Guide: Timesheets

Wagepoint’s new integrated timesheets feature makes it easier than ever to collect, review, and approve work Hours for your team. 

This guide walks you through the steps to set up your account, prepare your people, and start running payroll using timesheet data.

 

Set up Timesheets for your company

Account owners and administrators can enable Timesheets and turn on Timesheets for individual employees and contractors.

1. Enable Timesheets

1. In the navigation menu, click Settings.

2. Under the Hours & Timesheets section, click Timesheets.

   

3. Check the box next to Turn on timesheets.

   

4. Click Save.

2. Set up overtime rules (optional)

To enable overtime calculations, you'll need to select the overtime rule you wish to apply for each individual. By default, Wagepoint includes basic rules for each province and territory. You can also create a custom rule. Any overtime rules in this table will be available to assign to your employees.

1. In the navigation menu, click Settings.
2. Under the Hours & Timesheets section, click Overtime rules.
3. Click View to review the default provincial overtime rules or click Create custom to set up your own.
   
   

Note: Timesheets must be enabled before overtime rules become available.

3. Set the start day of your work week (monthly and semi-monthly paygroups only)

To ensure overtime Hours are properly calculated, you must set what day of the week your workweek starts on. By default, your work week will be set to begin on Sunday.

This is only required for monthly or semi-monthly pay groups, as your weekly and bi-weekly pay groups already have a day of the week based on the cycle start date on creation. 

To set your start day, follow these steps:

1. Navigate to Payroll, then in the navigation menu, click Pay groups.

2. Click the down arrow on the Monthly or Semi-monthly paygroup card you wish to edit, and click Edit.
   
    

   

3. Scroll to the bottom of the page and use the drop-down menu Work week start day to change the start of your work week. The default date will be Sunday. Click Save when finished. 
   
    

   

4. Choose which employees will use Timesheets and assign Overtime rules

Timesheets need to be enabled on an employee's or contractor's profile before Hours can be entered, and the employee needs to be set up as paid hourly with variable Hours (not fixed)

To enable Timesheets for an employee or contractor, follow these steps:

1. In the navigation menu, click People.
2. Click View on the relevant employee/contractor we want to edit.
3. Click on the Job details tab.
4. Click Edit.

5. Scroll down to the Timesheets section and check the box.

   

   If the employee has had a payroll run, the change compensation window will show up and needs to be completed. Make sure to check the Timesheets box again and enter an effective date. 

6. Assign an overtime rule using the dropdown menu that appears. Use "No overtime rule" if overtime is not applicable.

7. Click Done.

5. Decide how timesheets will be entered

Any company administrator who has run or approved payroll access can enter Timesheets into the system. If employees have access to the online employee portal, they can also enter Hours for themselves. When they log into the employee portal, they will also see a link for the mobile app for Android or IOS.

• Android: https://play.google.com/store/apps/details?id=com.wagepoint.wagepointmobile&hl=en_CA
• IOS: https://apps.apple.com/ca/app/my-wagepoint/id6753784842 
   

For employees to be able to enter Hours for themselves, they must have:

1. An email address on file.
2. Received and accepted an invite to the employee portal. For the steps to invite an employee, please refer to our Invite to employee portal article.
    

Let your team know what’s changing

Good communication helps everyone start strong with the new process. What employees receive depends on whether they’re new or existing.

• When added to Wagepoint after timesheets are enabled, they can automatically receive:
  An email invitation to set their password
  Links to download the Wagepoint mobile app (iOS and Android)
• You can send them the same invitation from the People page. Please refer to our Invite to employee portal article for the steps.
• Employees who already have access to the employee portal will now be able to enter their timesheets using their normal login. 

6. Set up Administrators who will handle Timesheets

Anyone who currently has permission to run and approve payroll Hours can review and approve timesheets.

This includes, by default:

• Account Owners
• Payroll Administrators

If you wish to adjust the permissions of other user types, review this guide: Roles, permissions, and user accounts for Administrators

Enter, approve, and run payroll with Timesheets

7. View, enter and approve timesheets

Once setup is complete, you’re ready to start collecting and approving Hours.

Access Timesheets

1. Click Hours in the left-hand navigation panel.

2. Click Go to timesheets on the paygroup card you want to view. If you only have one paygroup, you will be taken directly to the timesheet.

   

Add, edit, approve and reject time

When you first view a timesheet, you will be brought to the current pay period that needs to be processed. To view a different period, use the date selector. Here you can view all approved or not approved timesheets, add or edit timesheets, and approve timesheets for payroll. 

To add or edit timesheets:

1.  Click the Add time button.

   

2. The default date range will be the current week. If you are entering time for an earlier or later period, you can use the navigation arrows in the time selector.

   

3. Once on the correct week, you can enter or edit the time for the dates and employees listed. If an employee worked 4 Hours and 30 minutes, this can be entered in the following ways: 4.5, 4h 30m, 4:30. It will default to 4h 30m after you enter the Hours, regardless of the format you choose. Notes can also be added if you need to add context.
4. Click Submit Hours

To approve time:

Click the Approve all button or click the checkbox next to any employee's name and then click the Approve timesheets button that appears. You can also expand an employee's section to approve specific dates.

To reject a timesheet:

Click the checkbox next to any employee's name, or a specific date and then click the Reject time sheets button that appears. You will be prompted to enter a reason for the rejection, but you can leave it blank. Rejected time is effectively just deleted and will need to be re-entered.

Note: Time manually entered by an administrator defaults to approved status. Only Hours entered by employees need to be approved.

Only approved time carries over into your payroll.

8. Run payroll

Running payroll with approved Timesheets is simple.

• Navigate to payroll and select your payroup and pay date as normal.
• On the Hours and incomes screen, you will see the approved regular and any overtime Hours from timesheets already added. 
• Employees who have timesheets enabled will have one of two statuses:
  • Timesheets completed: All of the employees' time has been approved.
  • Timesheets missing: Either no time has been entered, or there is time that needs to be approved.
• At the top, you will also see a link to View/edit all timesheets for quick access if you need to make changes. Any changes will apply to the current payrun. 
• Enter any additional incomes or Hours as needed, and continue with your payroll as normal.

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Frequently asked questions (FAQs): Timesheets

• No. Currently, Timesheets can only be used to enter time for regular and overtime Hours. Any additional income must be added during the normal payroll process. You may need to adjust the Hours when running payroll to accommodate the holiday pay.
• 1. In the navigation menu, click Settings.
  2. Under Hours & Timesheets, click Timesheets.
  3. Uncheck the Turn on Timesheet checkbox and click Save.

• 1. In the navigation bar, click People.

  2. Click View for the person you wish to edit.

  3. Go to the Job details tab and click Edit.

  4. Under the Primary job, uncheck the Timesheets box.

  5. If the employee has had a payroll run for them in the past, the Update compensation window will appear. Uncheck the Timesheets box here, enter an effective date (Today's date will work) and click Save.

  6. Click Done.

• This means you still need to enable Timesheets.

  1. In the navigation menu, click Settings.

  2. Under the Hours & Timesheets section, click Timesheets.

  

  3. Check the box next to Turn on timesheets.

  

  4. Click Save.

• Timesheets need to be enabled on an employee's or contractor's profile before Hours can be entered, and the employee needs to be set up as paid hourly with variable Hours (not fixed)

  To enable Timesheets for an employee or contractor, follow these steps:

  1. In the navigation menu, click People.

  2. Click View on the relevant employee/contractor we want to edit.

  3. Click on the Job details tab.

  4. Click Edit.

  5. Scroll down to the Timesheets section and check the box.

  

  If the employee has had a payroll run, the change compensation window will show up and needs to be completed. Make sure to check the Timesheets box again and enter an effective date. 

  6. Assign an overtime rule using the dropdown menu that appears. Use "No overtime rule" if overtime is not applicable.

  7. Click Done.