Setting up leave in Hour Timesheet

Who is this article for

  1. HTS users who want to use Hour Timesheet to manage employee leave balances
  2. HTS users who want to track leave time on the timesheet
  3. HTS users who want to use the HTS Leave Request feature

Create Leave Types

Leave Types created in Hour Timesheet are associated with leave payroll items previously created in your accounting software. To create a leave type in Hour Timesheet:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Click Create New Leave
  4. Enter Leave Name
  5. Select Pay Type from drop down box (this should be the list of leave pay types imported from QB)
  6. Enter Leave Description
  7. Enter Start Effective Date of new leave type
  8. Click the Save button to complete.
  9. Repeat steps 1-9 above for each leave type.

Create leave screenshot

Creating Leave Polices

  1. Login to Hour Timesheet as Admin or Accountant.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click the Leave Policy tab
  4. Click Create New Leave Policy.
  5. Enter Policy Name. (Sample: Standard FT Sick Leave Policy)
  6. Select Pay Type from the Select Leave Type drop down box. (Sample: Sick Leave)
  7. Enter Leave (Sample: Standard Sick Leave Policy for Full Time Employees)
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Create Leave Policy by Hour Timesheet screenshot

Configuring Leave Policy Rules

  1. Click the Leave Policy tab
  2. Click the +Configure Rule text next to the leave to be configured.
  3. Complete the following:
  4. Leave Rule Effective From – Click the radio button for one of the two options below for this setting.
    From Hire Date of Employee – Runs the accrual from each employee’s hire date.
    After [user defined] Duration from employees hire date – Accrual for each employee will not begin until duration time is complete.
  5. Frequency of Accrual – this field is to define the period of time in which an accrual will run. Examples (weekly, bi-weekly, semi-monthly, monthly, annually)
  6. Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.
  7. Leave Balance Carry Over Frequency – if leave balance carries over from one period to another, the user will be able to define the date on which the carryover occurs.
  8. Max Balance – this feature allows the user to set the maximum number of hours for each type of leave that an employee may carry on the books. Once this value is reached for each employee, the remaining hours will be accounted for as Lost hours.
  9. Max Overdraw – this feature allows the user to define the number of hours that an employee may go “into the negative” for each type of leave.
  10. Click Ok
  11. Repeat steps above for each leave policy.

Leave Rules example

General notes about Leave Policy enforcement

  • Timesheet behavior is dependent on setup of leave policy.
  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.
  • System will reset balance to “carry-over” value each year

Assign Leave Type to Employee(s)

  • Users with the supervisor, admin or accounting roles may view individual leave balances for each employee.
  • Employees will not be able to see leave types using the Add Leave Hours section on the timesheet until leave is assigned.
  • Employees will not start accruing leave until leave has been assigned. 
  • Creating Leave associations by employee is required so that the timesheet can select “Add Leave Hours” from the employee timesheet.

To assign Leave Types to an Employee:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Select Assign Leave
  4. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  5. Select a Leave Type from Available Leaves selection box.
  6. Select a Leave Policy from Select Leave Policy selection box.
  7. Select from the Available Employees from Available Employees selection box.
  8. Click theto move the Employee(s) to the Selected Employees list box.
  9. Click the Assign button to complete.
  10. Repeat steps 1-9 above for each leave type.

Assigning Employee Leave Screenshot

Add/Adjust Employee Leave Balances

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Employee/Detail menu
  3. Select Manage Leaves tab
  4. Select the employee from the Available Employees list
  5. Click the icon to edit the balances
  6. Adjust the required data
  7. Click Ok

Managing Employee Leaves

 

Adding a Web Connector File From QB

Who is this article for:

  1. Customers who host their QuickBook in the cloud
  2. Customers looking to replace an existing web connector file (new computer, new admin, etc.)

Follow the steps below once an Hour Timesheet support rep has emailed you a web connector file (**.qwc file) with your HTS credentials. If you need to request a new web connector file, email support@hourtimesheet.com with the following information

  • HTS account URL
  • email address of the person needing to run the web connector. Note, this admin must already be a user in your existing HTS account.

Adding a web connector

  1. Save .qwc file from email to your local computer
  2. Open your QB company file
  3. Navigate to the File/Update Web Services menu
  4. Click the Add an Application button
  5. Locate the .qwc file saved in step 1 above
  6. Click OK to begin the process
  7. An “Authorize New Web Service” screen will pop up asking you to grant HTS access to your QB company file. Click OK
  8. If prompted with an application certificate allowing HTS to read and modify your company file select the Yes, Always allow access even if QuickBooks is not running (LAST RADIO BUTTON)
  9. Select the Admin user from the drop down box and click Continue
  10. At this step in the process, you should now see the HTS web connector appear in the Web Connector box
  11. Enter your password that you use to login to your HTS account into the Password field
  12. Click the check box next to the HTS web connector file
  13. Click the Update Selected to successfully run your new web connector file.

timekeeping software free

 

For additional instructions about installing a web connector visit https://www.hourtimesheet.com/knowledge-base/web-connector-installer-quickbooks-desktop-integration/

Overtime Business Rules

Create and Assign Overtime Rules

This feature allows the system admin to establish a business rule to set a threshold on the timesheet so that employees are forced to charge time to an “overtime” pay type once certain criteria is met (defined by the rule).  Once configured; the employees will be notified upon timesheet entry that hours must be moved to a pay type associated with overtime. These hours will be identified in RED on the timesheet to the employee

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Settings/Overtime Rules tab
  3. Click Create New Overtime Rule
  4. Enter Rule Name (description of rule)
  5. Identify Pay Type(s) included in OT – these pay types should be the pay types associated with core hours (Regular, Hourly, etc.). This setting allows for multiple pay types to be identified.
  6. Select check box with Rule Option. This setting allows the user to select a “Daily” or “Weekly” overtime Click Ok.
  7. Identify Pay Types from drop down box that contain the overtime pay type that must be used once a user has exceeded the daily and/or weekly overtime rule.

setup ot rules

 Assigning OT Rules

  1. Click the rule from the drop-down box
  2. Move the Employees from the “Available” box to the “Selected” box – these can be selected one at a time or be filtered by group.
  3. Click Assign

 assign ot rules

 

 

Employee Role – Using Web Clock to Clock In and Out

Using web clock to clock in and out

  1. Navigate to the Hour Timesheet login page
  2. Enter username
  3. Enter password
  4. Click the “Clock In” button to capture the current “In” time on the timesheet  (see screenshot)

Clock In

Employee Role – Viewing Leave Balance

Viewing Employee Leave Balance Data

  1. Login to Hour Timesheet
  2. Navigate to My Timesheet menu
  3. Click the Leave Balance tab (see screenshot)

Employee Leave Management Software

 

Additional leave balance notes

  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.
  • System will reset balance to “carry-over” value each year.

Request Leave

  1. Navigate to Request Leave menu
  2. Click Create New Leave Request
  3. Complete the form
  4. Click OK

Employee Leave Request

Creating Associations

Adding New Customers, Jobs, Service Items and Classes

All data in HTS originates in your company QuickBooks file. HTS does not allow the following to be entered from your HTS account.

  1. Customer/Jobs
  2. Service Items
  3. Classes

HTS uses an online sync function to import data from your company QuickBooks Online account to your HTS account.  To add any of the 3 items above into your HTS account, follow the steps below.

  1. Open your QuickBooks Online company file
  2. Enter the new data (customer/job, service item or class)
  3. Login to your HTS account as an Admin
  4. Navigate to the Settings/Connect to QuickBooks page
  5. Click the Import button
  6. Upon a successful connection, your new data is now in HTS. To see the new codes in HTS, navigate to the Accounting/Codes page
  7. Click Create New to map the new code
  8. Select the Customer/Job to expand the list of Select Charge Codes. Select from the list the Customer/Job(s) needed for association to employee(s) REQUIRED
  9. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL
  10. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL
  11. Click the Add button

Create New Associations

 

Assign Employee Charge Codes

Creating charge code associations for each employee will limit what the user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations, follow the steps below:

  1. Navigate to the Accounting/Codes menu
  2. Place a check in the Available Authorized Charge Code(s) – created in previous setup process.
  3. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.
  4. Click the > to move the selected employees from #8 above to the selected employee list box
  5. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  6. Click the Assign button to complete.

NOTE: If no charge code associations are created, employees will have access to all codes.

Billable vs Non Billable

Tracking Billable Time in Hour Timesheet | Setup Instructions

Business Rules and Billable Time

Navigate to Settings/Timesheet tab

(check box) Restrict Employees from charging work hour in advance – When this box is checked, users will not be allowed to enter time entries for billable items on the timesheet.

NOTE: This box should be checked for DCAA compliance.

Setting Charge Codes as Billable or Non-Billable

Billable Charge Codes

Creating Employee Charge Code Associations Creating charge code associations by employee will limit what each user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees.

  1. Navigate to the Accounting/Codes menu
  2. Click the Create New button
  3. Select the Customer/Job to expand the list of Select Charge Codes. Select from the list the Customer/Job(s) needed for association to employee(s) REQUIRED
  4. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL
  5. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL
  6. Select the Pay Type to expand the list of Select Pay Type(s). Select from the list the Pay Types needed for association to employee(s) OPTIONAL
  7. Choose the Billable or Non-Billable radio button
  8. Click the Add button

Setting Employee Specific Charge Codes as Billable vs Non-Billable

This page displays the charge code associations for each employee (which limit what each user can charge to when entering hours on a timesheet). Employees can have multiple charge code associations and charge codes can be assigned to multiple employees.

  1. Navigate to the Employee/Detail menu
  2. Select the Employee from the Available Employees list box
  3. Click the edit icon for the charge code to be updated
  4. Select the Billable or Non-Billable radio button
  5. Click Ok

employee billable

Leave Management Detail

Purpose

  • Allow 1 or more leave policies to be created for each type of leave.
  • Display leave balance data to employee
  • Allow employees to use leave on timesheet
  • Restrict employees to only use balance available
  • Provide option for employee to “go negative”
  • Provide carry-over of leave from year to year
  • Provide limit “ceiling” of leave type to be accrued
  • Allow leave balance detail to be manually adjusted by admin
  • Allow supervisor/admin/accounting role access to view employee leave balance info.

Features:

Leave accruals

System uses hire date and accrual periods to calculate leave. Leave types are associated to system Pay Types. Leave time can be accrued in the following increments.

  1. Weekly
  2. Bi-weekly
  3. Semi-monthly
  4. Monthly
  5. Annually

Employee leave balance data

The following data is displayed to the user on the employee timesheet.

  1. Beginning balance
  2. Accrued to date
  3. Used to date
  4. Lost to date
  5. Balance

Employee leave balance & timesheet behavior

Timesheet behavior is dependent on setup of leave policy.

  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.
  • System will reset balance to “carry-over” value each year
  • Balance will reflect manual adjustments (if any).

View/adjust employee leave balance

Role-based access to employee leave balances.

  • Users with the supervisor, admin or accounting roles may view individual leave balances for each employee.
  • Individual employee leave data fields such as Beginning balance, accrued to date, used and lost may be manually adjusted by user.

Prerequisites

Hire Date is a required field for this feature. To enter a hire date for each employee, use the Edit feature under the Employee/Employee List/More page.

Hour Timesheet hire date screenshot

User ID – is a required field for this feature. To enter a User ID for each employee, use the Edit feature under the Employee/Employee List/More page. Note: for QuickBooks users, The user ID field is not required when setting up employees in your QuickBooks file. User Ids are also known as Employee Numbers. If your organization does not have established employee numbers system for your workforce, then any set of numbers will work in Hour Timesheet. For data security reasons, using an employee’s social security number is not advised.

user id employee profile

Roles Associated to Leave. User must have one of the following roles to setup/create new leave policies

  1. Admin
  2. Accountant

Building Blocks

  1. Leave Types

Leave types are created within the Hour Timesheet software.

  • For customers using the pay type data field, leave types are associated with pay types.
  • Employees charging to leave will select the Add Leave Hours section of the timesheet to add leave hours to a timesheet.
  • Each leave type may only be associated to 1 pay type.
  • There is no limit to the number of leave types.

 2. Leave Policy

Leave policies are created to define the rules and limitations for earning each type of leave defined in #1 above.

  • Release 3.0 covers accrual types of leave only. Earned leave will be introduced is Release 3.1.
  • Accrual leave is dependent on the employee’s hire date for calculation
  • Each leave policy must be associated to a single leave type (created in step 1)
    • Leave Rules – each leave policy must be configured with a leave rule. Leave Policies may have multiple leave rules. Leave rules consist of the following:
      1. Frequency – this field is to define the period of time in which an accrual will run. Examples (weekly, bi-weekly, semi-monthly, monthly, annually)
      2. Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.
      3. Carry Over Frequency – if leave balance carries over from one period to another, the user will be able to define the date on which the carryover occurs.
      4. Max Balance – this feature allows the user to set the maximum number of hours for each type of leave that an employee may carry on the books. Once this value is reached for each employee, the remaining hours will be accounted for as Lost
      5. Max Overdraw – this feature allows the user to define the number of hours that an employee may go “into the negative” for each type of leave.
  1. Assigning Leave

Upon completion of steps 1 and 2 above (creating leave types and leave policies), leave may now be assigned to the employees.

  • Employees will not be able to see leave types using the Add Leave Hours section on the timesheet until leave is assigned.
  • Employees will not start accruing leave created in step 2 above until leave has been assigned.
  1. Editing Leave

Employee leave balances may be manually adjusted if required.

  • Leave may be viewed by users with the Supervisor, Accounting or Admin role.
  • Leave may be adjusted by users with the Accounting or Admin role.

Leave Management Setup

Step 1. Create Leave Types

  1. Login to Hour Timesheet as Admin or Accountant role.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click   Create New Leave.
  4. Enter Leave Name. (Sample: Sick Leave Pay)
  5. Select Pay Type from drop down box. (Sample: Sick Leave)
  6. Enter Leave Description. (Sample: Sick Leave Pay)
  7. Enter Start Effective Date of new leave type. (Sample: 01/01/2018)
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Create leave screenshot

 

Step 2. Creating Leave Polices

2a. Create a New Leave Policy

  1. Login to Hour Timesheet as Admin or Accountant.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click the Leave Policy tab
  4. Click   Create New Leave Policy.
  5. Enter Policy Name. (Sample: Standard FT Sick Leave Policy)
  6. Select Pay Type from the Select Leave Type drop down box. (Sample: Sick Leave)
  7. Enter Leave Description. (Sample: Standard Sick Leave Policy for Full Time Employees)
  8. Click the Save button to complete.
  9. Repeat steps 1-8 above for each leave type.

Create Leave Policy by Hour Timesheet screenshot

2b. Configure New Leave Policy Rules

  1. Login to Hour Timesheet as Admin or Accountant.
  2. Navigate to Accounting→ Leave sub menu.
  3. Click the Leave Policy tab
  4. Click the +Configure Rule text next to the leave to be configured.
  5. Complete the following:
  • Leave Rule Effective From – Click the radio button for one of the two options below for this setting.
    1. From Hire Date of Employee – Runs the accrual from each employee’s hire date.
    2. After [user defined] Duration from employees hire date – Accrual for each employee will not begin until duration time is complete.
  • Frequency of Accrual – this field is to define the period of time in which an accrual will run. Examples (weekly, bi-weekly, semi-monthly, monthly, annually)
    • Accrual Quantity – this field is used to define the rate at which the leave will be earned for each of the frequencies identified above.
    • Leave Balance Carry Over Frequency – if leave balance carries over from one period to another, the user will be able to define the date on which the carryover occurs.
    • Max Balance – this feature allows the user to set the maximum number of hours for each type of leave that an employee may carry on the books. Once this value is reached for each employee, the remaining hours will be accounted for as Lost hours.
    • Max Overdraw – this feature allows the user to define the number of hours that an employee may go “into the negative” for each type of leave.
  1. Click Ok
  2. Repeat steps 1-8 above for each leave policy. In the example below, 3 leave rules have been created for a single leave policy.

Leave Rules example

Step 3. Assign Leave Type to Employee(s)

Assigning Leave Type to Employee (Leave Type ⇔ Employee) – Creating Leave associations by employee is required so that the timesheet can select “Add Leave Hours” from the employee timesheet. To assign Leave Types to an Employee:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting→ Leave sub menu
  3. Select Assign Leave tab.
  4. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  5. Select a Leave Type from Leave Types selection box.
  6. Select a Leave Policy from Select Leave Policy selection box.
  7. Select from the Available Employees from Available Employees selection box.
  8. Click the > to move the selected leave from above to the Selected Leaves list box
  9. Click the Assign button to complete.
  10. Repeat steps 1-9 above for each leave type.

Assigning Employee Leave Screenshot

Step 4. Manual Employee Leave Balance Adjustments

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Employee→ Detail sub menu
  3. Select Manage Leaves tab
  4. Select the employee from the Available Employees list
  5. Click the  icon to edit the balances
  6. Adjust the required data
  7. Click Ok

Managing Employee Leaves

Employee Self Sign-Up

Automated Self Sign-Up Process

Hour Timesheet will import your company’s employee list during the initial data import process. If present in QuickBooks, email addresses for each user will be imported.  Employees will use an email address as a login to Hour Timesheet.  Each employee will be emailed a signup invitation link and will be able to complete the self-sign-up process by following the steps below:

  1. Login to Hour Timesheet as Admin
  2. Navigate to the Employee menu
  3. Enter employee email address (if missing)
  4. Click More
  5. Click Send Invite.
  6. At this time, the employee will receive an email invitation containing a Sign Up link

employee email invite

 

Timesheet Status Options

There are 3 different status’s file employee self sign-up email invitations from Hour Timesheet

Pending Invite – the employee has not been sent an email invitation to sign up for Hour Timesheet.  An email address must be in the email address field to trigger the Send Invite process.

Invitation Sent – the email invitation has been initiated from Hour Timesheet. The status will remain unchanged until the employee completes the sign-up process.

Signed Up – the employee has received the email and clicked the Sign Up button to initiate the signup process.  The link in the email will expire within 72 hours. If necessary, the Admin can resend the sign up invitation to the employee.

Setting up System Roles

Types of Users (Roles)

After setting up your new site, you will need to establish system roles. By default, all users are assigned the employee role and the creator of the site is assigned the Admin role.  Hour Timesheet consists of 4 types of users:

  1. Employees – System role allowing users access to individual timesheet entry.
  2. Supervisors – System role allowing users to manage employee timesheet data. This includes approving, rejecting and editing employee timesheet data as well as running reports.
  3. Accountants – System role allowing users ability to export approved timesheet data to specified accounting and/our payroll software. Users with the accounting role also have access to run reports as well as associate charge codes, leave types and payroll items to groups and employees.
  4. Admin– System role allowing management of data to/from company payroll file. The admin role is also responsible for all system setting such as overtime settings, timesheet period and notifications settings.

Assigning User Roles

To assign roles to users, follow the steps below:

  1. Login to Hour Timesheet as an admin
  2. Navigate to the Employee menu
  3. Identify the users from the list that are Supervisors, Accountants or Admins  and click the Assign Roles link.

Assign Roles screenshot

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