Contents of this article is applicable to the following users
Tier: ESSENTIAL, GROWTH, SCALE
Platform: Web
Access Level: Owner/Manager
Before processing your timesheet for payroll, we recommend go through this list of checks for your staffs timesheet to check for any potential discrepancies!
This help article covers the following:
1. Pending Requests
Requests that require attention are indicated with an exclamation mark that follows the number of requests. Without resolving these requests, your timesheet will not be reflected accurately.
The sign below indicates 1 request requires your attention.
Types of Pending Requests
Missing Clock out
When staff do not clock out, you are required to fill in their clock out time for them. Otherwise, the hours worked by the staff will not be recorded in the timesheet. Learn how to edit timesheet records
StaffAny has a feature for auto clock-out. Learn more
Pending Leave Request
Pending leaves will not be reflected unless they are approved/rejected.
Pending Unscheduled Clock In Request
When staff clock in for a shift that is not scheduled for them. It is reflected as an Unscheduled Clock In. Without approving these clock ins, the shift will not reflected on the timesheet.
Learn how to approve/reject unscheduled Clock Ins (Web App)
Learn how to approve/reject unscheduled Clock Ins (Mobile App)
Pending Work More Approval
Work More Approval is a feature to prevent unnecessary overtime, and must be approved before being reflected on the timesheet. Learn how to approve/reject Work More Approval
How to solve it
There is some way to solve the request:
Web App via Notification
Navigate to Notifications (🔔) in the web app.
Click “Pending Timesheet” or “Leave Request”
Review by clicking on each request card to navigate to the individual timesheets. Open via Notification will trigger the discrepancy filter in the timesheets
Web App via Timesheet > Issues Page
Go to Timesheet > Issues
2. In the yellow box, you can view the number of pending actions for each of the follow issues:
Pending Leave Requests
Work More Requests
Unscheduled Clock In/Out
Missing Clock Out
3. Click on “Resolve Requests” to open up the side drawer.
4. Review by clicking on each request card to navigate to the individual timesheets. Open via Notification will trigger the discrepancy filter in the timesheets
Web App via Timesheet
Go to Timesheet Tab in Web App > Select a staff individual timesheet that has a discrepancy (!) status
The discrepancy will be highlighted in red
2. Checking potential timesheet discrepancies
The system also helps you identify and highlight actions that employees might attempt to fraudulently claim work hours. You can check this by clicking the “Issues” button on the top right of the timesheet summary page.
Under Potential Timesheet Discrepancies, a table is displayed, showing all the potential timesheet discrepancies identified. You can filter the table based on time range of the shift to narrow down the list displayed.
Here are some explanations of each column of the table:
Shift Date & Time
Displays the date and time of the shift that is affected by the discrepancy
Shift Name
Name of the shift (If indicated)
Timestamp
Displays the date and time of when the changes were made
Affected Staff
Displays the name of the staff that was affected by the change
Action By
Displays the name of the staff who made the change
Detail
Displays more details of the change made
Discrepancy Type
Category that the discrepancy is tied to
Action
View timecard history
You can view the timecard history for each of the entries, conduct the necessary checks and changes by clicking the eye button found in the “Action” column.
Note: After resolving the discrepancies, the entries in the table will still persist.
Explanation of the Discrepancy Types
Here are the list of discrepancy types and their explanations:
Daily / Weekly OT Incurred
Users change the timeclock records that will change the amount of daily / weekly OT incurred
Late Status Removed
Users change the timeclock records of a late staff member to make them punctual for a shift.
Absent Status Removed
Users change the timeclock records of a staff who was absent for a shift to be present for that shift.
Early Clocked Out Status Removed
Users change the timeclock records of a staff who clocked out early to clock out on time.
Edited Personal Time
Users made changes to their own timeclock records.
Reduced Unpaid Break Time
Users reduced the amount of break time of a staff to maximise paid hours.
3. Checking for Absence
Staff who are absent for their shift will be reflected as Abst under the Tag column.
Click on the staff to find out which days they are absent for, and make any due adjustments such as
MC that was not uploaded
Annual Leave that was not recorded
4. Differences
If your staff's actual working hours are more or less than what they are scheduled for, they will be reflected in the timesheet as follows
If actual working hours are more than scheduled, the extra hours will be shown as a red positive number
If the actual working hours are less than scheduled, the missing hours will be shown as a negative value
It is recommended on a weekly basis, Managers will go through each staff individual Timesheet to ensure all clocked hours are accounted for.