Each mobile timesheet can capture Attendance items, Additional (manual) items, Reimbursement items, and Attachments for the work period.
Attendance Items
Attendance items capture information about each shift that a payee works during the work period for the timesheet.
Attendance items are usually recorded when the job order is subject to agreement rates, but they may also be required for standard rates job orders.
Each attendance item records:
The work date of the shift.
The attendance/absence type that applies to the shift.
The start and end times of the shift (or of the absence if the payee was absent).
Any breaks taken during the shift.
The project code(s) to which time worked is allocated, where required.
The work date is the date the shift begins or, if the payee was absent, the date the shift was scheduled. A shift can cross midnight; in that case, the work date is still the date on which the shift started, even if most of the work occurs on the next day.
The attendance/absence type records the kind of shift or absence (for example a day shift), and the types available depend on the job order.
One or more break items can be recorded for each attendance item to capture the start and end times of unpaid breaks.
Where a job order requires labour costs to be tracked against specific projects, project items are added to an attendance item so that all worked time (excluding breaks) is allocated to project codes. Multiple project items can be used for one attendance item, but the same portion of a shift cannot be allocated to more than one project code at the same time.
Depending on the job order, timesheets can be pre-populated with attendance items based on the job schedule. In that case, the timesheet can be submitted without further changes unless:
The payee worked additional hours outside the schedule.
The payee was absent for all or part of a scheduled shift.
The payee is claiming an allowance.
The payee is claiming a reimbursement for an out-of-pocket expense.
If any of these apply, or if the timesheet is not pre-populated, it must be edited before submission.
Additional (Manual) Items
Additional items record different information depending on whether the job order uses standard rates or agreement rates.
For standard rates job orders, additional items capture the standard rate items a payee is claiming on each work date.
For agreement rates job orders, additional items capture allowances the payee is claiming for the work period (for example meals, accommodation, or travel) where the agreement entitles the payee to these allowances.
Allowances recorded as additional items are different from reimbursements, which are one-off out-of-pocket expenses not covered by an allowance.
Each additional item records:
The work date to which the item relates.
The name of the additional/manual item (for example Meal Allowance or Normal Time).
The quantity of the item being claimed.
The pay rate per unit, where this is not already defined by the standard or agreement rates for the job order.
The project code, if labour costs must be tracked against projects.
For standard rates job orders, relevant additional items are populated from the standard rates on the job order, and the quantity, and if required the rate and project code, must be entered for each work date.
For agreement rates job orders, additional items are only added when the payee is actually claiming an allowance for that period.
Reimbursement Items
Reimbursement items capture out-of-pocket expenses that the payee incurred while working the job, where no allowance covers those expenses.
Each reimbursement item records:
The date on which the expense was incurred.
The item for which the expense was incurred (for example Taxi Fare).
The net (tax exclusive) amount of the expense.
The tax amount included in the total expense.
The project code, if labour costs must be tracked against specific projects.
Attachments
In some situations, additional documentation needs to be provided with a timesheet. Examples include:
A medical certificate when the payee has taken medical leave on a scheduled work day.
Receipts supporting allowance or reimbursement claims.
In these cases, electronic copies of the relevant documents can be attached to the timesheet so that all documentation is stored together with the timesheet.