Timesheets Guide

This page is an overview of timesheets for general use.

The Timesheets feature tracks the worked time segments of hourly users and records their time off. It also allows export to a CSV file that can be moved into another payroll system, for those who are not using Steelhead Payroll.

Domain Settings

Within the Domain tile, there are multiple domain settings related to Timesheets:

• Enable Timesheets for Hourly Users (Allows users to clock in/out if they are paid hourly)
• Work Times (Allows for recorded time totals to ignore time that passes outside of your set work hours)
• Define Overtime (Choose how overtime is calculated, either by day or by week)
• Timesheets requiring review (Flag unusual work shift time intervals for secondary approval)
• Timesheet Break Times (Set the longest clocked-out interval which may be considered a break in the same work shift)
• Map Timesheet Segments to User Schedule When Clocking In and Out (If selected, unpaid breaks are automatically deducted)
• Timesheets Rounding (Set limits for clock in/clock out times to be rounded to match user schedules. The user work schedules must be set by administrator to use rounding)
• Steelhead Payroll, Payroll Tax Account, and Default Employee Benefits Account are highly customizable based on your input

These domain settings must be set properly in order for Timesheets components to be fully functional. They are described in more detail below and in the linked instructions.

Enable Timesheets for Hourly Users

With this domain setting enabled, hourly users will be able to clock in and out. Users can be set as hourly in the User Permissions page. Only those who have been authorized can make edits to user permissions and classifications.

To set Users as Hourly:

1. From the Home Page, click on the Users tile.
2. Click on one employee's name (or click to add an employee)
3. Scroll down to the bottom of the permissions section
4. Complete the designations in the Time Tracking dialog box

Improve Timesheet and Payroll functionality by thoughtful assignment of hourly workers to Default Labor Codes, Stations, and Departments.

Define Overtime

Here you can set what counts as overtime hours. If an employee works more than the number specified, the extra hours will be marked as overtime in Payroll Report.

Example:

• Overtime will start if worked more than: 8 hours per Day
• Time Period for Overtime Accrual: Day

This will mark all hours over eight hours a day as overtime in Payroll Report.

Timesheets Requiring Review

Here you can set less than and greater than times that will create a warning in Payroll Report when a timesheet segment is over or under the set times. This will indicate that the timesheet segment should be reviewed because the user may not have clocked in or out correctly, making their time segment either too short or too long. This only applies to timesheet segments that are created through clocking in and out.

Timesheet Break Times

This setting will respond to the elapsed time between a clock out and clock in. It will treat anything under the amount of time set as a break in the shift, and anything over the amount as a new shift. This domain setting is useful for those users who work from one payroll period into the next. Example: The set payroll period is Monday-Sunday. Jim works 10 PM Sunday night to 7AM on Monday morning and takes a 15 minute break at 2AM. With a Timesheet Break Time set to be 15 minutes or more, all of the hours he works are assigned to the day (and week) that his shift began.

Time Clock Mode

Enabling this domain setting will turn the device into a time clock where users can only perform clocking actions. Nothing else will be able to be performed in this mode.

Timesheets Rounding:

Rounding limits are set in domain settings (will only have rounding visible if limits are set)

• Only works for scheduled user shifts.
• Able to set time frames in which clock in/out times can be rounded to match scheduled shifts.
• Authorized users can round everyone's time segments together or individually.

Pay Schedules

To set up pay periods, select one day on the calendar when a pay period starts and whether it is 1 week or 2 weeks long. The schedule will be calculated within Payroll Report.

User Settings for Timesheets

Ability to Configure Custom Input Schema for users

• Found in the top right of the Users page.
• This is useful for creating unique employee ID numbers.
  • Each employee can have an internal ID number in the Accounting software that can be tracked.
  • This can then be entered onto the CSV for reliable data processing.

Ability to set Default Timesheet Product Codes

• Found under the Time Tracking section of individual User pages, and also when editing user from main Users page.
• This auto-assigns the specified product breakdown for the user's time segments in Payroll Report.
• Example: a user works a specific line every day.

Ability to set supervisors for each user

• Found when editing a user from the main Users page.
• Employees’ hours are sometimes approved by multiple supervisors, so this is a good way for supervisors to view the users’ segments they need to approve of.
• Example: Bob is the supervisor of Joe and reviews his hours each week.

Product Group

The Product Group categorizes work for timesheet entries. These can be created and modified through the Products tile.
Setting the product group will allow assigning product breakdowns to time segments on Payroll Report.

Timesheets Settings

After the Domain Settings related to Timesheets are selected, and the Hourly Users are designated as such in the Users permissions page, the individual Timesheets settings may be made in the Timesheets module from the Home Page. Those who have administrative access can edit and add time segments, clock out users that are clocked in, and access other time off pages linked in the lefthand menu.

Allocated Time Off

This page, found from the lefthand menu>Configuration>Time Off, displays allocated time off for each user. Here you can allocate time off and set up Time Off Types and Time Off Plans/Allocation Sets.

Time Off Allocation Types
From the Types link, this page allows for time off types to be created and edited. It is where time off types are also displayed.
Examples: vacation, holiday, PTO, etc.

Time Off Type Plans
This page, from the Plans link, allows for allocation sets to be created automatically and edited if necessary. These sets go hand-in-hand with allocation types.
Example: Time Off Set - Holidays 2025, Time Off Type - Holiday Hours

Schedule Time Off Page

This page, from the main Time Off menu under Timesheets, allows you to schedule time off for hourly users and edit already scheduled time off. You can also reach the time off calendar or view time off requests for administrative approval/rejection.

Absence Log

This Timesheets menu link allows for creating and viewing absences in a given pay period, and fiiltering or sorting them by User, Supervisor, Absence Type, or Date. It also has an option under to make a new entry if someone calls in or does not report for work; and to offer approval of requested absences.

Timesheet Segments Page

This Timesheets menu link, along with Timesheet Report, allows for viewing of user time segments in a given pay period, assigning overtime, assign product breakdowns, adding new timesheet segments, viewing missed clock entries, reviewing flagged segments, and approving time worked and time off. See Timesheet Segments docs for more details.

Timesheet Videos

• Brief Overview of Timesheets
  • Covers where all Timesheet associated pages are located.
• Timesheets Domain Settings and User Settings
  • Covers all associated domain settings and user settings to set up Timesheets.
• Allocating and Scheduling Time Off
  • Covers time off types, time off sets, allocating time off, scheduling time off, requesting/approving/rejecting time off, and navigating the time off calendar.
    --