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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

Manage Data with Excel

Using Excel File to Manage Data

Hour Timesheet provides a Microsoft ®Excel template for the purpose of creating and managing account data (Employees, Charge Codes, and Pay Types). This import must be utilized if you have checked the “custom” feature in the setup wizard.

Understanding the Data Import Process

Step 1. Open the Microsoft® Excel Import File
Step 2. Prepare the file. Enter your company data

  1. Employees
  2. Charge Codes
  3. Pay Types

Step 3. Import the updated Microsoft® Excel file (your company data) in to your Hour Timesheet site.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Settings menu item
  3. Click the Import Data tab
  4. Click the Request for Import button to initiate the import process.

 

Setting up Employee Timesheet Associations

Charge Code Associations

Customer/Job ⇔ Service Item ⇔ Employee) – 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. To create charge code associations follow the steps below:

  1. Login to Hour Timesheet as Admin or Accountant
  2. Navigate to Accounting → Codes sub menu
  3. If you do not see your already associated Customer/Job, Service Item, Pay Type association in the Available Authorized Charge Code(s) list box then click the + Create New button
  4. 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)
  5. 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
  6. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL 
  7. Select the Pay Type to expand the list of Select Pay Type(s) Select from the list the Service Items needed for association to employee(s)
  8. Click the Add button
  9. Place a check in the Available Authorized Charge Code(s) (items created in steps 1-8 above)
  10. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.
  11. Click the > to move the selected employees from #9 above to the selected employee list box
  12. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)
  13. Click the Assign button to complete.

Watch Video

Leave Associations

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

Creating New Leave Types

  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 1-8 above for each leave type.

Admin Role – Creating New Leave [Video Clip]

Creating A New Leave Policy

View full page on Hour Timesheet Leave Management Click here

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 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 the > to 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.

Admin Role – Assign Leave [Video Link]

Employee Role – Completing a Timesheet

Menu Item: My Timesheet

  1. Login to Hour Timesheet
  2.  Navigate to My Timesheet menu

Timesheet Sections

The “My Timesheet” can be subdivided into 4 sections

  1. Clock In/Clock Out – this section is OPTIONAL
  2. Hours Worked – this section is required for QuickBooks timesheet integration.
  3. Notes/Summary – section for entering daily hours worked notes or viewing leave balance data or timesheet summary overview.
  4. Timesheet Audit Log – non-editable activity log of all entries on the employee timesheet.

Section 1. Clock In/Clock Out

This section is auto populated with employee who clock in/out utilizing the web clock on the Hour Timesheet login page.  Daily hours are totaled by calculating the time between “clocked in” and “clocked out”.  A user may have as many in/out pairs as required.  This feature is optional and is hidden by default if no values are present in the in/out section of the timesheet.

Section 2. Adding Work Hours and Leave Hours

  • Adding Work Hours – this section contains a set of drop down boxes that are available once the user clicks the “Add Work Hours” button on the timesheet. These codes are referred to as “Employee Authorized Charges”. These selections are designed limited to codes each user is “authorized” to use when charging time on the timesheet.
  • Adding Leave Hours – this section contains a set of drop down boxes that are available once the user clicks the “Add Leave Hours” button on the timesheet. These codes are the leave types that are available to each user of Hour Timesheet.
  • Copy Previous Timesheet Codes – this feature allows the user to copy the codes from the previous timesheet period to the current period.

Section 3. Timesheet Notes/Hours Summary/Leave Balance

  • Adding Notes – there are two types of notes that may be entered in the timesheet. General notes are notes that apply to the entire timesheet.  Daily hours worked notes apply to the single entry of time entered for a specific authorized charge code on a specific day.
  • Hours Summary – This graphic shows the breakdown of hours worked on the current timesheet divided into the following categories 1) Regular Hours 2) Leave Hours 3) Overtime Hours
  • Leave Balances – Displays the current leave balance for each employee.

Section 4. Timesheet Audit Log

This section of the timesheet is auto populated with each entry into the employee timesheet.  The audit trail captures the username of the person who made the timesheet entry, the IP address of the person who made the entry along with a time and date stamp of the entry made.  The audit trail is not editable.

Adding Hours Worked

  1. Click the Add Work Hours button
  2. Select the appropriate Charge Code
  3. Click Save
  4. Enter Hours to appropriate date/day on timesheet
  5. Click the tab button on your keypad or move out of the cell to save the entry.

Adding Comments to Daily Hours

  1. Enter Hours to appropriate date/day on timesheet
  2. Enter Comments/Notes
  3. Click Save

Adding Leave Hours

  1. Click the Add Leave Hours button
  2. Select the appropriate Leave Code
  3. Enter Hours to appropriate date/day on timesheet

Copy Previous Timesheet Codes

This feature allows the user to copy the codes from the previous timesheet period to the current period.

Viewing Employee Leave Balances

  1. Navigate to My Timesheet menu
  2. Click the Leave Balance tab

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

Viewing Prior Period Timesheets

  1. Navigate to My Timesheet menu
  2. Click the Calendar icon
  3. Select the Date of the timesheet wanting to view.

Using web clock to clock in and out

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

Signing a Timesheet

  1. Click Submit button
  2. Click Submit again in the popup box

Menu Item: Request Leave

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

Watch video clips below

→Entering hours worked without in_out times [Video Clip]

→Entering hours worked with in_out times [Video Clip]

Web Connector Installer for QuickBooks Desktop Integration

Simple Timesheet Setup for QuickBooks Desktop Integration

The Web Connector is a built-in add on service that works with the following versions of Intuit and QuickBooks Desktop versions:

QuickBooks Enterprise Solutions (2015 or later)
QuickBooks Premier (2015 or later)
QuickBooks Pro (2015 or later)

If you have other applications exchanging data with your QuickBooks Desktop, you will already have a version of the connector downloaded. Use the link below provided in the setup wizard to connect your Hour Timesheet site to the Web Connector. Follow these steps to successfully download and integrate Hour Timesheet with your QuickBooks Desktop company file.

Before you begin. Make sure QuickBooks Desktop is running on your machine and the company file that you want to connect with Hour Timesheet is open. Follow the instructions below for QuickBooks Desktop Integration (setting up the web connector)

Screen 1 – Click Download Here to begin with execution of the Hour Timesheet QuickBooks integration setup Wizard. Once download is complete, Run or Open the downloaded file from  your browser.

Hour Timesheet QuickBooks Web Connector LInk

 

Screen 2 – Click Next to continue with execution of the HTS QuickBooks Integration Setup Wizard

welcome installer SS

Screen 3 – Terms of Use Agreement. Place a check in the box “I accept the terms in the License Agreement box and click Next

End User Agreement SS

Screen 4 – Click Next to download the file to the location provided in the path. This location can be changed if required.

path ss

Screen 5 – Click Install to begin the installation process.

ready to install ss

Screen 6 – Click Finish to complete and exit the wizard.

completed installer ss

Screen 7 – You will now be prompted to enter the information captured during the completion of the  Hour Timesheet Sign Up form. Enter the domain (URL) along with the email address and password created in the 1st step of this process. Click Sign In then ‘Initiate Process’ to continue.

login creds ss

Screen 8 – You will now be prompted to allow Hour Timesheet to read and modify your company file  Make sure you change the default setting to the last option of radio buttons from the screenshot below  select Yes, always; allow access even if QuickBooks is not running (last option) from QuickBooks- Application Certificate popup window and click Continue.

timekeeping software for small business QBD Setup Instructions

 

Screen 9 – Click OK from ‘Authorize New Web Service’ to grant web service access to QuickBooks

authorize new web service

Screen 10 – After successfully adding the application to web connector, click Update Selected button from the web connector to start the import process connect to QuickBooks. If you have more than one application connected to your company QuickBooks file, you will need to locate the Hour Timesheet application from the list and place a check in the left-hand check box.

 

web connector update ss

 

Best Practice – set the check box to Auto Run and change the value in the Every_Min to 60. This will automatically sync your QuickBooks company file and your newly created Hour Timesheet site ever 60 minutes.

Final Connection Setup – Upon successful completion, the Hour Timesheet Setup Wizard will change the connection status on the screen to Connected and the Next button will be active (you can click it).

Site Setup for QuickBooks Desktop

Signing Up

Fill out the Sign Up form on our home page .  Once the form is complete, a setup wizard will walk you through the Hour Timesheet setup process. The form requires the following information:

  • First Name, Last Name
  • Cell Number
  • Email Address (this will be your primary admin user login)
  • Password
  • Company Name
  • Account Domain (this is your site URL, the system will generate your site url based on your company name)
  • Timezone

And your done! You now have your own Hour Timesheet URL

Setup Wizard

The wizard will direct you to the first step in the process. Don’t worry if you don’t have time to complete the setup now, you can come back to it at any time. You will also receive a confirmation email containing the URL and login information.  Save this email for a later date in case you don’t remember your Hour Timesheet site URL.

Display page while site is being created screenshot
Display Page While Site is Being Created

Configuration Wizard – Step 1 Timesheet Settings

Timesheet Type – This is the timesheet period. Your options are weekly, biweekly, semi-monthly and monthly.

Start Day of the Week – This is the day of the week that you would like your timesheet to begin on (Sunday, Monday, Tuesday,  etc).

Start Time – This is the start time of the day. The default time is set to 12am.

Capture reason for any changes made in previous days time (check box) – When this box is checked, users will be prompted to insert a reason for editing a prior days timesheet or failing to enter time on the current day. NOTE: This box should be checked for DCAA compliance.

Setting Hour Timesheet Preferences Screenshot
Step 1 – Timesheet Settings

Configuration Wizard – Step 2 Overtime Calculations

Calculate Weekly Overtime (check box)

Regular Hours per week* – This box should be checked for organizations who pay hourly employees. All hours exceeding the value entered in this box will automatically be classified as overtime.

Calculate Daily Overtime (check box)

Regular Hours per day* – This box is typically checked for organizations in California who are required to pay employees based on hours per day and not hours per week.

Setting Overtime Preferences Screenshot
Step 2 – Overtime Settings

Configuration Wizard – Step 3 Accounting Setup (QuickBooks Desktop)

Hour Timesheet will sync (import and export) data with your QuickBooks Desktop account using the QuickBooks Web Connector .  To sync your data, you will need access to your login credentials for your QuickBooks Desktop account.

Setting up link to QuickBooks Desktop screenshot
Step 3 – Accounting Setup

Configuration Wizard – Step 4 Import Preferences (QuickBooks Desktop)

You are now ready to select which data elements you will need to collect timesheet data against. Hour Timesheet will import Employee data by default (no check box required). You also have the ability to import Customer/Jobs, Payroll Items, Service Items, Classes and Vendors. Place a check in the box next to the data that you would like imported from your QuickBooks Desktop company file.

 

Connect to QBD Screenshot

Configuration Wizard – Step 5 Setup Web Connector (QuickBooks Desktop)

The QuickBooks Web Connector is a software application that runs on Microsoft Windows that enables Hour Timesheet to exchange data with QuickBooks Desktop.

Downloading Web Connector Link
Step 5 – Setup Web Connector

Download the Hour Timesheet QuickBooks Web Connector Installer File. (link provided in wizard). For detailed installer instructions, click the knowledge base link below.

Web Connector Installer Instructions

Upon successful completion, the Hour Timesheet Setup Wizard will change the connection status on the screen to Connected and the Next button will be active (you can click it).

successful completion, the Hour Timesheet Setup Wizard
Successful Completion, the Hour Timesheet Setup Wizard

Note: Once the import process is complete from QuickBooks Desktop a confirmation e-mail will be sent to you.

Automated email alert confirming successful import from QuickBooks
Automated email alert confirming successful import from QuickBooks

Configuration Wizard – Step 6 Identify Yourself (QuickBooks Online)

By default, you will only be given the Admin role. If you are also an end user and need to complete a timesheet, select your name in the box below. This process will give your username the employee role.

Setting up admin user as an employee
Setting up admin user as an employee

 Next Steps

Creating Groups (optional)

Assigning Supervisors to Groups

Creating Associations

Assigning Roles

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