The month-end closing

Recommended activities for your month-end reporting
Written by Dan Gubler
Updated 11 months ago

For users in full-time and part-time tracking mode, Staff Times reviews the user's prior inputs against the configured working week. This means that working days without a time entry or time entries that are incomplete (e.g. without end time) are flagged and reported with a negative daily balance. The user will see these in the "Weekly Balance" page of the app as those that have been calculated with a negative daily balance, as shown below:

To update the missing or incomplete timesheet, the user may simply navigate to that date provided that date range has not been locked. A monthly date range lock is activated a few days after the month-end based on the settings in the employee profile.

A missing time entry may be intentional in certain cases if, e.g. burning overtime is desirable. For overtime compensation through time-off we recommend flagging this with a dedicated activity name. You may want to create an activity name called 'Overtime burn', which is configured to "not count" against plan hours thus produces a negative balance. In the case of general absences, the employee should always use the activity names set up specifically for paid absences (e.g. out sick/accident, seminar, vacation, etc.) via the blue button on the Fast Check-in menu.

At the end of the month, we recommend the administrator follows this procedure;

1. Check user inputs: use the reports 'Master report' or 'Detailed report' to check for incomplete and missing time entries. The rest & break times should also be correctly recorded based on your local records-keeping regulations. Contact your employee to clarify such cases.

2. Check the Detail report: The monthly balances and the total overtime accumulated are recorded in the report, as shown:

  • Balance for range: the overtime accrued which has arisen within the selected period start and period end (see My Date Range in the image).

  • Balance at range start: the overtime accumulated up to the beginning of the selected date range.

  • Balance at range end: the overtime balance at the end of the date range. If the current month has been selected, this results in the current accrued overtime balance.

For documentation purposes, it is advisable to export this report in PDF format for the current period and to send a copy to the employee, as in the following example:

A signature of acknowledgement may be requested from the employee as required. This report can also be exported in CSV or Excel format for further processing for payroll accounting and for your accountant.

3. Overtime compensation: if an overtime payout is due, an adjustment for the corresponding hours can be assigned to the 31st of the previous month or 1st of the current month along with an adjustment remark which will appear in the Detail report designations field. Check the instructions for overtime adjustments via the employee profile.

4. Customer & project billing: if your company uses the "group" feature and labor has been recorded against customer projects, you should use the master report to select the corresponding project and export that data for billing & downstream processing as required.

5. Vacation bank: check the report 'Vacation monitoring' where the annual allotment and the user submissions are listed with the remaining balance. In the app, this overview can be queried in the 'More' menu in the 'My absences' screen and in the 'Employment terms' pages. If the vacation bank balance needs to be adjusted an adjustment can be made in the employee profile on the 'Terms' screen in whole or half-days.

6. Terminating an employee: Should there be a departure, the employment period can be expired in the employee profile. Please check the accumulated overtime balance beforehand by running the Detail report and checking the Vacation bank, and make any necessary adjustments. As a final step click on 'Expire' which archives this employee and the corresponding timesheets history is excluded from the master report. Find out more here.

Did this answer your question?