Timesheet

Project Timesheet Design

A construction company's labour force is one of their major assets and and also one of their biggest costs and is best managed through the use of a well designed Project Timesheet. The timesheets will capture the key information revealing the utilisation of these assets and the true fully loaded costs of labour.

Remote Entry

These days employee timesheets need not be completed on paper and then processed at head office. Most construction sites are now able to access the internet and site managers or supervisors are able to enter a timesheet, on behalf of their staff, on the location where the hours have been spent. In addition to saving time and distributing the data entry burden, the results will be more accurate as data entered and approved as close to the “coal face” as possible tends to have less errors.

Job Costing & Payroll

A Project timesheet completed on site also tend to be more complete in terms of the related information the company or project needs. This is important as the data captured is not just for payroll purposes but for job costing and may even provide the basis for preparing progress claims for labour, supervision and professional services for clients.

Integrated

An integrated construction accounting software solution, like Muli, will include a payroll solution that incorporates its own project timesheet system. The employees or site managers should be able to enter the actual hours worked against a project, a specific cost allocation and a labour order into the system.

Administrative staff on monthly pays will require only a simple timesheet format as they will allocate their hours against a single project and have minimal allowances.

It is the wages staff who will require the most complex project timesheet content. Wages staff are typically subject to Industrial Awards, and Project or Location specific Site Agreements and require multiple pay sequence codes to accommodate the many pay rates and allowances these awards prescribe.

Two Views

Muli process the Project Timesheet in two stages. This has the advantage of only revealing the hours worked to site and non-payroll staff. The Payroll Manager works on an extended view of the Timesheets which shows the pay sequences and the actual amounts being paid.

For larger numbers of employees, a Project Timesheet may require one or two electronic approvals and Muli uses Incoming Documents & Risk2Do alerts to automate the approval workflows for the approval process.

Because a Project Timesheet is part of the Muli Payroll there is no delay – no waiting for batching, before the Payrun can be processed and of course being fully integrated to the other Muli modules, Project and Job costs are seamlessly updated with these labour costs.

 

Timesheet

Timesheet History

Historically, a timesheet was developed as a means of recording worked hours so that the employee's wages could be calculated. Now employee timesheets have a wider purpose than just recording hours attended.

Timesheets may record the start and end times or just the duration. A timesheet may contain a detailed breakdown of tasks worked on. In addition to payroll, this information may be used for client billing in professional services or for project costing.

Payroll Plus Client Billing

When timesheets were primarily for payroll, there was only a requirement to complete them in time for the pay-run calculations. However with the broader use of the worked time information, there is more urgency to get the data input. For example the employees maybe paid monthly but clients may be billed weekly – hence the need to input the data more frequently.

Remote Entry

With workforces sometimes working at client sites or at locations remote from the payroll processing point, there has been a move to providing a solution for remote data entry. The internet has largely solved this problem with either web based timesheet entry or as the basis for a wide-area network providing access to the timesheet entry program.

Calendars

To assist employees to enter accurate data into their timesheet some software overlays the working calendar so that non-working days can be more easily identified. This is particularly useful in the construction industry where industrial awards provide employees with addition days off called rostered days off or RDO's. The occurrence of these RDO's vary by location so a company with a national payroll will require their timesheet to have access to multiple working calendars.