Once the employee is set up, you can start entering their time. How you record timesheets is important:
Abio has a few ways to record employee timesheets.
To enter a single timesheet on the desktop, navigate to [c] Payroll, then [d] Timesheet Entry.
The List tab displays all the current timesheets.
Click on the Details tab to add or modify a timesheet.
Before the advent of web and mobile tools, this screen was used exclusively to enter large volumes of timesheets. It’s optimized to initially populate a new record with the most likely values, to move you from field to field using either <tab> or <enter>, to skip past fields that are unlikely to change, and to move you quickly on to the next timesheet to add.
As well as being optimized for data entry, it also:
Click on the action field to see the actions that are available.
This action allows you to view, but not change, a timesheet.
Add a new timesheet.
Change a timesheet that hasn’t been used to create a cheque.
Delete a timesheet that hasn’t been used to create a cheque.
Move a transacted timesheet to history.
Record timesheet hours on a spreadsheet and import into Abio.
There are a few steps involved in using the import action. First, you’ll need to assign employees to crews. Next, you’ll generate a Shared Time Entry Sheet. Finally, you’ll export the time entry sheet to excel. The excel spreadsheet will have each of the crew members listed. Fill in their hours and return the spreadsheet to the payroll office. They’ll import the spreadsheet back into Abio.
If you’ve changed an employee’s occupation, or changed the rates on their current occupation, the recalc action will recalculate the amounts owing on a timesheet. You can only do this for timesheets that haven’t been used to create a cheque.
Search for an employee by name.
If there is more than one employee with that name, you can select the one you want from a list.
Print, email, or export a timesheet to an excel spreadsheet.
This action allows you to change fields without validation. Only system administrators should use this action, as it has the potential to put the G/L out of balance.
This uniquely identifies the timesheet. If an employee worked on more than one job or G/L posting, use sequential item numbers to differentiate the timesheets.
Specify the job and cost centre for craft workers.
For reporting purposes
If this represents work on an equipment unit post it to that unit. It will be recorded on the financials tab for that equipment.
If the work is posted to a job, this field will set to the job cost labour control account. If you’re posting administrative or management hours, you can post to a G/L account specifically for that purpose.
If your company has divisions defined, you may be required to enter one here.
WCB (Worker’s Compensation Board) class work covers.
For reporting purposes only. If you are getting the client to sign off labour hours on the Shared Time Entry Sheet report, this field gives a mechanism to identify which time entry sheet each timesheet came off of.
You can enter it manually, or it is updated when you import the time entry sheets. It’s included in the export file for the Shared Centre Labour Dispersion report.
This controls union dues, pension, RRSP, etc, plus wages. See Collective Agreements for more information.
Employees working the night shift may earn shift premiums.
You can set up a number of statuses to code timesheets to indicate if the employee actually worked, or is being paid for another reason. Some examples include:
When you create cheques, you can choose to create cheques for a specific timesheet status. You may want to process all the vacation timesheets together, so that when you come to the approval stage, you can release the vacation earnings.
Enter the regular, time & a half, and overtime hours worked.
Use this field to identify if overtime is scheduled or spot. Some union benefits are based on scheduled time, which includes scheduled overtime, but not spot overtime.
Enter these amounts as appropriate here. They will be reported on the employee’s cheque as such.
Retention is set up by union and job. If the employee is entitled to retention pay, it will display here. It won’t be paid out unless it’s released during cheque approval.
If you are paying a recruiting agent for finding you this employee, the amount due the agency is reported here.
When a cheque is costed, the fringe costs are apportioned to each timesheet. Fringe includes:
GST or HST is calculated on subsistence amounts according to the GST recovery rule for the timesheet.
The cheque that paid this timesheet.
GST or HST is recovered from subsistence amounts based on this rule.
This field shows if the employee is a subcontractor or a regular employee, according to how his/her employee record is coded.
This field indicates whether or not the amounts from this timesheet have been transacted.
The G/L period this cheque is transacted to.
When the cheque was transacted to.
The daysheet this timesheet is recorded on.