How to Setup Staff Kiosk Online Timesheets (SK)

1

Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Payrolls' tab.

Enable the Payrolls that will be used for Online Timesheets by completing the four 'Online Timesheet Parameter' fields.

Only enable the Payrolls that have employees who will be submitting online timesheets.

2

Payroll/HRM > Payroll > Setup Information > Position Roles on the 'School Areas' tab.

Create the School Areas that will be used to group together Position Roles, e.g. Sports, Academic, Boarding.

The Dashboard that is available in Staff Kiosk program Payroll/HR > Staff Timesheets presents timesheet numbers by School Area and Status.

3

Payroll/HRM > Payroll > Setup Information > Position Roles on the 'Position Roles' tab.

Create the Position Roles that will be required for all the roles and activities that will be performed by employees who will be required to submit Online Timesheets.

For example, for the 'Sports' school area, it may be each sport like Basketball Coach, Netball Coach, etc.

The number of Position Roles will be influenced by your GL Integration and Approval workflow.

GL Integration Example

If you have separate GL Accounts for each Sport then you must set up a Position Role for each Sport. If you have one GL Account for all Sports then you only need one Position Role (e.g. Sports Coach).

Approval Workflow Example

If you have a separate Approver(s) for each Sport then you must set up a Position Role for each Sport. If you have one Approver(s) all Sports then you only need one Position Role (e.g. Sports Coach).

4

Payroll/HRM > Payroll > Setup Information > Position Roles on the 'Position Roles' tab.

Assign the applicable Position (one or more) to each Position Role.

For example, if you have a standard pay scale for coaches based on their qualifications across all Sports, you may have multiple Positions e.g. Sports Coach Level 1, Sports Coach Level 2 etc. In this case, you would assign all these Positions to each applicable Position Role like Basketball Coach or Netball Coach.

There are 2 ways of assigning—select the Position first or select the Position Role first.

5

Payroll/HRM > Payroll > Setup Information > Position Roles on the 'Position Roles' tab.

Assign the First Approver (one or more) to each Position Role.

If you assign more than one First Approver to a Position Role, then a Timesheet for that Position Role will be assigned to all the assigned approvers but only one of them is required to action the approval.

You may also assign a Second Approver (one or more) to a Position Role if you would like a 2-step approval process.

6

Payroll/HRM > Payroll > Setup Information > Online Timesheet Rules.

Complete this setup if you have any Positions where the hours paid will not be the same as the hours worked.

For example, some casual pay conditions may specify the minimum pay to be received when work is performed, e.g. A Sports coach may get a minimum of 2 hours pay for each coaching session.

7

Payroll/HRM > Payroll > Employee Information > Employees on the 'Permanent Pays' tab.

Under the 'Online Timesheets' section, add the Position Roles for the employee together with the Position and Paycode combinations.

Only the Positions assigned to the selected Position Role will be available to select from.

For example, for a Sports Coach who works casual hours and overtime hours, you will need to add one record with the 'Casual Pay' paycode and add another with the 'Overtime Pay' paycode. The Position Role and Position will be the same for each.

The rate of pay will be displayed for verification.

You should review the permanent pay setups for the employee and delete those that will now be submitted from Online Timesheets.

8

System Admin > Users > Portal Security Permissions.

For all Approvers, assign the permission below:

• Staff Timesheets.

For all Power Users, assign the additional permission below:

• All Staff.

For Approvers and Power Users, assign the additional permissions below as appropriate:

• Add Timesheets.

• Edit Timesheets.

9

System Admin > Users > Portal Security Permissions.

For all Employees who will be required to submit Online Timesheets, assign the permissions for:

• Timesheets.

• Add Timesheets.

10

Finance > General Ledger > Setup Information > Company Information.

On the 'General' tab, ensure that a 'No Reply Email Address' has been nominated.

11

System Admin > Utilities > Email Settings on the 'System Email Templates' tab

Review the system generated emails available for Online Timesheets ('ONLTSH' Category).

Change to 'Active' as required and check and adjust the default wording as required.