Use the Approved Time Sheet report to get an overview of your time sheet data across a certain date period and to check whether approvals are complete, ready for payroll.
How to run the Approved Time Sheets report
1. Go to Kitomba 1 and select the Reporting tab in the top navigation bar.
2. Select Reports, then in the Staff section, find the Approved Time Sheets report.
3. Choose the Date range you want to run the report for.
4. Choose whether you want to report any hours worked on the weekend as a separate figure, this can be controlled from Report options button.
5. If you are a multi-site business, choose whether you want to group the rows on your report by location or by staff payroll ID. This is controlled from Report options.
Note: Grouping by payroll ID is helpful if you have staff that work at multiple locations, this will combine all of their time sheet data across all locations into one row.
6. Select Run report.
7. Scan the All days are approved column for any crosses. A cross indicates that there is a time sheet in that date range that still needs to be approved.
Once you’re satisfied that everything is approved, and the hours look correct, you can download the report and import it into your payroll system.
Note:
- If you’re seeing different hours on your Approved Time Sheet report to what’s showing in your calendar check that:
- the leave and paid custom time reasons you’re expecting to see have been set up to show on your timesheets. See these guides to view how.
- you haven’t made updates to your staff member's timetable after their time sheet was approved. The Approved Time Sheets report uses the hours approved on the staff member's time sheet, not the hours on the staff member's timetable. If you’ve made updates to the timetable, you can reopen the time sheet to make the necessary edits and then re-approve it.
Understanding the Approved Time Sheets report
The Approved Time Sheets report is made up of two sections; ‘standard columns’ like payroll id, days worked, working hours, etc. and ‘customisable columns’ which are business specific and report on custom time and leave time.
Below is an overview of these columns and a description of how any figures are calculated.
|
Standard columns |
Description |
|
Payroll ID |
The payroll ID assigned to this staff person from the Kitomba 1 staff card. |
|
All days are approved |
Uses a tick or cross to indicate whether every time sheet in the reporting period is marked as ‘approved’. |
|
Days worked |
Number of distinct calendar days where some working hours were approved. e.g. 8 hours Tuesday, 4 hours Wednesday, 1 hour Thursday = 3 days. |
|
Working hours |
Sum of approved hours worked. This excludes leave hours. |
|
Normal hours |
Sum of approved hours worked. This excludes public holidays and custom time. |
|
Saturday working hours |
Sum of approved hours worked on Saturdays. This excludes public holidays and custom time. Note: If you decide to report ‘Show weekend working hours’, i.e. report on Saturday and Sunday working hours separately, these will be excluded from the standard ‘Normal hours’ column. Showing this column is controlled by the report option ‘Show weekend working hours’. By default this is set to ‘No’. |
|
Sunday working hours |
Sum of approved hours worked on Sundays. This excludes public holidays and custom time. Note: If you decide to report ‘Show weekend working hours’, i.e. report on Saturday and Sunday working hours separately, these will be excluded from the standard ‘Normal hours’ column. Showing this column is controlled by the report option ‘Show weekend working hours’. By default this is set to ‘No’. |
|
Public holiday working hours |
Sum of approved hours worked on a public holiday day. Public holiday days are the days where leave has been entered at the business level. You can manage business leave from Kitomba Admin -> Business Units. |
|
Custom columns |
Description |
|
Custom time, e.g. ‘Admin - Hours ’ |
Sum of approved hours for a certain custom time, e.g. ‘Admin’. You can manage your list of custom time reasons from Kitomba 1 Settings -> Reasons. |
|
Leave time, e.g. ‘Annual leave - Hours’ |
Sum of approved leave hours for a certain leave type, e.g. ‘Annual leave’. You can manage your list of leave reasons from Kitomba 1 Settings -> Reasons. |
|
Leave time, e.g. ‘Annual leave - Days’ |
Sum of total leave days for a certain leave type. e.g. ‘Annual leave’. This is calculated by taking the sum of each day’s approved leave hours and dividing it by the day’stimetabled duration. Example: Alex is scheduled to work two days this week, 09:00 to 17:30 on Wednesday and 10:00 to 18:00 on Thursday. He takes Annual leave (AL) for the whole of Wednesday and the morning of Thursday (10:00 to 12:00), and this leave is entered into Kitomba.
If this time sheet is approved, the total Annual Leave (AL) - Days will be reported as 1.25 (1 on Wednesday + 0.25 on Thursday). |
<<end>>
Comments
0 comments
Please sign in to leave a comment.