Evox Support Centre

Pre-Requisites

Everything to do with staff timesheets can be controlled from your home page if you enable the Task Management widget. This is a one-off task – once it’s set, it will always be there for you (unless you choose to disable it). 

1. Click the Maintenance tab 
2. Click the Personal Preferences link under the Personal Settings heading 
3. Select the Dashboard Settings heading 
4. Tick the Tasks Outstanding box
5. Click the Save Changes button 

If you’re also going to be responsible for approving staff timesheets, the ‘Tasks Outstanding’ widget will alert you to any timesheets awaiting completion and/or approval throughout the week. 

Completing a staff timesheet

To complete a staff timesheet firstly the person has to have a Personnel record created in the system. They must be set up as part of the staff payroll with a nominal staff pay rate assigned to them.

To populate a staff timesheet: 

1. Click the Timesheets tab 
2. Click the Complete staff timesheets link under the Timesheets heading 
3. Check that the Week at the top of the sheet is an accurate reflection of the week you’re keying time for 
   1. If not, use the Calendar to select a date in the week that you’re keying 
   2. Click View Timesheet to view the timesheet for that week 
4. Click the Add New Line link at the foot of the timesheet 
5. Set the Job to the job number that relates to the work being carried out 
6. Set the Activity to the activity code that relates to the work being carried out 
   1. If you don’t know the code off-hand, you can use the Lookup Variation box to list all activities 
7. Set the Description  
8. You can add detail behind what you’ve been doing in the Notes column 
9. Set the number of hours spent each day on that task in the seven columns to the right 
10. Repeat steps 4-9 for each piece of work carried out over the course of the week 
11. Click Save once you’re happy that everything is complete 
    1. You can also click Save & Continue throughout to make sure you don’t lose anything already keyed 
12. This will bring up a summary of the hours and the cost associated with the timesheet – check that it’s right 
13. Click Confirm to confirm your timesheet for the week and make it available to your reviewer

Reviewing a staff timesheet

Once someone for whom you are responsible for approving timesheets confirms a timesheet, it will appear on the Tasks Outstanding widget on your Home tab. 

1. Click the link on the widget to take you directly to the timesheet awaiting your review 
2. If you’re not ready to sign it off, click the Reject button: 
   1. Enter the reason for the rejection in the timesheet
   2. Click OK to send an email to the person whose timesheet it is (this includes your rejection reason) 
3. If you’re happy to sign it off, click the Accept button: 
   1. Click OK to confirm that you’re happy to accept the timesheet 

Checking Staff Timesheet Completions

If you have the appropriate permissions, you can produce a report showing all outstanding staff timesheets. 

1. Click the Reports tab 
2. Click the Staff Timesheets Outstanding link underneath the Labour heading 
   1. Select the Format in which you’d like to receive the data 
   2. Select the last day of the working Week for the data you’re looking to review 
   3. If you’re only interested in specific statuses, select the Status you want to see 
3. Click the Export button to generate an export of the staff timesheets that meet your criteria