New Approach to Payroll Processing

With the April 2019 update there have been various changes aimed at improving consistency across the Roubler platform.

This guide will look at the process your team should follow in both self-managed and managed service set ups. We have broken the following down in to easy to follow steps. 

Process for approving timesheets for the Roubler Managed Payroll Service Team.

If your business currently utilises Roublers' Payroll Management Team (Australian Customer Only) to process your businesses payroll, you will be required to Approve and Authorise timesheet for the payroll team.  The Roubler Managed Payroll Services team will then take over the process and committ and submit these timesheets during the pay run. 

To learn how to Approve and Authorise timesheets, follow the steps below carefully.

Step 1. From the dashboard navigate to 'Time'

Step 2. Once in, navigate to the view you find easiest to manage. In this screen you can see that we are currently looking at Week View, which provides all shifts for the week 25th to 31st March. We also have the setting set to By: Ungroup. This means the system will show the shifts in chronological order with the earliest start date and time.  See image below.

In the image above, you will see that there is a Status heading above a column of coloured dots. These dots indicate at what stage of the timesheet approval process each timesheet is. Blue = Complete (timesheet is complete start and end time), Green = Approved (either Manager manually approved or auto-approved via rounding rules/grace periods), Orange = Committed (shift committed/locked down for payroll), Black = Payrolled (Timesheet sent to payroll engine for processing). 

In the image above, you can see that Beau Lip has an approved shift on the 28th and Rebecca Jacoby has a committed shift on the 28th. All other shifts are currently sitting at the Complete status awaiting approval. 

You will also notice on this screen an arrow pointing to Unassociated Shifts and Clock Entries. This section holds all the incomplete clock records that didn't hold enough information to create a timesheet. It also holds all shifts that no clock entries were recorded for. An example of this would be a shift for an employee that did not show up for a shift Or a shift where an employee forgot to clock in and out of his shift.  It is important to review this section when approving and authorising your timesheets to ensure you capture all employee timesheets.  For more information on completing unassociated shift, see the following guide.

Step 3. Approve timesheets 

You have the ability to quickly edit and approve David timesheet if you know what shift David worked by clicking on the Start and End time and editing these times directly into the summary line of his timesheet. To then approve, click the "Tick" in the actions column. 

If you need to see Davids detailed information, such as scheduled times, clock times etc, click on this name to expand the timesheet to the detailed view.  This view will show the following: Scheduled Shift, Clocking records, Break Times, Scheduled Shift Cost, Actual Shift Cost, and the Variance and any alerts that may be visible for that shift. 

Utilising this information, you can now either make basic changes to the summary line and approve by clicking the tick or click Edit (Pencil icon) to make changes to multiple items on the timesheet. When you click the pencil icon, the Timesheet Details window appears. Make all necessary changes and click the Save button.

Once you are happy with the details on the timesheet, click the Approve button (tick icon) to change the status of that shift to Approved. You can also click the settings cog icon which will have an approved button available also.

Once approved, no further changes to that shift can be made. To make changes to an approved timesheet, please view this guide on Unapproving and Unauthorising Timesheets.

Step 4. Authorise Timesheets

Depending on your access level as a Manager, you may be able to Authorise your approved timesheets. This Authorisation process is a sign to your payroll team that these shifts should be included in your pay run.  Important: If you used Roubler Managed Payroll Service, Authorising will be the final step of your in-house timesheet management process. 

There are a couple of ways to authorise your timesheets, please see both options below. 

Option 1. Individual Authorisation

1. Select the approved timesheet you want to authorise. In this example, we will be authorising the timesheet of Steve Rogers.  There are two ways to authorise this timesheet. You can authorise by clicking the tick button or click on the cog icon and selecting Authorise from the dropdown list.

Option 2. Bulk Authorisation

1. You can now select multiple timesheets to authorise at once. To do this, individually click on the tick boxes to the left of the employees name on the timesheet summary. NB: the tickbox will appear when you hover the mouse over the tick box area.  You also have the option to select all, this tick box is to the left of the "Employee" table title.  By ticking this tickbox. it will select all available boxes on that page.  Please remember that you can only authorise approved timesheets.

2. Once you have selected the employees you would like to authorise, click on the green cog icon and select the Authorise option. This will authorise any approved timesheets from your selected list and authorise them. 

3. Once authorised you will notice that the status icon will change to yellow and the actions options will be restricted. These options will be visible/invisible dependant on your access level as a Manager. 

Processing your payroll as a Self Managed Payroll Business

If you a Self-Managed Payroll Customer, you have two more steps in preparing your timesheets for a pay run.

Step 1. Commit you the timesheets

1. Select all employee timesheets you wish to commit by ticking the tickbox next to their name individually or click the tickbox to the left of the Employee title. 

2. Click the Settings cog icon to view the dropdown menu showing the available actions for your timesheets. From this menu, select Commit to Payroll.   Committing your timesheets will change the status dot to Orange.

Step 2. Submit to Payroll

1. Select all the employee timesheets you wish to submit to payroll by ticking the tickbox next to their name individually or click the tickbox to the left of the Employee title. 

2. Click the Settings cog icon to view the dropdown menu showing the available actions for your timesheets. From this menu, select Submit to Payroll. Submitting to Payroll will change your status dot to Black.

You can now create your Pay Run.