setting up Timesheets.

NOTE

A note contains useful information that can help you to get the

most out of ConnX.

WARNING

A warning contains critical information about the configuration

options available to you which have an impact on user access and

security.


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Getting Help

Online Help

Immediate help is available in ConnX via the online help system by selecting the ? icon

in the top-right of any screen. This is called “context sensitive help”. The help file shown

is related to the specific screen you are using.

Documented Help

This manual, and other manuals related to ConnX, are provided for your use. Please refer

to them if you have any questions about setting up ConnX, or using ConnX.

ConnX Support

Please contact your ConnX Support Representative if you require any assistance.

Contact Address

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Email: [email protected]

Level 8

303 Coronation Drive

MILTON QLD 4064

AUSTRALIA

PO Box 1122

MILTON QLD 4064

AUSTRALIA

mailto:[email protected]


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1.0 OVERVIEW

ConnX Timesheets has been designed to cater for paper-based timesheets and offer

similar functionality. As there can be many different types of timesheets (even within the

one payroll database), ConnX Timesheets has a range of options and settings to select

from when creating timesheets.

There are three distinct parts to ConnX Timesheets:

1. Templates – A template is a series of settings that ConnX Timesheets uses to build

the timesheet form to display to the employee. This manual covers setting up

templates and assigning templates to employees.

2. Completion – Filling out the timesheet including entering time, leave, RDOs taken,

additions and deductions; submitting the timesheet for approval; and approving

and denying the timesheet.

3. Processing – HR employees cross check data, print reports and export transactions

to the payroll system if the timesheet is a paid timesheet.

This manual provides details of the role ConnX Administrators and HR Administrators

have in the setup and use of ConnX Timesheets.

The manual describes timesheet templates, the completion and management of

timesheets, and processing timesheets.


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1.1 General Navigation

Navigating around ConnX Timesheets is simple; The Timesheet Quick Entry control, if

enabled, is shown on the Welcome screen, and enables you to record your times directly

into it. It then takes these values and automatically applies them to the timesheet.

The timesheet has two view options for employees to enter their time:

1. Summary View

2. Detailed View

The timesheet must have the Detailed View, as this contains the exported information.

However, the summary view can be turned on or off.

An example of the Summary View as shown below. It is a more user-friendly format than

the Detailed View and is similar to a paper-based form.


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An example of the Detailed View is shown below. It includes the information entered in

the Summary View and contains the transactions that are exported to the payroll system

at the end of the pay period.


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1.2 Getting Started

ConnX Timesheets includes a setup screen to guide you through the basics of navigation

throughout the system.

To get access to the Timesheets setup screen, go to Timesheets > Setting up Timesheets.

A screen similar to the following will display.


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There are several links on this screen. Select the links to go to the related section of

ConnX Timesheets.

You are also able to configure whether you would like to make the Quick Entry Control

available on the Welcome screen, check required hours, allow Managers to set Public

Holidays, and use timesheet verification. These options are discussed in more detail in

the following sections.

After making any changes, select Update Settings to save those changes.


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2.0 SETUP

2.1 Security Access

This section discusses how to access ConnX Timesheets as an employee, manager, HR

Administrator or an Administrator.

ConnX Timesheets use the existing access levels to the system to govern your access.

Therefore, if you have Administrator access to ConnX, then you have Administrator

access to ConnX Timesheets.

The following table outlines the access levels, and their meanings in ConnX.

Access Level Description

Employee You can only get access to your timesheets only.

You can also look at your previous timesheets.

Manager/Supervisor Includes employee access, plus you can view your

employees’ timesheets, and also approve the timesheet

for the employee.

HR Administrator Includes the manager/supervisor access plus access to

all timesheets for those employees that you have access

to (if restricted).

Will enable you to process timesheets and export them

to payroll.

Administrator Includes the HR Administrator access, with access to all

timesheets for those employees that you have access to

(if restricted).

You can create timesheet templates, assign timesheet

templates, and configure all ConnX Timesheets settings.


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2.2 Initial Timesheet Settings

There are a number of settings associated with ConnX Timesheets that can be configured

on Setting Up Timesheets.

To review the initial timesheet settings:

1. Go to Timesheets > Setting up Timesheets.

2. Scroll down to the Timesheet Module Settings section.

3. Make any necessary changes to the settings. A description of each setting is shown

in the following sections.

2.2.1 Quick Entry Control

The Timesheet Quick Entry control is shown on the Welcome screen and is an easy way

to add details to your personal timesheet.

If turned on it will look similar to the following:


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2.2.2 Setting the Number of Periods that Timesheets Check Required Hours

From

When transitioning from paper-based timesheets to ConnX Timesheets, you can make it

necessary for employees to enter historical timesheet data for a specific number of

periods.

To do this:

1. Key in the Number of periods that Timesheets will check required hours from

into the field.

2. Select Set Periods to set the number of periods.

ConnX makes sure all employees have entered timesheets for the specified number of

periods prior to the current date, before new timesheets can be created.

2.2.3 Allowing Managers to Set Public Holiday Transactions

This option allows Managers to set a Public Holiday timesheet transaction for multiple

employees.

To do this:

1. Set Allow managers to set transactions for Public Holidays to Yes.

2. Select Edit to choose the Pay Component and the Cost Account that you want the

transaction to default to for each payroll database.

3. Select Update to save your changes.


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Option Description

Allow managers to set

transactions for Public Holidays

Turns this functionality on or off.

Pay Component Allows the user to specify the pay component

that Public Holidays will be used as.

Cost Account Allows the user to specify the Cost Account

that Public Holidays will be costed to.

2.2.4 Label Customisation

You can customise the names for Activity, Phase, and Task, so they are more appropriate

for your organisation. To do this, key the name that you would like into the respective

field, and select Update Labels.


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2.2.5 Timesheet Verification Settings

Timesheet verification is optional and performed before the timesheet is submitted for

approval. Timesheet verification is configured for specific timesheet templates, discussed

in detail later in this document.

Some of the benefits of using timesheet verification are:

• If employees are in multiple departments and allocate time to different projects

or cost accounts, these can be verified by the related Manager.

• Verification can be done part way through a pay period, allowing any necessary

changes to be made before the timesheet is submitted for approval.

• Verification can be done by any user who has access to the employee’s timesheet,

via My Team > List Employees.

• Verification does not replace approval, however, with timesheet verification, users

with a Supervisor access level can verify transactions before the timesheet is

submitted for approval.


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If Allow Timesheet Verification is set to Yes, you are given several other options to

select from. These settings all relate to the Verification Summary screen that Managers

can access to help them to determine the status of their employee’s timesheets.

If you would like to show an Overtime Column on Verification Summary, set this option

to Yes.

If you would like to show an Adjustments Column on Verification Summary, set this

option to Yes.

Verification Summary can also include up to three additional columns, which can be

assigned any header name (e.g., Travel Allowances, Site Allowances).

If you are using additional columns, you must assign Additions using the grid shown

below, which includes additions from the payroll system. To assign specific additions,

select the additions that you want to be shown in the appropriate column by selecting

the related checkbox.

An example of the Verification Summary screen, with the Overtime and Adjustments

column, and two addition columns are below:


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2.3 Period End Dates

Period end dates play a very important role in ConnX Timesheets.

A period end date shows the last day of a pay period for a payroll database. When a

timesheet is created for an employee, the current period end date (for that employee’s

payroll database) is used to determine which dates to show. Without this reference, a

timesheet cannot be created.

While it is important to always have a current period end date set, it is strongly

recommended that you create several future period end dates. This allows employees to

start completing a timesheet for the next period.

2.3.1 Creating Period End Dates

The Period End Dates section of ConnX enables a series of period end dates to be

created. Period end dates can be setup for each payroll database configured in ConnX.

You can either create a specific date or generate dates with a defined interval until a

specified day.

To create period end dates:

1. Go to HR Admin > Period End Dates. A screen similar to the following will display.

2. Select a Payroll Database from the Payroll Database drop-down list at the top of

the screen. If period end dates already exist for the selected Payroll Database, they


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are shown in the grid. Select the Future Periods Only checkbox to show only future

dates.

3. Select Add at the top of the screen to add a new period end date.

4. Complete the fields on the Add New Period End Date window. A description of

each field is shown in the following table.

5. Select Save or select Clear to remove all changes.

Field Description

Period End Date If the Current Period drop-down list is set to Yes, ConnX

automatically makes this the current period end.

Pay Date The date when payment is made for work performed in this

period.

Current Period Is the period end date associated with the current period?

For Transactions If the For Transactions drop-down list is set to Yes, ConnX

associates leave applications and timesheets with this period

and uses this date for exporting.

Pay Frequency

Group

The group for payment of employee payroll data.


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Field Description

Pay Frequency The frequency of a payroll payment made to an employee

(e.g., weekly, fortnightly, or monthly).

Close of Period

End Date

The due date for timesheets to be submitted each pay period.

Comments Any comments related to the period end date.

To make changes to the information associated with a period end date, select an entry

in the grid, and select Edit. ConnX shows the edit window where you can make any

necessary changes to the details of any of the listed period end dates. Select Save or

select Cancel to remove all changes.

To delete a period end date, select an entry in the grid, and select Delete at the top of

the screen to remove that period end date from the system.

2.3.2 Generating PE Dates

A series of period end dates can be quickly created by selecting the Generate PE Dates

button. This is useful if your period end dates are on a set frequency (e.g., every week).

To quickly create a series of period end dates:

1. Select a Payroll Database from the Payroll Database drop-down list at the top of

the screen.

2. Select Generate PE Dates. ConnX opens the following window.


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3. Select a Pay Frequency Group from the drop-down list. The Pay Frequency

associated with that group is automatically shown under the group.

4. Key in a number in the Increment text box and select Days or Months.

5. Set the last date you want to generate period end dates for in the Until field.

6. Select Save. ConnX shows a table of the generated period end dates.

2.3.3 Close of Period End Date

The Close of Period End Date is the due date for timesheets to be submitted each pay

period. By default, when a period is configured, the Period End Date is also used to

populate the Close of Period End Date. However, the default value for Close of Period

End Date can be adjusted, allowing the user to nominate a date either before or after

the Period End Date.

Close of Period End Dates are configured when adding new periods.

1. Go to HR Admin > Period End Dates.

2. Select the Payroll Database that the close of period end date is being added for.

3. Select a period end date, and select Edit, or double-click a period end date on the

grid.

4. Make any necessary changes to the Close of Period End Date.

5. Select Save or select Reset to remove all values and start again.

NOTE

If you use the Generate PE Dates to create the period

end dates, it will increment the Close of Period End

Date by the same values used to increment the Period

End Date.

2.3.4 Automatically Setting the Current Period

During an import from the payroll system at end of pay, ConnX will automatically set the

new current period. This is done for each payroll database and pay frequency group that

was selected for import.

After an import it is recommended to check Period End Dates and verify the correct

period has been set.


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If ConnX is unable to determine the new current period you are required to set this

manually, described below.

2.3.5 Manually Setting the Current Period

As timesheets rely on the correct period end date being set, it is important to continually

update the current period. This process should be performed at the end of each period.

1. Open Period End Dates via HR Admin > Period End Dates.

In the above picture, for the weekly pay frequency, it can be seen the current period

ends on the 18/09/2015.

2. To change to the next period end date, select the entry in the grid, then select Edit

above at the top of the screen. ConnX opens the Editing Period End Date window.


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3. Change the Current Period drop-down list to Yes.

4. Select Save. This will automatically set the old current period to No.


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2.4 Establishing Workflow Actions and Sequences

ConnX Timesheets uses workflow actions and sequences, similar to those that other parts

of ConnX use, to make sure that employees’ timesheets are approved by the appropriate

people.

To establish the workflow for ConnX Timesheets:

1. Go to Admin > Workflow Actions. A screen similar to the following will display.

2. Configure the settings for workflow action ID 21 - Timesheets New.

This is the approval sequence that is followed when an employee submits their

timesheet. For more information, please refer to the ConnX Implementation

Manuals.


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2.5 Timesheet Templates

You are now ready to create your timesheet template, which includes various options

that can be configured as per your organisational requirements. You can have multiple

timesheet templates if required. The following section discusses the settings that are

available when you are creating a timesheet template.

To create a template:

1. Go to Timesheets > Timesheet Templates. A screen similar to the following will

display.

2. Select Create a New Template at the top of the screen.

3. Key in a Name/Description for this template.

4. Select the Payroll Database that this template will be associated with. Only

employees in the selected payroll database can use this template.

5. Select the desired Template Export Setting based on the options shown in the

following table.


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Template

Export Setting Description

Export Timesheet transactions are sent to payroll when an export

is performed.

Record Only Timesheet transactions are not sent to payroll but will be

stored for historical purposes within ConnX Timesheets.

6. Select Update to save the new template. The template is added to the list of existing

templates, and the Delete is made available, as shown below.

7. The template settings can be applied now that a template has been created and

selected.

Timesheet Template Settings is comprised of multiple tabs, as shown below:

By selecting on the name of the tab, the preferred settings can be set for the timesheet

template being created.

NOTE

The Verification tab is only available if you have enabled

timesheet verification on the Setting up Timesheets

screen.

A description of each tab is shown in the following sections.


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2.5.1 Timesheet Entry Settings

Field Description

Pre-populate paid hours

from the work schedule

If set to Yes, normal paid hours are entered on the

timesheet based on the employees work schedule.

Pre-populate leave

applications as timesheet

transactions

Pre-populating leave applications means:

• Leave applications for the period are

automatically shown on the timesheet.

• Leave applications that have been populated

cannot be withdrawn, rescinded or changed.

• Both pending and approved leave

applications are populated.

• Turning this setting on will prevent

employees entering a leave application for

any day covered by a timesheet.

Distribution list to notify if

ConnX fails to pre-

populate leave apps

If above setting is Yes, it is recommended you select

a distribution list to notify in the event of ConnX

being unable to pre-populate leave applications.

Select a distribution list from the drop-down list.


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Field Description

Start and Finish Times Shows or hides the first 4 lines in the Summary View

(Start Time, Finish Time, Non-Worked Minutes and

Hours Worked) and shows or hides the same fields

in the Detail View.

Worked Hours Sets whether or not the Hours Worked field is

displayed on the timesheet.

Break Time entry If set to Show, non-worked times can be entered as

individual 'break times'. This is required for award

interpretation integration.

If set to Hide, non-worked times can only be entered

as a single value. Start and Finish Times must be set

to Show to enable Break time entry.

Break Time Entry on the

Welcome page

If set to Show, employees can enter break times from

the Welcome screen using the Quick Entry Control.

Start & Finish Times and

Worked hours are required

each scheduled day

If set to Yes, employees must supply either start and

finish times OR a leave transaction for every

scheduled day.

If set to No, ConnX will not force an entry on each

scheduled day.

Automatically reduce Paid

Hours to Worked Hours

If set to Yes, paid hours are automatically reduced to

worked hours if the user enters worked hours that

are less than paid hours.

If set to No, paid hours will not be changed by

ConnX.

Worked Hours can be

manually edited

Worked Hours are automatically calculated from the

formula (Finish Time - Start Time – Non-worked

minutes). If set to Yes, this setting allows the user to

adjust the Worked Hours field.


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Field Description

Allow Worked Hours to be

entered in advance

Sets if employees can enter their hours worked prior

to the actual day. This does not affect the employee’s

ability to enter in their paid hours.

Allow Quick Entry Control

to Add Multiple Shifts per

day

Allows employees belonging to a particular template

to set multiple shifts through the Quick Entry Control

on the Welcome screen.

Allow Employees to record

"Scheduled Days" as "Not

Scheduled"

Sets whether or not employees can mark a particular

day as Not Scheduled to Work when the ConnX work

schedule says that the employee is scheduled to

work.

Distribution List to notify if

setting a scheduled day to

"Not Scheduled"

If above setting is Yes, it is recommended you select

a distribution list to notify in the event of an

employee recording a day as not scheduled. Select

a distribution list from the drop-down list.

Submission prompt (The

message that appears

when the user clicks on

Submit in the timesheet)

If no data is entered, ConnX will use the default

message (“Are you sure you want to submit the

timesheet?”). If text is entered, this message will be

displayed to employees when selecting Submit in

the timesheet.

Allow employees to adjust

previous pay periods

Sets whether or not employees can adjust

timesheets for previous pay periods.

Allow supervisors to adjust


Sets whether or not supervisors can adjust

timesheets for their employees’ previous pay

periods.

Allow managers to adjust


Sets whether or not Managers can adjust timesheets

for their employees’ previous pay periods.


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Field Description

Create new timesheet on

submission of current

Sets whether or not ConnX automatically creates a

new timesheet after the submission of the current

timesheet.

Automatically hold the

timesheet to the next

period

If set to Yes, the timesheet held date is automatically

set to the next period end date. This is useful for

paying in advance.

Show or Hide the Copy

Timesheet Page

Sets whether or not employees can copy their

timesheets from one period to the next.

NOTE

Multiple shifts occur when an employee works two or

more separate shifts in the same day.

2.5.2 Summary View Settings

Field Description

Summary View Sets whether or not the summary view is shown.

If hidden, transactions can only be entered using the

detail view.

This view is not available when Multi-Date Transactions

are enabled on the Detailed View Settings tab.

Component Drop Down

List

Sets whether or not the Component drop-down list is

shown in the summary view.


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Field Description

Component Drop Down

List colour format

The background colour of the Component drop-down

list line.

Cost Account Sets whether or not the cost account column is shown.

Cost Account required If required, then Cost Account is a mandatory field.

Cost Account format Format for the display of the cost account.

Activity Sets whether or not the Activity column is shown.

Activity required If required, then Activity is a mandatory field.

Activity format Format for the display of the Activity.

Show comments section Sets whether or not the employee comments, manager

comments and HR/payroll comments text boxes are

shown.

2.5.3 Detailed View Settings


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Field Description

Factor Sets whether or not the Factor column and field are shown.

Factor - Editable If set to Editable, the user can set the factor per transaction.

Rate Sets whether or not the Rate column and field are shown.

If you want to give employees the ability to select on their

timesheet if the Other or Award rate is to be used, make sure the

Rate option is set to Show and select the Display Other Rate and

Display Award Rate checkboxes. By default, the Normal rate is

applied.

A custom name for Other Rate and Award Rate on employees’

timesheets, and Pay Details > Rate Details, can be configured on

the Pay Details tab via Admin > Settings > Display.

Rate - Editable If set to Editable, the user can set the rate per transaction.

Pay Class Sets whether or not the Pay Class column and field are shown.

Pay Class -

Editable

If set to Editable, the user can set the pay class per transaction.

Paid Hours Sets whether or not the employee's Paid Hours are shown.

Amount Sets whether or not the Amount column and field are shown.

Cost Account Sets whether or not the Cost Account column and field are

shown.

Cost Account -

Editable

If set to Editable, the user can set a cost account per transaction.

Cost Account -

Required

Sets whether or not a cost account is required per transaction.


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Field Description

Cost Account -

Format

Format for the display of the cost account.

Employee

Comments

Sets whether or not the Employee Comments text box is shown.

Employee

Comments

Editable by

Selects which access levels can edit Employee Comments.

Employees can always add/edit/delete their own comments.

Manager

Comments

Sets whether or not the manager comments text box is shown.

Manager

Comments -

Editable by

Selects whether or not HR/Payroll users can edit Manager

Comments.

Allow Multi-

Date

Transactions

Sets whether or not employees can enter transactions that

extend over multiple dates (e.g., 10 PM to 7 AM the following

day.)

When this option is set to Yes, the Summary View and the Quick

Entry Control on the Welcome screen are not available, and you

will only be able to enter details into the Detailed section of the

timesheet.

Activity Sets whether or not the Activity column and field are shown.

Activity -

Required

Sets whether or not an activity is required per transaction.

Activity -

Format

Format for the display of the Activity.

Phase Sets whether or not the Phase column and field are shown.


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Field Description

Phase -

Required

Sets whether or not a phase is required per transaction.

Phase - Format Format for the display of the Phase.

Task Sets whether or not the Task column and field are shown.

Task - Required Sets whether or not a task is required per transaction.

Task - Format Format for the display of the Task.

2.5.4 TOIL Settings (if enabled)

TOIL settings are discussed in the TOIL section of this manual as there are several items

to configure if TOIL is being used.


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2.5.5 Component Types

The Component Types tab enables you to set which component (or transaction) types

the user is able to enter data against. You must have a Normal component on your

timesheet template as a minimum.

Component types can be set differently for the summary and detail views, and for each

access level (i.e. Employee, Manager, HR Administrator, System Administrator, or All).

Examples:

• Enable Managers to enter overtime but not employees. In this instance, Overtime

component access would be given to users with a Manager access level only.

• Enable HR to enter leave but not Managers or employees. In this instance, Leave

component access would be given to HR Admin access level only.

• Only allow entry of additions in the Detail view. In this instance, any Additional

components would be set to Detail View only.

HR/Payroll Administrators and System Administrators can enter all component types

without having to individually add them here.

2.5.6 Showing Transactions on These Days


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You can nominate which days of the week users can enter data against. For example, if

no one in your organisation works on Saturday or Sunday then you can hide these days.

Select Update Day Settings to save your settings.

2.5.7 Export Settings

Field Description

Export all transactions as

entered and process autopay

Everything that is entered onto the timesheet will

be exported to the payroll system. If the employee

is Autopay, an autopay will be generated in the

payroll system.

Export all transactions as

entered and do NOT process

autopay


be exported to the payroll system. If the employee

is Autopay, an autopay is not generated in the

payroll system.

Process all transactions

except Normal and process

autopay


be exported to the payroll system, with the

exception of Normal hours. Autopay will be

generated in the payroll system.

Process all transactions

except Normal and do NOT

process autopay


be exported to the payroll system, with the

exception of Normal hours. Autopay is not

processed in the payroll system.


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Field Description

Do not export zero Normal

hours

If checked the export file will not include any

Normal transactions of zero hours.

Consolidate Normal Hours in

Export file

Will consolidate all entries into one transaction if

they have the same employee, cost account, pay

class, rate, and factors. If Include Date Worked in

Export file is selected, all entries that occur on the

same date will also be consolidated.

Consolidate Time + Half

Hours in Export file

Will consolidate all Time and a Half hours of the

same Activity, Phase and Task into one transaction.

If Include Date Worked in Export file is selected,

transactions will only be consolidated if they have

the same date.

Consolidate Double Hours in

Export file

Will consolidate all Double Time hours of the same

Activity, Phase and Task into one transaction. If

Include Date Worked in Export file is selected,

transactions will only be consolidated if they have

the same date.

Consolidate

Additions/Deductions in

Export file

Will consolidate all additions and deductions into

one transaction. If Include Date Worked in Export

file is selected, transactions will only be

consolidated if they have the same date.

Include Date Worked in

Export file

Will include the date, of each transaction worked,

in the export file.

Map Job Code in Meridian

to:

Option to link either Activity, Phase, or Task to the

Job Code in MicrOpay. The transaction appearing

in MicrOpay will have the same Job Code as that

used in ConnX Timesheets.


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2.5.8 Verification Settings

This tab is available only if Allow Timesheet Verification under the Timesheet

Verification Summary Settings on Timesheet Setup (Timesheets > Setting up

Timesheets) is set to Yes.

The settings shown below control how the employee timesheet can be configured.

Field Description

Employee Settings

Employees Required to

perform Daily Completion

Specifies if the employee is required to mark their

timesheet transactions as Complete ready for

verification by an approver/manager.


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Field Description

Employee Daily

Completion Timing

Specifies how the employee performs the completion

- whether per day or per transaction. If per day, the

employee is able to set the status for all timesheet

records for the day complete. If per transaction, the

employee is required to set the status of each

timesheet transaction to Complete.

Can only Complete when

Normal+Leave =

Scheduled/Contract

Hours

If set to Yes, the system will verify the total hours for

the day equates to the employee’s contract hours,

before setting the status of all timesheet transactions

for the day to Complete.

If set to No, it allows the system to set all the timesheet

transactions for the day to Complete, regardless of the

total number of hours worked for the day.

Default Open Daily

Summary for Employees

Specifies whether the Daily Summary on the

timesheet will be opened or closed by default when

viewed by an employee.

Employee can Complete

Entire Pay Period

Enables the employee to Complete the timesheet

transactions for all the days in an entire pay period at

a time.

All Scheduled Days must

be Completed before

Approval Submission

Specifies if the system will allow the submission of a

timesheet for approval before all timesheet

transactions have been marked as Complete.

If set to Yes, the system will only submit the timesheet

for approval if all transactions have been marked as

Complete.

If set to No, the system will submit the timesheet for

approval regardless of the status of the timesheet

transactions.


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Field Description

Submitting Marks all

Days as Complete

This field is only visible when All Scheduled Days must

be Completed before Approval Submission is set to

No.

If set to Yes, all the timesheet transactions for all days

in a pay period will be marked as Complete when the

timesheet is submitted.

If set to No, the system will retain the previous status.

Show Overtime Column

in Daily Summary

If set to Yes, the Overtime column will be shown in the

Daily Summary section of the screen. Otherwise, the

Overtime column will be hidden.

Show Number of

Transactions Column in

Daily Summary

If set to Yes, the Number of Transactions column will

be shown in the Daily Summary section of the screen.

Otherwise, it will be hidden.

Manager Settings

Manager can Complete Enables a manager to complete the timesheet

transactions on behalf of the employee.

Manager can Unlock

Completed Transactions

Enables a manager to unlock completed timesheet

transactions.

Manager Required to

perform Daily Verification

Specifies if a manager is required to verify completed

timesheet transactions for employees.

Manager Daily

Verification Timing

Specifies how a manager performs the verification

process - whether per day or per transaction.

If Per Day, the system sets the status of all timesheet

records for the day selected to Verified.

If Per Trans, the system sets the status of the specific

timesheet transaction to Verified.


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Field Description

Default Open Daily

Summary for Managers

Specifies whether the Daily Summary on the

timesheet will be opened or closed by default when

viewed by a manager.

Manager can only Verify

Completed Days

Limits the manager to verify only the timesheet

transactions that have been completed by the

employee.

Manager can Verify Entire

Pay Period

Enables a manager to verify timesheet transactions on

all the days for the entire pay period at a time.

All Scheduled Days must

be Verified before

Approval Submission

Specifies if the system will allow submission of a

timesheet for approval with timesheet transactions

not marked as Verified.

If set to Yes, the system will only submit the timesheet

for approval if all transactions have been marked as

Verified.

If set to No, the system will submit the timesheet for

approval regardless of the status of the timesheet

transactions.

Submitting Marks all

Days as Verified

If set to Yes, all the timesheet transactions for all the

days in a pay period will be marked as Verified on

submission.

If set to No, the system will retain the previous status.

Supervisor Settings

Supervisor can Complete Enables a user with supervisor access to complete the

timesheet transactions on behalf of the employee.

Supervisor can Unlock

Complete

Enables a user with supervisor access to unlock

completed timesheet transactions.


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Field Description

Supervisor can Verify Enables a user with supervisor access to verify

timesheet transactions on behalf of the manager.

Addition Columns Section

Addition Columns 1/2/3

checkbox

Specifies if addition columns are to be shown on the

Timesheet screen.

Addition Columns 1/2/3

Header Text

Customisable header for each of the three addition

codes columns.

Assign Addition Code for

Addition Columns

Allows selection of addition codes that will be

included in each of the addition columns that will be

shown on the Timesheet screen.

2.5.9 Reminder Settings

• You can configure ConnX Timesheets to send reminder messages to your

employees about submitting their timesheets. Reminders can be sent either

before or after the reminder date, and the message can be customized.

This tab allows users to:

• set whether a reminder is sent before or after the timesheet is due (only one

option is available per template).

• set how many days before or after the due date the reminder is sent.

• set whether the reminder is sent once, or every day until the timesheet is

submitted.

• create an email template that is used when a reminder is sent


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1. Select the required checkbox to either:

a. Remind Employees Prior to Timesheet Due Date, or

b. Remind Employees After Timesheet Due Date.

2. Key in the number of days prior to/after the due date (Close of Period End Date)

that the Reminder is sent. Key in 0 to send the Reminder on the Due Date.

3. Enter the time of day that Reminder Emails should start being sent.

4. Set the Send Reminder every day until the timesheet is submitted drop-down

list to either Yes or No.

5. Configure the Reminder Email Template:

a. Key in the email address that sent Reminders should be shown to be ‘From’.

6. Key in a Subject that is shown on all Reminder emails generated by this Timesheet

Template.

7. Key in the message that you want to be shown to all employees receiving this

Reminder. A list of message tags is provided and can be added to the Email

Template. The message tags will be replaced with the related details when the

Reminder is created.

8. Select Save Template Settings to update the Timesheet Template with the new

Reminder settings.

In order for Timesheet Reminders to function, employees must meet the following

criteria:

• The employee must have a timesheet or timesheet template assigned for the pay

period.


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• The employee must be required to complete a timesheet each pay period (i.e. the

Employee must complete a timesheet every pay period setting is set to Yes).

Reminders are sent using the selected Send Messages Via method in the Contact Details

section of the employee’s Personal Details screen (i.e. Send System Message Only, Send

Email Only, or Send Email and System Message).


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2.5.9.1 Email Template Tags

Email Template Tags allow users to create message templates that are updated with

employee specific information when they are sent.

Tag The tag is replaced with the following information

when a Reminder is generated for an employee

Employee Code

Surname

Given Name

Preferred Name

If the recipient does not have a Preferred Name

configured in ConnX, then the tag is replaced with their

Given Name.

Period End Date

Close of Period End Date

Sample Template Sample Email

Dear , Dear John,

Your timesheet for the pay period

ending on is due on

.

Your timesheet for the pay period

ending on 15/02/2013 is due on

17/02/2013.

Please ensure that your timesheet has

been submitted no later than 5 pm on

.

Please ensure that your timesheet has

been submitted no later than 5 pm on

17/02/2013.


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If you require assistance with your

timesheet, please speak to a Team

Leader or Manager.

If you require assistance with your

timesheet, please speak to a Team

Leader or Manager.

NOTE

Email Tags are case sensitive and must be added exactly

as shown on the screen list, including the < > brackets

and @ symbols. It may be easier to copy and paste the

tags.

2.5.10 Copying Templates

You can copy all the settings of an existing template into a new template if required.

To copy a template:

1. Go to Timesheets > Timesheet Templates.

2. Select the existing template that you want to copy from the drop-down list at the

top of the screen.

3. Select Copy. ConnX prompts you to key in the name of the new template.

4. Key in the name of the new template.

5. Select OK or select Cancel if you want to abort the process. The screen will refresh

with the new template selected.


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2.5.11 Deleting Templates

To delete a template:


2. Select the template you want to delete from the drop-down list at the top of the

screen.

3. Select Delete. A dialog box will appear to confirm the decision to delete the

selected template.

4. Select OK to delete the template.

NOTE

Templates that have been assigned to employees or are

being used by timesheets cannot be deleted.


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2.6 TOIL

It is possible to track TOIL for employee’s who have been designated as TOIL enabled in

ConnX Timesheets.

These employees gain the following functionality:

• Able to check TOIL leave balances.

• Apply for TOIL via a leave application.

• Apply for TOIL via the timesheet (template permitting).

• Credit TOIL account for hours accumulated outside their normal scheduled hours.

NOTE

TOIL is only available if you are using Sage MicrOpay as

your payroll system.


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2.6.1 Setting up TOIL in Sage MicrOpay

2.6.1.1 Addition/Deduction Register

TOIL credits (accumulated hours) are handled through Additions.

• Set up an addition before tax as a percentage (e.g., Accrued TOIL).

• Leave the Percent value as 0.

• Select the Specify Hours in Transaction checkbox.

It is recommended that you call this addition TOIL Accrual and call the Leave Reason

(described below) TOIL Payout to help differentiate between the two.


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2.6.1.2 Leave Reasons

TOIL debits (payouts) are handled through Leave.

• Set up the Leave Reason description to print on the employees pay advice when

paying TOIL (e.g., TOIL or Flexitime).

• It is recommended you call this leave reason TOIL Payout.

• Set up the User Defined Leave for TOIL in MicrOpay. The addition code previously

set up is linked to this leave.


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2.6.1.3 Employee Details – Public Holidays Leave

• TOIL must be enabled in MicrOpay for each employee that receives it.


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2.6.1.4 TOIL Opening Balances

• Select the TOIL Leave Class and select Edit.

• Please refer to the Sage MicrOpay documentation for information about using

Leave Entitlement Adjustments in MicrOpay.

• Enter the figures for the opening balances for TOIL.


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2.6.2 Setting up TOIL in ConnX

Make sure you perform an import to bring the latest settings across from your payroll

system before adjusting any settings in ConnX.

2.6.2.1 Display Settings

To configure how TOIL is shown in ConnX:

1. Open Settings for Display via Admin > Settings > Display.

2. Select the Leave Settings tab.

3. Key in a Custom Name for TOIL (full name). This setting is optional and defines

how TOIL is labelled throughout ConnX.

4. Select Save.

2.6.2.2 Workflow Actions

The workflow approval action for TOIL is ID 17 - Leave TOIL Payout. This workflow can

be edited by via Admin > Workflow Actions.

Please refer to the ConnX Implementation Manuals for more information on configuring

workflow actions.


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2.6.2.3 Leave Types

To set up Leave Types for TOIL:

1. Go to Admin > Leave > Leave Types.

2. Select the Add button at the top of the screen.

3. Complete each field on the Add New Leave Types Details window. A description

is shown in the following table.

a. It is recommended you call this leave reason “TOIL Payout”.


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4. Select Save.

2.6.2.4 Leave Reasons

TOIL debits (payouts) are handled through Leave.

To set up Leave Reasons for TOIL:

1. Go to Admin > Leave > Leave Reasons.


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2. Select the Add button at the top of the screen. ConnX opens the following window.

3. Complete each field on the Add New Leave Reasons Details window. A description

is shown in the following table.

a. It is recommended you call this leave reason “TOIL Payout”.

b. Setup the Leave Reason description to print on the employees pay advice

when paying TOIL (e.g., TOIL Payout or Flexitime).

4. Select the Save button.

2.6.3 Defining TOIL Accrual Rates

If TOIL is accrued at a rate other than 1, this can be configured in ConnX. For example,

the first two hours of TOIL is accrued at a rate of 1, with any additional hours accrued at

a rate of 1.5.

To set accrual rates in ConnX:


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1. Go to Timesheets > TOIL Accrual Rules/Rate Maintenance.

2. Select Add Rule. ConnX opens the following window.

3. Key in an Accrual Rule Code that will be used to refer to the accrual rule in

ConnX.

4. Key in an Accrual Rule Description.

5. Select the In Use checkbox to make this rule available for selection.

6. Select Save. The window closes.

7. Select the rule you have just created in the top grid.

8. Select Add Rate in the bottom grid.


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Accrual Rules are calculated in minutes, from the time the employee starts

overtime. For example, to create an accrual rule that calculates one rate for the

first hour of overtime, and another rate for the second and subsequent hours of

overtime, you must create two Accrual Rates for the rule:

Accrual

Rate

Accrued Minutes

From

Accrued Minutes

To

Accrual

Rate

Rate 1 1 60 1.00

Rate 2 61 9999999 1.50

9. Key in the number of minutes this rule should commence at, into the Accrued

Minutes From field.

10. Key in the number of minutes this rule should last until, into the Accrued Minutes

To field.

11. Key in the Accrual Rate.

12. Select Save.

13. Repeat steps 11 through to 12 for each rate that is required for this rule.


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To apply the Accrual Rule to a timesheet:

1. Go to Timesheets > TOIL Accrual Rules Per Day.

2. Select a Timesheet Template from the drop-down list.

3. Select the applicable TOIL Accrual Rule from the drop-down list adjacent to the

day/s of the week that you want to apply the accrual to.

4. Select Save to apply the rule to the timesheet template.

Alternatively, the accrual rate can be added directly to the timesheet template, which is

discussed in the following section.


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2.6.4 Adding TOIL to Timesheet Templates

To add TOIL to Timesheet Templates:


2. Select a timesheet from the drop-down list at the top of the screen.

3. Select the Component Types tab.

4. To accrue TOIL in the timesheet, add a TOIL ACCRUAL component. This will be one

of the payroll Addition codes. This is mandatory for TOIL to work on the timesheet.

5. To payout TOIL in the timesheet, add a TOIL PAYOUT component. This is a Leave

Component and Reason code.

6. Select the TOIL Settings tab.


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7. These fields provide the means to customise how TOIL is accrued for the timesheet

template. The fields are described in the following table.

Field Description

Do not calculate if

less than (Grace

Period)

The minimum difference between worked hours and

paid hours before TOIL can be accrued.

Calculate in

Increments of

Sets the number of minutes TOIL is calculated in. For

example, if this is set to 15, TOIL will always be a

factor of 15 minutes (e.g., 15, 30, 45 minutes).

Round Up if equal to

or greater than

This is related to the Increments field. If you set the

increment to intervals of 15 minutes, this field defines

what happens when the TOIL amount entered is not

exactly divisible by the increment.

For example, if this field is set to 10 minutes, then

TOIL values equal to or greater than 10 are rounded

up to 15 and all TOIL values less than 10 are rounded

down.

Auto Topup Hours

with TOIL Payout

If this field is set to Yes then if there is less Paid Hours

for a day than the scheduled hours for a given day,

the remaining hours will be “topped up” with TOIL

taken.

For example, if an employee enters five paid hours,

but is scheduled to work seven hours that day, the

system will allocate two hours to TOIL taken.

Number of TOIL

Payout hours allowed

to be taken in

Advance

How many hours an employee’s TOIL balance can

go into the negative.

8. Adjust the TOIL Settings as appropriate for your organisation.


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9. Select Save Template Settings. The Accrual Rates and Additional Hours sections

of this tab are covered later in this manual.


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2.6.5 Some Examples of TOIL

If TOIL Settings are:

• Do not calculate if less than (Grace Period): 15 mins

• Calculate in Increments of: 15 mins

• Round Up if equal to or greater than: 10 mins

Difference between

worked and paid (mins)

TOIL

Amount

(mins)

Reason

14 0 Less than the grace period so TOIL is 0.

17 15 Greater than grace period but rounded

down because needs to be 25 to round up.

25 30 Rounded up because 25 is equal to the

round up value.

37 30 Rounded down to 30 because 7 is less than

the round up value.

50 45 Rounded down because 5 is less than the

round up value.

Accruing TOIL Hours

TOIL is accrued via timesheets. The following formula is used to determine the accruals

to be credited to the TOIL addition on the timesheet template.

TOIL accrual = Worked hours – (Normal Paid Hours + Overtime)

Where:

• Worked hours is: (Finish time – Start time) – Non-worked minutes.


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• Normal Paid Hours is generated from the work schedule or entered manually.

• Overtime is any overtime hours entered manually (e.g., time and a Half and double

time).

Negative Accrual of TOIL Hours

If the (Normal Paid Hours + Overtime) value is greater than the Worked hours value, a

negative accrual will not return, and the system will calculate a zero TOIL balance.

In this case, the user should manually adjust the TOIL accrual if a negative addition is

intended.

For example, if an employee has been given permission to finish early, in exchange for

reducing some of their accrued TOIL, they can enter a negative accrued TOIL amount, as

shown below.


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In the above example, the employee will be paid for eight hours on the Wednesday, even

though they have only worked for six hours.


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Paying TOIL Hours

TOIL is debited from a user’s balance as the result of either of the following actions.

• The user applies for TOIL via a leave application, provided they are entitled to receive

TOIL.

• The user enters transactions against the TOIL leave component on their timesheet,

provided they are entitled to receive TOIL and the template includes a TOIL leave

component. This will happen automatically if the user is on a template that has the

Auto Topup Hours with TOIL Payout option set to Yes.

NOTE

Leave applications and timesheet transactions must be

exported from ConnX into your payroll system. Once a

pay has been run in your payroll system, an import to

ConnX is required to update users TOIL balances (as with

other types of leave).

TOIL Balance Part Way through a Timesheet Period

On timesheets, the amount of TOIL available to a user (for the auto topping up of hours)

will be the value that has been granted to employees that they can take in advance, plus

any TOIL that is accrued in the current period.

NOTE

The Leave Application screen is only aware of the user’s

TOIL balance from the previous period. It does not

include any TOIL accrued during the current period.


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Apply for TOIL via the Timesheet (Template Permitting)

An employee is able to increase or decrease their TOIL balance via timesheet entry. This

enables employees who have worked more than their scheduled hours to allocate the

additional time to their TOIL balance. Conversely, employees could work half a day, and

allocate the remaining time to be taken from their TOIL balance.

Example 1

This timesheet illustrates an employee who is opting to work half a day and take the

remaining time from their TOIL balance. This is similar to the operation performed when

taking TOIL via a leave application.

As can be seen, six hours have been worked and allocated to normal time with two hours

allocated to TOIL Payout.


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Example 2

This timesheet illustrates an employee who has worked a total of 10 hours in a single day.

Eight hours of which is allocated to normal hours and an additional two and a half hours

to be attributed to TOIL.

This addition will increase their available TOIL balance. Note that the increment to the

TOIL balance is available via the ‘Accrued TOIL (20) (%)’ addition.


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2.6.6 Adding Accrual Rates to the Timesheet

If an accrual rate other than 1 applies to the timesheet, you can add Accrual Rate Rules

on the TOIL Settings tab under the Accrual Rates section.

Field Description

Apply Accrual Rules Two options are available from the drop-down list.

Selecting Flexible Scheduled/Unscheduled Rules – allows

you to choose which rule should be used for scheduled

days, and which rule should be used for unscheduled days.

Selecting Flexible Per Day Rules – allows you to use the TOIL

Accrual Rules Per Day settings.

View button

adjacent to Apply

Accrual Rules

This button is available only when Flexible Per Day Rules is

selected.

Select View to open the TOIL Accrual Rules Per Day for the

current timesheet template. From here, you can select an

accrual rule per day of the week.

Scheduled Days

Accrual Rule

This field is available when Flexible Scheduled/Unscheduled

Rules is selected as the accrual rule. Select an accrual rule

from the drop-down list that will apply for days that an

employee is scheduled to work.


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Field Description

View button

adjacent to

Scheduled Days

Accrual Rule

This button is available when Flexible

Scheduled/Unscheduled Rules is selected as the accrual

rule.

Select View to open TOIL Accrual Rules, where you can add

or edit a rule, and add or edit a rate.

Unscheduled Days

Accrual Rule

This field is available if Flexible Scheduled/Unscheduled

Rules is selected as the accrual rule. Select an accrual rule

from the drop-down list that will apply for days that an

employee is not scheduled to work.


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2.6.7 Adding TOIL Additional Hours to the Timesheet

The Additional Hours section of the TOIL Settings tab contains extra TOIL related

settings you can use to process additional hours.

Field Description

Allow Additional

Hours

Select Yes from the drop-down list to enable the

additional hours settings.

Number of Additional

Hours per Week

The number of additional hours (exceeding normal

standard working hours) an employee needs to work prior

to TOIL accruing. This is based on a calendar week (not

related to pay periods). If applicable, TOIL accrues on the

last calendar day of the week.

Additional Hours

Spread Start Time

The time prior to which TOIL is automatically accrued (if

you exceed your normal standard working hours).

Additional Hours

Spread Finish Time

The time after which TOIL is automatically accrued (if you

exceed your normal standard working hours).


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Field Description

Maximum number of

hours per day before

automatic TOIL

Payout

The maximum number of hours in a day you will have to

work prior to automatically accruing TOIL.

Example: if the employee works 12 hours, and the setting

is 10 hours, TOIL is two hours. These two hours of TOIL are

not counted towards the Number of Additional Hours per

Week setting – i.e. the employee cannot receive TOIL

twice.

Automatic TOIL

accrued on

unscheduled days

Yes: TOIL is automatically accrued on unscheduled days.

No: TOIL follows the rules above.

Exceeded Additional

Hours Accrual Rule

This option lets you select an accrual rate/rule from the

drop-down list to be applied to any eligible additional

hours.


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2.7 Assigning Templates

Through the use of templates, different employees can have different types of

timesheets. This section describes how to assign the available templates to individual

employees or groups of employees.

Go to Timesheets > Assign Templates. A screen similar to the following will display.

There are two ways to assign a template to an employee:

1. Assign a template to all employees in a specified department.

2. Assign a template to an individual employee.


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2.7.1 Assigning a Template to a Department

To assign a template to all employees in a specific department:

1. Select Department at the top of the screen.

2. Select a department from the Department drop-down list.

3. Select Include Sub-Depts if you want to include employees in departments which

report to the selected department.

4. Selecting All Departments will select all employees in ConnX. This provides a quick

way to assign the same template to all employees in your organisation, if

appropriate.

5. You can select the related checkboxes if you want to Include Terminated

Employees and/or to Only Show Activated Employees to filter the results as

desired.

6. Upon selecting a department, the screen updates and displays a list of employees

(in the selected department) who currently have a template.

7. Initially no employees will have a template, and the screen will look similar to the

following.

8. Selecting Show employees without a template refreshes the list and includes

those employees (in the selected department) without a template.


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9. Select a Security Level from the drop-down list to filter to list those employees with

the matching security level.

10. Select the checkbox adjacent to each employee that will be assigned a template or

select the checkbox in the list header to select all employees.

11. Select the template from the Timesheet Template drop-down list.

12. The number in brackets following the template name shows the payroll database

to which the template belongs. The selected template will only be assigned to

employees who belong to the same payroll database, regardless of the selection

made in the list.

13. Select whether or not employees are required to complete a timesheet every pay

period.

14. Select Assign Timesheet to Employee(s) to assign the selected template to the

selected employees. The screen will update and display a message indicating

whether the template was successfully assigned to the selected employees.

2.7.2 Assigning a Template to an Employee

To assign a template to individual employees:

1. Select Employee at the top of the screen.

2. Select an employee from the Employee drop-down list. Selecting an employee

updates the screen and shows that employee’s current template (if they have one).


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3. Select the template that you want to assign to the employee from the Timesheet

Template drop-down list. The number in brackets adjacent to the template name

represents the payroll database to which the template belongs. The selected

template is only assigned to employees who belong to the same payroll database.

4. Select whether or not the employee must complete a timesheet every pay period.

5. Select Assign Timesheet to Employee(s). Any errors that occur during this

procedure are shown on screen.

2.7.3 Unlinking a Template from an Employee

To unlink a template:

1. Go to Timesheets > Assign Templates.

2. Use either the Department or Employee selection method to select the

employee(s) that you want to remove the template from.

3. Select (Unlink Templates from Employees) from the Timesheet Template drop-

down list.

4. Select Assign Timesheet to Employee(s).


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3.0 DAILY OPERATIONS FOR EMPLOYEES

This manual provides an overview of an employee’s role in ConnX Timesheets.

Timesheets in ConnX have been modelled on actual paper-based timesheets and

incorporate a variety of options for the configuration and appearance of the actual form.

This manual discusses the general look and feel of the timesheet form, followed by

outlining how employees access their current and past timesheets.

Following this, the actual completion of a timesheet and the subsequent submission are

described.

The last few sections deal with extra features for employees, such as copying timesheets.

3.1 Export Record Only Timesheets

There are two different types of Timesheets in ConnX.

1. Export Timesheets

2. Record Only Timesheets

The following table shows the difference between the two timesheet types.

Type Description

Export The timesheet must be completed, submitted, approved, exported and

paid in the payroll system.

Record

Only

The timesheet must be completed only. There is no submit, approve,

export or pay process involved.


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3.1.2 Flowchart – Export Timesheets

The flowchart shows how Export timesheets are created, completed, approved and

processed.

If you are using timesheet verification, the verification process is indicated by the box

around the relevant items.


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3.2 Understanding the Timesheet Form

The timesheet form has three different sections:

1. Summary View – The Summary View enables quick entry of transactions and

provides an easy to read layout of work for a period.

2. Detail View – The Detail View displays more information for each transaction and

enables information to be edited.

3. Daily Summary (if verification is enabled) – The Daily Summary is applicable for

timesheets with verification enabled and is a summary of information entered in

either the Summary or Detailed views. This is where employees can complete days

and where supervisors or Managers can verify days.

3.2.1 Summary (or Spreadsheet) View

The top section of the timesheet is called the Summary View. You can enter data for the

timesheet here.

It is made up of the following sections.

* = can be changed in Timesheet Templates


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3.2.2 Detail (or Transaction) View

The Detail View shows the actual transactions that the employee will receive. Of course,

the employee is not actually paid in ConnX as the transactions must be exported from

ConnX to the payroll system for a pay to be created. Transactions in the Detail view will

be exported (plus any leave applications for the period) to the payroll system.

The Detail View also enables an employee to edit the information which comprises a

transaction, such as the hours, cost account, activity (dependent on the template

settings).

If verification is enabled and set to ‘per transaction’, this is the section where employees

will complete, and Managers will verify transactions.


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3.2.3 Daily Summary

The Daily Summary is available only for timesheets that are using verification and

appears before the Detail View.

The Daily Summary reflects all transactions entered in the Summary View and the Detail

View and can be open by default for employees and Managers as per the timesheet

template settings.

If verification settings are set ‘per day’ this is the section where employees will complete,

and Managers will verify transactions. When an employee completes the timesheet on a

‘per transaction’ basis they are unable to enter any further transactions for that day unless

their manager ‘unlocks’ the day when requested.

In the following example, Monday and Friday have not been completed or verified, with

Tuesday, Wednesday and Thursday being both completed and verified. This is the

manager’s view.


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3.2.4 Detail View Only Timesheets

There are two cases where only the Detail View will be shown on the timesheet.

1. The timesheet template setting is hiding the Summary View.

2. The timesheet template allows multi-day transactions.

The following image shows a timesheet showing only the Detail View.


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3.2.5 How Are Leave Applications Shown?

An employee’s leave applications are displayed on their timesheet provided the date of

the leave corresponds with the dates covered by the timesheet.

There are a few important points regarding leave and timesheets, listed below.

• A letter ‘L’ will appear for the days of the leave application only when the period

end date for the leave application is not the same as for the timesheet. When the

period end dates are the same, the hours of leave for the day will display.

• Transactions created on the timesheet for leave components do not create

corresponding leave applications that are subject to leave workflow approval rules

(as created under Admin > Workflow Actions). When timesheet transactions are

exported, a completed leave application is created for each leave transaction on a

timesheet.

• If you do not want to give employees access to create leave on their timesheet, do

not include any leave components on the Component Types tab of the timesheet

template.

• Pending leave is displayed in red. Approved leave is displayed in black.

• The hours of the leave application will count towards the total hours on the

timesheet, except if the leave is to be paid in a different period.


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3.3 Using the Timesheet List (for Employees)

All employees entering a ConnX Timesheet have access to a

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