Timesheet Rules

Timesheet Portal allows you to set timesheet rules which control whether a timesheet can be submitted based on the time contained within the timesheet. These rules include minimum and maximum hours/days per week, as well as exact hours/days per week and enforcing individual employee working time.
To access the timesheet settings page, select the Settings->Timesheets page, then click on “Timesheet Rules” at the top of the page.
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To set a Timesheet rule, enable it by clicking the checkbox on the left of the rule name then filling in the data required (please note that you won’t be able to enter data for the rules unless first enabled).
If the rule involves values per day you will need to enter the value for to apply for the respective days, and then select the days to be included for this rule, using the provided checkboxes for each day.
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There is also a rule to Enforce minimum set employee working time. This rule uses the Working Quantity value set for each individual employee (from the Employment tab). To configure this, go to System Management>Employees. Edit the employee record and click on the Employment tab and set the value for Working Quantity, being sure to select the appropriate unit, either “days” or “hours” .
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When applying the Timesheet Rules it is important to select the correct and most appropriate Timesheet rules for your system. Also note that rules will not apply to days on which a public holiday occurs, as set under Settings>Leave Settings for the specific user submitting the timesheet. If you require help with this check out the Leave Management section of the Help Guide.
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​ Maximum hours/days per week
This rule allows you to set the maximum amount of hours/days that an overall timesheet can include in one week. This rule will apply to all employees and therefore all employees won’t be able to submit a timesheet when the total amount of hours/days in the week exceeds the rule value.
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​ Minimum hours/days per week
This rule allows you to set the minimum amount of hours/days that an overall timesheet can include in one week. This rule will apply to all employees and therefore all employees won’t be able to submit a timesheet when the total amount of hours/days in the week aren’t equal or greater than the rule value.
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​ Maximum hours/days per day
This rule allows you to set the maximum amount of hours/days that a timesheet can include in one day. This rule will apply to all employees and when setting the rule can be applied to multiple specific days of the week. If this rule is included for a day, then on that specific day of the week an employee won’t be able to submit a timesheet where the hours/days exceed the rule value.
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​ Minimum hours per day
This rule allows the admin to set the minimum amount of hours/days that a timesheet can include in one day. This rule will apply to all employees and when setting the rule can be applied to multiple specific days of the week. If this rule is included for a day on that specific day of the week an employee won’t be able to submit a timesheet where the amount of hours/days is not equal or greater than the rule value.
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​ Exact hours per day
This rule allows the admin to set the exact amount of hours/days that a timesheet must contain. This rule will apply to all employees and it can be applied to multiple specific days of the week. If this rule is included for a day on that specific day of the week, an employee won’t be able to submit a timesheet where the amount of hours/days is does not match the rule value.
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​ Enforce minimum set employee contracted hours
This rule links to the employee contracted time value of hours or days per week. The rule applies to anyone with a set contracted time value on their employee profile. If the contracted time has not been specified, then the rule is ignored. If it has been specified, then a timesheet cannot be submitted if the the time recorded is less than the contracted working time specified on their profile.
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​ Enforce maximum set employee contracted hours
​ This rule links to the employee contracted time value of hours or days per week. The rule applies to anyone with a set contracted time value on their employee profile. If the contracted time has not been specified, then the rule is ignored. If it has been specified, then a timesheet cannot be submitted if the the time recorded is more than the contracted working time specified on their profile.
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​ Timesheet rules with mixed units of hours and days
​ Rules which relate to employee contracted time can be used with timesheets containing both hour and day units. If the employee profile has contracted time in hours, and no hours configured for each day of the week, then the average hours per day is calculated by dividing the total contracted hours by the number of active working days. If time per working day has been specified, then these hours will be considered the hours per day for each respective day worked. For example, if the employee has contracted working hours of 40, and has active days mon-fri, then the timesheet rule will determine that any day unit recorded is worth 8 hours. If on the other hand, the employee has time specified per day with 4 hours on Friday, then any single day unit of time recorded on the Friday will be considered 8 hours of work. If neither the employee contracted hours has been specified nor the hours per day, then the rule will look at the default hours per day setting, which is defined in Settings > Timesheets > Rates > Rate settings (default value is 8 hours per day).
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