Hourly Rate

Make sure that you have entered an hourly rate for all employees for whom you intend to import hours for. You can do this (in Payback) in the Pay Details tab of the Employee screen, shown opposite.

Activate online timesheets

Payback version 2017.06 on wards has a new 'Self Service' option. You will find this under Admin>Options.

There are two ways of entering online timesheets. Employees can enter their own timesheet or a supervisor can enter the timesheets for multiple employees. 

To allow a supervisor enter multiple timesheets, tick the 'Use Online Timesheets' and 'Supervisors enter multiple timesheets' options. Two grids will appear; one for supervisors and the other for the companies and departments the supervisor will be able to enter timesheets for.

Enter a valid Supervisor email address (This will be used to log into the online timesheets system). Tick the companies and departments you would like the supervisor to enter the timesheets for.

Click 'Update' when you have finished.

 

Synchronise Data

A new icon called 'Timesheets' will appear in the main menu at the left of the screen. (You may have to re-start Payback for this to appear.) Click this to enter the Timesheets screen.

You will need to synchronise your data with the online system. Timesheet data is stored in the Cloud, so you will have to ensure that the same information is in the Cloud as is in your desktop system. Click 'Synch Data' to upload your timesheet data.

Input timesheets

Go to this web address:

http://ietimesheets.azurewebsites.net

The first time you visit this, you'll have to set up an account and log into the system. Click 'Register as a new user' to set up you account. When you are setting up your account, it is important that you use a supervisor email that you specified in the 'Acitvate Online Timesheets' step above. This must be a valid email address that you have access to. When you have set up your account you will receive a verification email. Open this email to verify your account.

  1. Select the Year
  2. Select the Company
  3. Select the Payment Frequency
  4. If you have are using departments, select the department.
  5. Click the 'OK' button at the right of the screen.
  6. Click on the Calendar to select the Pay date. When you have done that, the employee list will fill.
  7. Select an Employee
  8. Enter the description, cost centre and number of hours worked directly into the grid.
  9. When you have finished the employee, click 'Save' at the bottom of the time entry grid.
  10. Select another employee and repeat steps 8 and 9.

 

Import Timesheets into Payback

Once all the timesheets have been entered, they can be imported into Payback.

Open Payback and go to the Timesheets screen. Click the 'Import Timesheets' button at the top of the screen. The grid will fill with all the previously entered timesheet data for the selected pay date. Note that the rates have been copied across from the employee screen and the totals are correct.

When you are happy with the data, click 'Send to Payroll'.

The Payroll screen will now have the imported data for each employee.

Try out a fully functional version of Payback. You can process payroll for all your employees for 2 pay periods.

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