The following information is required when you add a timesheet:

• Assignment Number

• Employee Social Security Number

• Employee Name

• Total Hours

• Period Ending

• Check Handling

• A valid paybill code for payroll and billing (if the total hours is not equal to zero)

• Deduction description and amount (if the deduction grid is used)

• If the timesheet is for Pennsylvania, then both the work and resident locations must be coded to the School District.

The Assignment status must be Filled or Closed. In addition, the Assignment corporation must be the same as the current batch's corporation.

Total hours are entered by the user on the timesheet. However, when updating the wage code grid, the following takes place:

• The system checks to see if any other timesheets have been added with the same period ending date for this employee (OTHER).

• The system checks the Branch default information (from System Administration) to find the standard work week hours.

• If the amount of Total Hours plus the amount of OTHER hours (see above) is less than or equal to the standard work week hours, the amount in the Total Hours field is added to the branch's regular time wage code.

Example: If Total Hours plus OTHER hours equals 40 and the standard work week is 40 hours, then the 40 hours are added at a regular wage code.

• If the amount of Total Hours plus the amount of OTHER hours is greater than the standard work week, then any amount up to the standard hours is added to the branch's regular time wage code and any amount above the standard hours is added to the branch's overtime wage code.

Example: If Total Hours plus OTHER hours equals 60 and the standard work week is 40 hours, then 40 hours are added at a regular wage code and 20 hours are added to an overtime wage code.

Example: If Total Hours equals 30 and there are OTHER hours (other timesheets for this employee for this period ending date) that equal 40 hours and the standard work week is 40 hours, then all 30 hours on this timesheet are added to an overtime wage code.

The system assumes that bill hours and pay hours are the same and defaults the payroll hours into the corresponding billing hours field.

These values can be overridden.

For information on how pay hours are calculated, see the information for the question, "How does the system calculate pay hours?"

The pay rate per hour defaults for the assignment pay rate field.

• Overtime rate is 1.5 times the Regular rate.

• Doubletime rate is 2.0 times the Regular rate.

• Tripletime rate is 3.0 times the Regular rate.

When the Regular rate is changed, the other rates are automatically recalculated.

The billing rate defaults for the assignment bill rate field, but may be edited.

If you change the bill rate for the Regular paybill code, the system automatically recalculates the bill rates for any overtime, doubletime, and tripletime paybill codes.

The system determines overtime, doubletime, and tripletime rates by first looking at the Order Billing Factors. If no factors are listed, the following is used:

• Overtime is 1.5 times the Regular rate

• Doubletime is 2.0 times the Regular rate

• Tripletime is 3.0 times the Regular rate

A timesheet generated by a Balance Forward transaction or a Void Check transaction cannot be edited through the timesheet screen (instead, use the Balance Forward and Void Check window respectively).

A timesheet entered through the timesheet screen can be edited only if the timesheet is not posted.

If the timesheet has not been posted, but has been paid, only the billing information on the timesheet may be edited.

A timesheet can be deleted if ALL of the following are true:

• The Timesheet posting status is Unposted

• The Timesheet has not been paid

• The Timesheet has not been billed

• The Batch Status associated to the timesheet is not In Use by another user

There are instances where you want to pay an employee without billing a company. For example, an employee may have earned a referral bonus of $50.00.

On the wage grid of the Timesheet Add window, enter an applicable wage code (like Referral Bonus) in the Wage column. In the Totals column of the Pay row, type 1. In the Rate column of the Pay row, enter the amount of the bonus. In the Bill Row, zero out any amount in the Total column.

There may be times that you want to bill a company without paying an employee. For example, you may want to invoice a client for a liquidation fee of $5000.00.

Create a timesheet for the final paycheck of the employee. Add a paybill code to the wage grid for the liquidation fee. For the Pay row, make sure everything is zeroed out. For the Bill row, type 1 in the Total column. In the Rate column, enter the rate for the liquidation fee.

You can also click Individual Invoice to create a unique invoice for the liquidation fee wage code (make sure you highlight the correct wage code beforehand). Checking the Bill Only box allows you to track cost. For example, if the liquidation cost $1000.00, you can enter that information in the Pay row. Bill Only insures that no payroll check will be created (even with information in the Pay row), but the cost will show up in your reports.

All deductions must be set-up in the System Administration division of StaffSuite (whether it applies to one, some, or all employees or whether it is a one-time or recurring deduction).

Recurring deductions must be added to the Employees file in the Operations division of StaffSuite.

Recurring deductions do not have to be entered on the timesheet. Since you added it to the employee file, StaffSuite knows when (and how much) to deduct. StaffSuite will automatically calculate and include the recurring deductions when you are processing payroll.