What are timesheet groups and headings?

Modified on Tue, 10 Dec at 3:10 PM

The Timesheet set up in Cintra iQ controls the Timesheet Claims within Self-Service for those employees who are in a single post or who have multiple posts.

Within this module, you can perform the following:

Define Timesheet Groups. A Timesheet Group defines the periodicity and date frame for claims as well as validation rules.
Define Timesheet Heading Sets. A Timesheet Heading Set defines what payment heading can be claimed against.
Link Timesheet Groups and Timesheet Heading Sets to Posts.

For more information about the procedures, see Timesheet tasks.

This module is customisable. For instance, the Timesheet settings can be turned on and off. For more information as how you can customise your settings, contact the your system administrator.

Timesheet Groups

The Groups set up in Cintra iQ controls the periodicity and validation rules of the Timesheet Claims within Self-Service for those employees who are in a single post or who have multiple posts.

A Group heading contains the details of what an employee has to fill in on their claim in Self-Service Timesheets.

The Timesheet Group window and its sub sets allow you to set up the following:

Group name
Timesheet period, which contains the time frame to which the employee submits their claim against in Self-Service Timesheets.
Group constraints.

About the Timesheet Group Definition window

Go to Cintra iQ: Menu bar> Payroll> Payroll Setup> Timesheets> Groups

Timesheet Group pane

This contains the list of created Groups, which can be attached to a Post in the Post Summary window.

Buttons

Name	Description
New	Click this to create a new Timesheet Group.
Open	Click this to open and amend an existing Timesheet Group.
Delete	Click this to delete a Group from the list.
Close	Click this to save and close the window.

Identifying Timesheet Group's Name and Periodicity

You can decide what Timesheet periods the employee can claim their payment against. The Timesheet Group form is where you set the Group name and Timesheet date period to which the claim in Self-Service Timesheets applies.

Fields

Name	Description
Timesheet Group Name	This identifies the Group. i.e. Shop Floor or Head Office Team, IT, Catering, Events, etc
Timesheet Periodicity	Determines the payroll period. This can be Weekly, Fortnightly, Lunar, or Monthly
Timesheet First Period From Date	The date of the first date of the period to which to claim payment.
Timesheet First Period To Date	The date of the last date of the period to which to claim payment.

Setting Timesheet Group Details

You can decide which, if any, constraints the claim to have when used by an employee within Self-Service Timesheets.

The Timesheet Group form is where you set the claim's constraints

Fields

Name	Description
Timesheet Group Name	Identifies a Group heading, which may or may not appear in the Groups drop-down list in Self-Service Timesheets, depending on whether the employee has more than one post. Note: The Groups drop-down list does not appear if the employee only has one post.
Timesheet Periodicity	Identifies the Periodicity in which to attach the Timesheet claim. This can be Weekly, Fortnightly, Monthly, or Lunar. Affects the Period drop-down list in Self-Service Timesheets.
Restrict Entry of Claims To... Periods	Sets the (user defined) number of historic periods to appear in the Period drop-down list in Self-Service Timesheets. e.g. Setting this to 2 will restrict claims to the current and previous period only.
Allow the Posting of Future Claims	Allows the employee and manager to create, approve and submit claims in Self-Service Timesheets for future days beyond "today". Affects the Period drop-down list in Self-Service Timesheets and Payroll Tools> Payroll Input> Timesheets Claims.
Claims may be Aggregated	Allows claims to be added together when posting to payroll. It takes into consideration the date of when the first claim was entered in Self- Service Timesheets and when the last claim was entered.
Allow Date Range for input of Payment Claims	Allows a Start Date to have an End Date range for a claim instead of being restricted to a single day.
Allow Date Range for input of Attendance Claims	Allows a Start Date to have End Date range for a claim instead of being restricted to a single day.
Minimum Units	Sets the minimum number of units allowed for a claim. This affects the Units field in Self-Service Timesheets when an Attendance Category is selected.
Maximum Units	Sets the maximum number of units allowed for a claim. This affects the Units field in Self-Service Timesheets when an Attendance Category is selected.
Minimum Cash Claim	Sets the minimum amount allowed for an Addition Heading of monetary amount. This affects the Amounts field in Self-Service Timesheets when an Addition Heading is selected.
Maximum Cash Claim	Sets the maximum amount allowed for an Addition Heading of monetary amount. This affects the Amounts field in Self-Service Timesheets when an Addition Heading is selected.
Timesheet Group Periods	Automatically appears. This displays the Timesheet Group periods.

Timesheet Heading Sets

Cintra iQ's Timesheet Heading Sets contain the Addition Headings and Cost Code rules that are attached to a particular post. Once set, these can be selected from the Additions drop-down list on an employee's claim within Self-Service Timesheets. The Timesheet Heading Set window and its sub-sets allow you to perform the following:

Assign an Addition Heading to a Heading Set.
Assign an Attendance Category to a Heading Set.
Assign a Cost Code Part to an Addition Heading.
Define whether the employee or the manager is required to enter the Cost Codes in a Self-Service Timesheet claim.

About Timesheet Heading Set Definitions

You can decide to create a set of Timesheet Heading Set definitions of which you can assign to a post(s). Once assigned, the set appears as a list of Addition Heading items on an employee's claim in Self-Service Timesheets.

The Timesheet Heading Set Definition window is where you create or edit the Timesheet Heading Set Definitions.

Go to Cintra iQ: Menu bar> Payroll> Payroll Setup> Timesheets> Heading Sets

Timesheet Headings Sets Definition pane

This contains the list of created Timesheet Headings Sets, which can be attached to a Post in the Post Summary window.

Buttons

Name	Description
New	Click this to create a new Timesheet Heading Set.
Open	Click this to open and amend an existing Timesheet Heading Set.
Delete	Click this to delete a Set from the list.
Close	Click this to save and close the window.

Identifying New Timesheet Heading Sets

You can decide how to identify the Timesheet Heading Set. The New Timesheet Heading Set is where you name and describe the Heading Set.

Fields

Name	Description
Timesheet Headings Sets Name	Enter the name of the Heading Set.
Timesheet Heading Set Description	This describes the content of the Heading Set.

Grouping Timesheet Heading Sets

You can decide to group a series of Headings to enable the employee to submit their timesheet claim under a specific Addition Heading within Self-Service Timesheets. Each set is made up of a series of headings. The Timesheet Heading Set window is where you attach the desired addition headings, with their cost code preferences, to the Set and order how they will be displayed in the Addition section of an employee's claim.

Fields

Name	Description
Timesheet Set Heading	This contains name of the Heading Set that was entered in the New Timesheet Heading Set dialog. You can select it from the Timesheet Heading Set drop-down list in Posts> Post Summary.
Timesheet Set Description	This contains the description of the Heading Set that was entered in the New Timesheet Heading Set dialog.
Headings pane: Sequence	This displays the order in which the Addition Heading is going to appear in the Addition drop-down lists in a Self-Service Timesheets claim. The most commonly used will be on top, while the least common will be at the bottom of the list..
Headings pane: Heading Name	This displays the name of the individual set item.
Headings pane: Addition Heading/Attendance Category	This displays the individual Addition Heading or Attendance Category selected in the Timesheet Heading window.

Setting up Timesheet Headings

You can decide which Addition Headings and Cost Codes an employee in Self-Service Timesheets can claim under.

Once the Cost Codes preferences are set up in Cintra iQ, they can be applied to a Timesheet claim within S elf-Service through an Addition Heading. As an employee within Self-Service Timesheets, you may be required to add cost codes when creating a claim or the manager may be required to add them when approving the claim.

The Timesheet Heading window is where you attach a Cost Code Structure Part to an Addition Heading.

Important

You should do this for each cost code part you require to be entered on a claim.

Fields

Name	Description
Heading Name	Enter the name of the heading you wish to see in the Additions Head.
Heading Type	Select either an Addition Heading or Attendance Category for the employee to claim against in Self-Service Timesheets, for payroll purposes.
Addition Heading	This drop-down list contains all the Addition Headings that are found in Payroll> Payroll Setup> Adjustments> Addition Headings.
Attendance Category	This drop-down list contains all the Attendance categories that are found in Definition> Lookups> Lookup Administration
Narrative is Mandatory	Select either the Employee option or Manager option.
Cost Code Structure Parts to be made available	This displays the Cost Code Structure Part that was set up in Maintain Cost Structure Part Rule. It displays whether the cost code part will be visible to an employee or manager and whether it is required to add to a claim in Self-Service Timesheets.

Maintaining Cost Structure Part Rules

You can decide what part of a cost code structure can appear on an employee's Self-Service Timesheets claim and whether or not it is required for either an employee or manager to add a Cost Code to the claim. The Maintain Cost Structure Part Rule is where you set the Cost Code requirements.

Important

A cost code may represent a project. If an employee enters their claim for a project, they have to declare what project it is.

Fields

Name	Description
Cost Part	This contains your company's Cost Code structure in parts. These are used to allocate the appropriate cost code to an employee's claim within Self-Service Timesheets.
Employee/Manager: Visible	Check this to enable the Cost Code Part to be displayed on an employee's claim within Self-Service Timesheets either through the employee mode or manager mode.
Employee/Manager: Mandatory	Check this to make the Cost Code Part a requirement on an employee's claim within Self-Service Timesheets through the employee/management mode. Note: The Cost Code Part must be visible in order for it to be mandatory.
Employee/Manager: Insertable	Check this if you want the employee to be able to add to the Lookup table of Cost Code values when entering a claim. Note: The Cost Code Part must be visible in order for it to be insertable.

About Post Summary

You can decide that any employee occupying this post, will be assigned a specific Timesheet Group and Timesheet Heading Set.

Important

These Timesheet Group and Timesheet Heading Set fields must be customised by the Cintra Implementation team.

Fields

Name	Description
Timesheet Group	This contains the Timesheet Groups created in Payroll> Payroll Setup> Timesheets> Groups.
Timesheet Heading Set	This contains the Timesheet Heading Sets created in Payroll> Payroll Setup> Timesheets> Heading Sets.