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

Overview

This article shows how to add additional payments to Payroll via the Timesheet Input functionality. Examples of additional payments might 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 in which the functionality is set up must be followed correctly to avoid errors.

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

Creating a Payment Type

Go to Payroll > Administration > Payment Types > Add New Payment Type
Select Add New Payment Type from the top right corner

**Fig.1 - 'Add New Payment Type' button**

Enter the details of the new payment type as required. Use the onscreen help icons (as shown below) for guidance, and select Save once complete

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.

**Fig.2 - Adding new Payment Type details**

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 > Employees > Employee List > search for and select an Employee
Use the employee side menu and go to Payroll > Employee Payroll Info > Payment Types

Select Create New Payment Type
The newly created Payment Type will then be available to select from the Description drop-down
Enter an Amount for the payment
Date fields are not mandatory
As before, use the onscreen help icons for further guidance, and select Save once complete

**Fig.2 - Adding new Payment type for an employee**

Assigning the Payment Type to a Pay Basis

The newly created Payment Type also needs to be assigned to the relevant Pay Basis.

To do this:

Go to Payroll > Administration > Company Setup and select the required Company
Use the Page Links drop-down, select View Pay Basis, and then select the required Pay Basis
Again, use the Page Links drop-down and select Configure Timesheet
Make a selection from the Payment Type drop-down and enter Column Header, Sort Order, Type, and Decimal Options - onscreen help guidance can be used here
Then select Save

**Fig.3 - Assigning Payment Type to a Pay Basis**

Timesheet Input Screen

Go to Payroll > Payroll Homepage and select the 'Quick Link' Timesheet Input

**Fig.4 - Payroll homepage, Quick Links, 'Timesheet Input'**

Select the required Company
Select the correct Pay Basis 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

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 it as required, and Save
Return to Timesheet Input screen to ensure that the employee is showing