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Setting up Timesheets

Using TimeTemp? Here's what you need to know before making the placement.

Written by Jason Tu

In order to use TimeTemp, there are several key sections you need to update before making the placement. The information in these key sections syncs to TimeTemp to generate timesheets for your employees to fill out (including rules for automatic timesheet & invoice generation)

  1. Job Details:

First, let’s go to the Compensation & Fees tab from a Job’s profile. Make sure you’ve selected the correct Job type. Then, choose Timetemp as Time Management for the job.

⚠️Important: TimeTemp only works with Temporary or Contract roles!

2. Pay & Bill Settings 

Under Pay & Bill Settings, there are the fields below:

  • TimeTemp: Easily select an approver for the timesheets. You can choose up to 2 timesheets approver.

  • Rate Card: This is where you set up the base pay rate. You can choose from the following options on how you want your charge rate to be calculated.

For example, you’ve chosen to calculate the charge by Margin. Fill in the intended Pay Rate and Margin %. To simplify things for you, the grey areas will be automatically calculated and updated for you.

  • Time Interpretation:

Now that we’ve got our rates set up. Let’s set up the Timesheet and Pay rules. You can set up overtime rates using the pay rules.

In Pay & Bill settings, under Time Interpretation, for timesheets, define the start day of the week. This is the day the timesheet will begin. Timesheet cycle is the period where your employees will have to submit their timesheet. 

For example: If you have chosen a weekly cycle, it means that employees have to submit their timesheet every week.

Pay Rules define how your employees are paid. You can set up how they are paid on day or night shifts and the specific rules for it. 

To suit those placements with more unusual pay rules, we have now added more Pay Rule options for you to choose from to apply to placements

  • New Rule Type called ‘Part of Day’: This allows you to set a specific Pay Rule for a period in a day e.g 20:00 - 06:00 and apply a Pay Rule against that.

  • Period Options: Days (all days), Days (weekdays), Public Holiday, Onsite, Offsite

  • Pay rule exceptions: this allows you to set rule exceptions to override General pay rules

Pay Rules can be configured in the Pay & Bill Settings > Settings > Config Table > Type > Pay Level & Overtime

Once you’ve configured the pay rules, it will be available for selection in the dropdown list.

  • PTO and Profit Calculator

This is where you select the PTO settings to be applied for the placement. This syncs over to Vincere for leave/holiday management.

📌Note: Paid Time Off (PTO) is pre-configured in the Admin Settings. Click on the System Preferences tab and go to No. 8 to manage your PTO codes. (available for admin users only).

  • Profit Calculator: The numbers you input here will be used to estimate the total fees for this placement.

📌Note: The ‘Working hours per week’ field is auto-calculated and pre-populates based on ‘Working hours per day’ X ‘working days per week’.

What happens if I need to make changes to the timesheet setup?

Don’t worry, even after a placement is made and your candidate is an active employee in TimeTemp, you can come back to this placement page anytime to make changes. 

📌Note: The update of TimeTemp configuration will apply to the next timesheet period.

Tips and Troubleshooting

  • Ensure Data Synchronization: Always synchronize changes in Vincere to TimeTemp to ensure modifications are applied.

  • Clear Existing Data Before Changes: The ability to edit specific settings, such as the timesheet cycle, may require clearing existing data like timesheets or invoices to prevent conflicts.- Appropriate Permissions: Ensure you have the appropriate permissions (e.g., recruiter permissions) to perform specific actions.

  • Save & Send Function: Always use the Save & Send function to sync changes to TimeTemp.

  • Verify Time Management Settings: Confirm that the placement’s Time Management setting is correctly configured for TimeTemp.

Changing the Timesheet Cycle

To change the timesheet cycle from weekly to monthly for a placement:

  1. Open the Placement Record: Navigate to the Placement in Vincere.

  2. Access the Pay & Bill Tab: Go to the "Pay & Bill" section.

  3. Modify the Timesheet Cycle Field: Under the "Time Interpretation" tab, set the "Timesheet Cycle" field to "Monthly."

  4. Resolve Gray-Out Issues (if applicable): If the Timesheet Cycle field is uneditable (greyed out), ensure the following:

    • Delete Existing Invoices: Remove any invoices associated with the placement.

    • Retract Generated Timesheets: Undo or retract all timesheets that have been generated for the placement within TimeTemp.

  5. Save the New Cycle: Once the cycle is editable, update it to Monthly and save. The system will now generate timesheets based on the updated cycle.

Adjusting the Timesheet Week

If you need to modify the timesheet week for a specific placement, follow these steps:

  1. Access the Placement Record: Navigate to the Placement for which you want to adjust the timesheet settings.

  2. Open the Time Interpretation Tab: Locate the "Time Interpretation" tab within the Placement record.

  3. Specify the Desired Timesheet Week: Change the timesheet week/period as needed (e.g., Saturday–Friday).

  4. Save the Changes: Ensure that your changes are saved.

  5. Synchronize to TimeTemp: Resync the placement to TimeTemp so the new timesheet week applies.### Unapproving an Approved Timesheet If you need to unapprove a timesheet that has already been approved in Vincere (TimeTemp):

  6. Navigate to the approved timesheet.

  7. Click on the red "Unapprove" button located in the top-right corner of the screen.

  8. Note that this action will also remove any sales and purchase invoices automatically created in Vincere. Important: Only users with recruiter permissions can access the unapprove function. Ensure you have the necessary permissions before attempting this action.

Timesheet Changes Not Reflecting in TimeTemp

If a change in a placement’s timesheet configuration (e.g., from Daily to Hourly) is not appearing in TimeTemp:

  1. Verify that the placement’s Time Management setting is set to TimeTemp (not Manual).

  2. After switching the setting to TimeTemp, click Save & Send to sync the placement with TimeTemp.

  3. Once synced, the updated timesheet configuration will be visible in TimeTemp.

Job Site Location Amendments Not Syncing

If changes to the Job Site Location in a placement are not syncing to TimeTemp:

  1. Open the placement record in Vincere.

  2. Expand the TimeTemp section on the right-hand side.

  3. Update the Job Site Location within this section.

  4. Click Save to sync the changes to TimeTemp. Note: Updating the Job Site field in the general Placement Details section will not sync to TimeTemp if TimeTemp is enabled for the placement. Always make changes in the TimeTemp section.

 

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