Time & Attendance with No Payroll Integration

Now that you have loaded in your employees and structured them into reporting lines and teams, the next step is to set up the time and attendance elements of Employment Hero HR. This includes Employment Settings that relate to Time and Attendance, Location and Public Holiday Calendars, Leave Management and Timesheet Management.

The Time and Attendance settings in Employment Hero HR include options to set up two level leave approval and selecting the timesheet type to be used.

Enabling Two level leave approval will require employee leave requests to be approved by both the primary manager and secondary manager.

Follow the steps below to enable/disable Two level leave approval:

• Navigate to Settings and scroll down to General Settings
• Click Company Settings and select the Employment Settings tab
• Select YES to enable two level leave approval. If two level leave is switched to ‘yes’, all leave must be approved by both a primary and secondary manager in order to sync to Employment Hero Payroll.
• Select NO if you don’t wish to enable two level leave approval. If two level leave is switched to ‘no’, leave requests will only need to be approved by primary OR secondary manager. Whoever approves first.
• Click Save.

In Employment Hero HR, you have four timesheet options to choose from. This includes:

• Start and end times based on daily entries
• Daily hour based on daily entries
• Daily hours based on weekly entries
• Start and end times based on weekly entries

When choosing your timesheet option, it is important to note that:

• Only daily timesheets are currently available to use via our mobile app (Daily hours based on daily entries and start and end times based on daily entries.)
• Weekly timesheets are only available for Premium and Platinum subscriptions (Daily hours based on weekly entries and start and end times based on weekly entries.)
• Weekly timesheets based on start and end times are entered as daily on the mobile app.

Follow the steps below to select your timesheet option:

• Navigate to Settings and scroll down to General Settings
• Click Company Settings and select the Employment Settings tab
• Select your timesheet type from Timesheet entry
◦ Start and end times based on daily entries
◦ Daily hours based on daily entries
◦ Daily hours based on weekly entries
• Click Save.

In summary, creating Locations and Public Holiday Calendars will:

• Allow you to link employees to a public holiday calendar that best suits their location in the world.
• Ensure any leave requests taken on a public holiday will not impact an employee’s leave balance.
• Allow you to sign policies, certifications, and tasks to employees in specific locations.

Follow the steps below to add in your locations:

• Navigate to Settings and scroll down to General Settings
• Click into Locations & Public Holidays
• To add a new location, select Add New Location
• Enter the Name and Country of the location and click Submit.

Follow the steps below to link your locations to a Public Holiday Calendar:

• Select the Public Holidays tab

• Select the Standard Public Holiday Calendar to use one of the inbuilt Employment Hero calendars connected to States.
◦ Enter the Name and select the Locations and the State Standard Public Holiday Calendar.
◦ Click Submit.

• Select the Custom Holiday Calendar if your locations aren’t represented.
◦ Enter the Name and select the Locations
◦ Enter the Year (i.e., 2023)
◦ Click Add New to add the Name of the Public Holiday and the Date on which it falls.
◦ Add as many Public Holidays as you need to and click Submit.

By default, Employment Hero has three built-in leave categories:

• Annual Leave
• Sick Leave
• Time in Lieu

If you need to add more leave categories, you can do so by following the steps below:

• Navigate to Settings and select Leave Categories under the Payroll Settings section.
• Click Add Leave Category and choose the best naming convention for your leave category.

Employees can follow the steps below to submit a leave request:

• Navigate to Time and select Leave
• Click Create Leave Request
• If you are an Admin or Manager submitting the leave request on behalf of an employee, you can select the employee name from the Personnel drop down menu.
• Select the Leave Category
• Select the Leave Dates
• Add in any comments and attachments if needed
• If you aren’t requesting a full day, you can expand the Leave Details section at the bottom to specify how many hours you are requesting.
• Click Submit.

Primary/Secondary Managers and Admins can make leave requests on behalf of an employee.

If an admin creates a leave request for another employee, it will automatically approved.

Leave requests can be edited after they have been approved, but the updates will go through another approval process.

Once the employee requests leave, the Primary Manager will receive an email notification of the request.

Managers will follow the steps below to approve a submitted leave request:

• Navigate to Time and select Leave Management
• All pending leave requests will be displayed
• Select the leave requests and click Approve Selected or Decline Selected.

Please note the following:

• Admins can approve a leave request at any time, however they will not be notified unless the employee is their direct report.

As an Admin your first role is to outline which employees are required to fill in a timesheet.

Follow the steps below to enable timesheet submissions:

• Navigate to People and select Employees List
• Select the employee that you wish to enable timesheets for
• Click into the Pay details tab and select the Pay Run Details tab
• Scroll to Timesheet type and select the option most relevant to when they should submit timesheets.
• Click Save.

Employees can follow the steps below to submit a timesheet:

• Navigate to Time and select Timesheets
• Click Add new timesheet
• The timesheet will display options that reflect the timesheet type selected in Company Settings
• Enter in the timesheet information and click Save.

Once the timesheet has been submitted, an email notification is sent to a Primary and Secondary manager.

Managers can follow the steps below to approve a submitted timesheet:

• Navigate to Time and select Timesheets Management
• All pending timesheets request will be displayed
• Select the timesheet requests and click Approve Selected or Decline Selected.

Managers/Admins can submit a timesheet on behalf of an employee.

The Leave Taken Reporting feature allows you to create a report that you can use to analyse leave requests within a specific date period, broken down by the leave category and status.

You can also use this feature to download a CSV file of the data and share within your organisation to best prepare for your pay run.

Follow the steps below to run the leave report:

• Click the Reports menu.
• Click the Leave Report submenu.
• Click on the Leave Taken Report graph.
• Select filters to refine your search by employee/contractor, date range, leave category or status.

The Timesheet Reporting feature allows you to create a report on your organisation’s timesheet submissions and see details such as the current approval stage and the allocated work type.

You can also use this feature to download a CSV file of data and share within your organisation to best prepare for your pay run.

Follow the steps below to run the timesheet report:
• Click the Reports menu
• Click the Timesheet Report submenu.
• Select the filters to refine your search by personnel, cost centre, date range, status or work type.

Two level leave approval requires all employee leave requests to be approved by both the primary manager and secondary manager.

Australian organisations can only import their employees’ leave balances by integrating with a payroll platform. At this time Employment Hero can connect with Employment Hero Payroll, KeyPay, MYOB Account Right Live, QuickBooks and Xero.

If your organisation is based in New Zealand, you will be able to import leave balances and rules.

Yes, Admins, primary managers, and secondary managers will have the ability to request leave on behalf of an employee.

Yes. You can use the “Advanced bulk updating employee files” CSV upload to select which employees need the timesheets feature activated.