Timesheet
To ensure accurate payroll calculation, it is necessary to track employees' working hours. The employee timesheet is used to monitor the utilization of working hours across all employee categories, ensure compliance with the established work schedule, obtain data on actual working time, and calculate wages.
In Microsoft Dynamics, work time tracking is structured into planned and actual timesheets, allowing for statistical analysis of planned vs. actual hours/days worked within a payroll period.
Timesheets are generated based on calendars assigned to each employee. Changes to the timesheet can be made automatically through absence orders or manually by registering a work/absence type with the appropriate time activity code.
Overtime hours are calculated in the timesheet based on payroll calendars assigned to each employee. The "Overtime Hours" column displays data for the Month, Year, Quarter, or Half-Year, depending on the payroll calendar settings. Planned hours from the official calendar are compared with the employee’s assigned calendar, and the difference is recorded in the "Overtime Hours" column. The "Overtime Hours for the Year" column sums up all overtime hours for the year. At the beginning of a new year, the "Overtime Hours for the Year" column is reset, and calculations start anew.
Step 1. Timesheet Management
The planned timesheet for each employee is generated automatically based on the work calendar in the following cases:
• When a payroll period is created. • For newly hired employees, the timesheet is generated upon approval of the labor contract entry with the "Hire" type.
The "Planned Standard Hours" and "Absences Based on the Standard Calendar" fields retrieve data from the Standard Calendar specified in the Payroll Calculation Calendar settings. For example, absences are recorded based on their entry dates, but hours are displayed as if the employee had worked according to the standard calendar. This is necessary for calculating overtime. The system subtracts absences from the "Absences Based on the Standard Calendar" column from the official calendar and compares the result with the actual hours worked. The difference is paid as overtime.
The system allows creating a timesheet using the Create function. The Update function refreshes the employee's timesheet according to the assigned calendar. It can be used to update the planned timesheet if the employee's work calendar changes. To view and edit detailed information for each employee (e.g., to log overtime), navigate to the individual employee timesheet, accessible from the Employee Card ("Employee" – → "Timesheets").
The timesheet view parameters can be defined in the Employee Timesheet page header.
Employee Timesheet page
| Field | Description |
|---|---|
| Period Code | The period for which the work schedule is generated. When viewing an individual work schedule, calculation periods can be switched without closing the form. |
| Time Activity Group | The code of the time activity group. It allows for quickly filtering days that contain time activity codes within the selected group. For example, if the ILLNESS group is selected, only the days where the employee had a time activity code from this group will be marked in the Worked Hours field, while other days in the period will remain empty. |
The rows on the Employee Timesheet page are automatically generated based on the employee’s work calendar entries. The form fields, except for the Worked Hours field, mirror the corresponding fields in the calendar. The Worked Hours field displays the actual time activity code, indicating the employee’s presence or absence and the actual number of hours worked. Some time activity codes can be combined. To edit the timesheet, click the button in the Worked Hours field.
The fields of the Timesheet Details page are filled in as follows:
Timesheet Details page
| Field | Description |
|---|---|
| Employee No. | Employee ID. |
| Date | Date. |
| Time activity code | Time activity code |
| Time activity name | Name of the time activity code. This field is filled automatically and cannot be edited. |
| Overtime | This field is filled automatically if the time activity code in the row is set to "Allow Overtime." |
| Actual Hours | The actual number of hours worked by the employee. |
| Description | A free-text comment that can be used when making schedule adjustments. |
| Document Type | Type of the absence order document. This field is filled automatically and cannot be edited if the changes are made by posting a corresponding absence order. |
| Document No. | Number of the absence order document. This field is filled automatically and cannot be edited if the changes are made by posting a corresponding absence order. |
| Document Date | Date of the absence order document. This field is filled automatically and cannot be edited if the changes are made by posting a corresponding absence order. |
| Time Activity Code for Related Sick Leave | If the activity code in the row removes the right to receive temporary disability benefits, this field will display the corresponding sick leave time activity code. |
| Document No. for Related Sick Leave | If the activity code in the row removes the right to receive temporary disability benefits, this field will display the corresponding sick leave order number. |
| Fix | If the Fix checkbox is enabled, this activity will not be overwritten when an order is entered. |
For example, to register overtime work, a new row must be added, specifying the required absence code. The Description field can be used to add any necessary explanations.
For overtime payment, the payroll element must always be included in the payroll calculation and must be set to accumulate payable hours for the entire month.
If an employee is absent due to illness but the sick leave order cannot be registered in the current reporting period, a special activity code (e.g., "UA" – Unexcused Absence) should be used for the corresponding absence days. Once the sick leave order is posted in the next payroll period, the activity code in the work schedule will be updated accordingly.
If an absence order is entered for a closed period and "UA" was not recorded, the employee's timesheet will be assigned an Archived Timesheet Status. The fields remain the same as in a regular timesheet, with additional new fields added:
Archived Timesheet Status Details
| Field | Description |
|---|---|
| Archiving Time | The time when the archived timesheet status was created. |
| Archiving Date | The date then the archive was created. |
| Archived By | The system user under whose account the archive was created. |
| Version No. | Version number based on the period code. |
| Reason Document No. | The number of the document/order that served as the basis for creating the archive. |
| Posting Date | The posting date of the archiving document. |
| Use for Printing | If this checkbox is enabled, the archived timesheet will also be used when printing the P-5 Timesheet Form report. |
Step 2. Timesheet Administration
The completed and verified timesheet must be approved. Approval is done using the Release function (Functions → Release) on the Timesheet Status page.
Multiple selected rows can be approved simultaneously. To do this, select the required rows and click Functions → Release.
Once a timesheet is approved, manual changes cannot be made. Modifications are only possible by posting an official absence order. A released timesheet can be reopened (Functions → Open) for changes if the final payroll calculation document has not yet been generated. The payroll document status for each employee is displayed on the Payroll Status page. An exception applies to days in the timesheet with an activity code marked as Allow Override in the settings. These activity types can be modified using an absence order, which must be recorded within an open period. Additionally, corrections to absence orders are possible.