WFM UK: Timesheet Input Configuration and Troubleshooting – Fourth & HotSchedules Customer Success Portal

Overview

This article details how to add additional payments into Payroll via the Timesheet Input functionality. Examples of additional payments include: Mystery Shopper, or bonus payments that would not otherwise be shown on the rota. This allows users to enter additional payments without needing high level access to Payroll.

The order for setting up the functionality is important and therefore needs to be followed correctly to avoid errors.

If multiple companies or Pay Bases exist, this needs to be replicated for each case individually.

Creating the Payment Type

Go to Payroll > Administration > Payment Types > Add New Payment (this process is demonstrated through Fig.1 to Fig.3)
Within the Payroll Module select Payment Types from the Administration drop-down

Fig.1 - Payment Types

Select Add New Payment Type from the top right corner and complete the payment type form as per Fig.3

Fig.2 – Add New Payment Type

User-added image

Fig.3 - Edit Payment Types

If an employee is assigned to more than one PAYE and the rate is changed, this will impact the employees on both PAYEs. A payment type will need to be created for each pay scenario and there is a limit of 10 payment types allowed.

Assigning Payments to Employees

Once the Payment Type is set up, it then needs to be assigned to each employee record.

To do this:

Go to Payroll > Employee List > select Employee > Employee Payroll Info
Select Payment Types > Create New Payment Type > select ‘Additional Shifts2’ > enter a Date Range if applicable
Return to the Payroll Module by selecting Module Home, then select Employee List from the Employee drop-down menu

Fig.4 - Employee List

Search for and select the employee that the payment type is to be assigned to
Then select Payment Types from the Employee Payroll Info drop-down menu

Fig.5 - Employee Payment Types

Select Create A New Payment Type

The user will then see any new payments that have been created and can be assigned to the employee.

Fig.6 - Create New Payment Type

Select Additional Shifts 2 as the Description and (if applicable) input a Start Date and End Date that this payment type is available for, and then Save

Fig.7 - Create New Payment Type

Assigning the Payment Type to a Pay Basis

Once created, the Payment Type needs to be assigned to the relevant Pay Basis.

To do this:

Go to Payroll > Administration > Company Setup and select Company
Select View Pay Basis > select Pay Basis > Configure Timesheet > Add Payment Types > select Payment Type from drop-down
Enter Sort Order > enter Decimal Options > enter Column Header (e.g ‘Shifts2’) > Type (this will be units if payment type is being used to add additional shifts) > Save
Return to the Payroll Module by selecting Module Home
Select Company Setup from the Administration drop-down

Fig.8 - Company Setup

Select the relevant company, then View Pay Basis and select the correct Pay Basis

Fig.9 - View Pay Basis

Select Configure Timesheet and Add Payment Types

Fig.10 - Configure Timesheet

From the Payment Type drop-down, select Additional Shifts 2 and choose a Sort Order, Decimal Options, Column Header (e.g. Shifts 2) and Type (this will be units if this is being used to add additional shifts) and Save - see Fig.11

Fig.11 - Add Payment Types

Timesheet Input Screen

Go to Payroll > Timesheet Input > select Employee > enter applicable units > Save
From the Payroll Module home screen, select Timesheet Input from the left hand side of the screen

Fig.12 - Timesheet Input

Select the correct PAYE from the list to display the Timesheet Entry page
In the Shifts column, enter the applicable number of additional shifts for the employee and then Save

Fig.13 - No. of Units for Employee

Troubleshooting Guide

If the payment type amount is wrong for all employees

Update the rate entered in the payment type. This will then immediately update for all employees assigned to this payment type

If the payment type is incorrect for an individual employee

Unassign the payment type from the employee
Reassign another existing payment type
If that payment type hasn’t been used for the location before, the user needs to follow the steps listed below

If the payment type doesn’t exist or the employee doesn’t appear on the timesheet input screen (Please note: The order is important)

Create a new payment type and assign to the relevant PAYE
Assign payment type to the employee record
Enter Administration > Company Setup > select Company > View Pay Basis > select Pay Basis > Configure Timesheet
Add the new Payment Type and rename as required and Save
Return to Timesheet Input screen to ensure that employee is showing

Related articles