Summary

Self-Service 3.5 and later functionality.

Employee Timesheet Settings records define how an employee uses timesheets in Self-Service. If an employee does not have an Employee Timesheet Settings record, then they cannot use Self-Service to submit timesheets.

Fields

Timesheet settings:

Defines how employees use timesheets in Self-Service.

In the Timesheet settings pick list, select a Timesheet Settings record.

Start date:

Date from which this record is active.

End date:

Date from which this record is inactive.

You cannot enter an End date. When you add a new record, PayGlobal automatically adds an End date value that is one day before the start date of the new record.

Multiple records

You can add multiple Employee Timesheet Settings records for an employee.

PayGlobal sorts the Employee Timesheet Settings records by Start date.

When you add a new record:

• the new record's Start date must be later than the Start date of the current record or the following message will appear: You must enter a date that is after the start date of the last record.
• the Timesheet Settings Code must not be the same as the previous record or the following message will appear: "You cannot add these values because the 'Timesheet settings' record already exists. Please choose another combination."

  Important: You must not change an employee's timesheet settings for periods in the past. If timesheets have been generated and finalised for a period and then you change the employee's timesheet settings for that period, those timesheets will be invalid. If you need to change an employee's timesheet settings, then you should make the change for a period in the future or as close to the current date as possible.

Adding a timesheet with a different period

When an employee's new timesheet settings record will have a different period to the existing record, the new record's start date must be selected correctly to ensure that the employee does not end up with two overlapping timesheets in ESS.

Scenario

An employee has a timesheet settings record with a weekly period Monday to Sunday. You need to add a new timesheet settings record (to the employee) with a weekly period Friday to Thursday.

You must select a start date where the day is also in the previous period. In this example, you must select August 26, 27 or 28th — then the employee's last timesheet for the previous period will be August 15 - 21. Timesheets for the days in between (Aug 22 - 25) must be completed manually.

If you selected any of the days Aug 29 - Sept 1 as the start date, then the employee's last timesheet for the previous period will be August 22 - 28. The employee will have overlapping timesheets, which will cause errors if both timesheets are generated, so one of the timesheets would need to be deleted.

See topic 37172 in the Self-Service documentation for more information.

Deleting records

When you delete a record:

• you can only delete the last record added. If you attempt to delete an earlier record, then the following message will appear: "This record cannot be deleted. You can only delete the last record."
• the End date of the most recent record is cleared.