Walkthrough_Timesheets_Overview

This is

This Pay's Pay Day

• The day your employees will be paid is displayed here.
• To change this pay date, go back to the Pays Dashboard and update the pay.

Always check that you are working on the right pay - especially if you have multiple pays on the Dashboard.

This is

The Timesheet Pay Summary

• Every timesheet will include a pay summary.
• Details you will find here could include:
• Gross, Net and Pay Day amounts
• PAYE deductions
• Any other deductions, such as student loans, MOJ fines, etc.
• An allowance total added to this pay
• Payroll Giving donations and tax credit

The pay summary will list all deductions, even those that are auto-generated (and thus don't have a timesheet row).

This is

This Pay's Pay Number

The number of this pay run is displayed here.

Always check that you are working on the right pay - especially if you have multiple pays on the Dashboard.

This is

The KiwiSaver Contribution Summary

• If your employee is registered for KiwiSaver, timesheets display contribution details here.
• These are automatically added to the timesheet and do not require a timesheet row

• To update KiwiSaver information, go to the Employee Profile.
• Follow this link to find out more about KiwiSaver Contributions.

If your employee has opted out of KiwiSaver, this part of the timesheet will not be generated for them.

This button

Creates a Draft Pay Slip for this Pay

• Select this button to view a draft payslip in a different window.
• DO NOT give this payslip to your employee.
• Draft payslips can be a useful tool when doing cash flow forecasts.
• The words 'To be paid' with the pay date will appear on this draft employee payslip.

The leave balances will not be updated in this draft payslip. Leave balances only update after a pay has been processed.

This button

Removes this Timesheet from the Current Pay

• Select this button to remove this timesheet from the pay.

• The timesheet will be deleted.

This is the same as toggling off the employee for a pay run.

This is

A Timesheet Entries Row

• Select the pay type from the dropdown menu.
• Standard Pay is the Default and will pre-populate with the employee's work pattern as set up in their Employee Profile.

• Enter the timesheet entries for the days, leaving the unused days open
• Hours are recorded as a fraction i.e. 7.5 (half an hour = 0.5 | fifteen minutes = 0.25 etc.), or

• Some pay types require dollar amounts in the boxes - DO NOT enter the $-sign
• When the timesheet is saved (with green boxes), left-clicking in that entry brings up the costing screen for checking calculation details.

Each pay type requires its own timesheet row. Add a new row to this same week by clicking the right + button.

This button

Updates and Saves the Timesheet

• Select this button to save the changes just made to the timesheet.
• Always Update and Save before leaving this page.

Timesheet entry boxes will be green when a timesheet is saved.

This button shows

Other Active Pays - without This Employee

• Select this button to see a list of all your active pays on the dashboard. All pays shown here will be without this employee included.

• You can add this employee to any of these pays by clicking on the pay number in this list.

All unprocessed pays this employee is added to are open below this timesheet. Simply scroll down to view or edit them.

This button

Creates The Final Pay for this Employee

• Select this button when the employee's employment has ended.
• For a Final Pay to set, this must be THE ONLY timesheet for this employee to process on the dashboard.
• Final Pays can be set during normal pay runs.
• Follow this link to find out more about setting a Final Pay.

After processing the Final Pay, we inform IRD that your employee's employment has ended. Their Employee Profile is archived.

This is

The Pay Types Dropdown Menu

• The Thankyou Payroll system comes pre-loaded with the common pay types. Select them from this menu.
• Follow this link for a list of the preset pay types.

• Custom pay types you create will also appear in this dropdown menu.
• Follow this link to find out more about creating custom pay types.

Every new pay type must have its own timesheet row added.

This is

This Timesheet Row's Pay Period

The week this timesheet row is for, is displayed here.

You can change the start date by clicking the calendar icon if needed.

This is where you

Add a New Row

Press this (+) button to add a new row to this same week. You will add a new row to use a different pay type such as sick leave or a custom pay type to this same timesheet week.

Each pay type must have its own timesheet row.

Press this (-) button to remove this timesheet row. It will delete it permanently.

Take care: There is no 'Are you sure' warning message. The delete action is immediate.

This is

Your Active Employees' List

• Toggle on employees to include them in this pay.
• You can then go to their timesheets to edit.
• You can also toggle off employees to exclude them from this pay.

Employees with a green 'On' toggle are included in the pay.

This button

Returns to the Pays Dashboard

• Select this button to edit the pay date, finalise the pay, or view other pays you have created.

• For a walkthrough on the Pays Dashboard, click this link.

Remember to 'Update and Save' this timesheet before leaving this page.

This is where you

Add a New Week to the Timesheet

• Press this (+) button to add a new WEEK to this timesheet.
• As default, the week will follow the previous week in dates
• You can change the start date of this week by clicking the calendar above the pay types dropdown menu.

Each timesheet can accommodate up to 8 different timesheet weeks.

This is

The Employee's Name

The name of the employee whose timesheet you are entering is displayed at the top of the timesheet.

Always check that you are entering the correct employee's timesheet.