Editing timesheets & making adjustments

Adjusting and correcting employee time sheets and accrued balances
Written by Dan Gubler
Updated 1 year ago

There may be situations in which an employee's accrued balances need to be adjusted or in which historic timesheets need to be updated. These are some common cases:

  • User forgot to record a working day

  • User records his time using the wrong activity name

  • User is entitled to a special hourly bonus

  • User receives a credit (e.g. bonus hour before public holiday)

  • User receives monetary compensation for overtime work

  • User's overtime balance should be reset at the end of the year

To handle these situations please consider the  following options:

  1. One-off balance adjustment: the administrator may choose to allocate a lump sum of hours to a specific date in the employee's term profile. This is commonly used at year-end for the annual carryover or paying out of overtime accrued hours. 

  2. Update the timesheet from the admin panel: the administrator may select the respective timesheet from within the left menu item named Manage Timesheets by using the edit button found on the line item. Updating leaves (absences) is not possible but will be made available soon (please use option 3 for now).

  3. Update the timesheet from the My Time app: the administrator may ask the user to go back and adjust the incorrect timesheet. Alternatively, the administrator can log in with the user's login token from his smartphone and make the adjustment on behalf of the employee. The user's login credentials can be found in the "Team Reports" menu by clicking on the user image. The member app can be used on multiple mobile devices at the same time.

1. One-off balance adjustment 

This variant enables an employee to deduct (-) or add (+) a number of working hours to the respective daily balance for a historic or future date within the current term.

You can find this feature under Manage users if you click on the user name and click through to the second screen entitled 'set terms'. In the section named 'Overtime and adjustments'  you should see a date field with calendar picker as well as an hours picker for the hour adjustment, as shown below:

You will need to provide a comment with your flat hours adjustment which will appear in the designations field of that activity record. It is advisable to use this method if e.g. the employee has missed a working day or incorrectly recorded time logs and should not or cannot correct them himself. This method also enable you to add any flat-rate bonus hours applicable for work performed on public holidays.

This adjustment is added as a time log on the corresponding date, as shown in the Master report below:

This adjustment appears in the member app as a read-only timesheet and can be queried by the user on the Daily Activities page on the corresponding date, as shown:

2. Update Timesheet from within the admin panel

The menu item 'Manage timesheets' enables time logs to be queried by date range. Click the blue 'Edit' button at the far right of the line item which takes you from the report into edit mode where you can update or delete that timesheet as illustrated below:

To edit time values please type the value in 24 hr style with a colon, e.g. for 5pm type 17:00. Please note that a timestamp with a reference to Last edit by Admin will be displayed in the mobile app.

3. Update the timesheet from the My Time mobile app

If you are looking to update a timesheet for a locked period, that period can be unlocked on a temporary basis for that user with just a few clicks in the employee terms profile to give the employee the opportunity to adjust the relevant timesheet. To unlock a date range simply pick the date as of which the unlocked state is applied. See image:

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