Teacher Timesheet (Optional Module)
Introduction
This module allows teachers to submit their hours worked for review and approval by the Director of Studies (DOS), Academic Manager, or a higher authority. Once approved, the timesheet is flagged for Finance/Accounts to generate it for payment.
Assign Supervisor and Generate Pay Period
Before a teacher submits a timesheet, assign a supervisor and set the pay period. To do that:
Go to Teacher > Manage Timesheet > Assign Supervisor
Select Supervisor from the dropdown list
Select Teacher not yet assigned a supervisor
Select Period Type as Academic Pay
Click Assign
To assign a staff to be a supervisor go to Admin > Setup Permission > Set
Select “Approve Trainer Timesheet” in the Permission Name. This permission allows supervisor to approve teacher timesheet
Tick the role/s you want this permission to associate with
Click Add/Update Role Permission then go to Add User
Select the Role/s associated with the permission
Select a Staff to assign permission to approve timesheet and click the green check icon to save.
After assigning supervisors, set up the pay period by going to Generate Pay Period
Select Academic Pay Period as the Pay Period Type
Pay Period Type
Academic Pay Period manages timesheets for teachers.
Admin Pay Period manages timesheets for staff.
Select Pay Period Frequency
Enter Start Date From and To. Pay period to date should be greater than from date
Click Generate Pay Period
A notification will appear confirming the period dates have been generated successfully and will appear in the list below.
You can remove them by clicking the Delete icon
IMPORTANT:
In the recent update, you can now define timesheet level activity and setup staff levels so the system automatically displays the defined rate (per hour or per count) configured in the timesheet activity level.
Timesheet Activity Level Set-Up
This allows you to define the rates for each activity level. These rates help the system calculate the correct payment based on the activity, staff level, pay rate type, and applicable date. To manage:
Go to Accounts > Accounts Set Up > Define Level Activity
Select an Activity Name or Add New Activity. The new activity will be considered extra and the teacher will submit it as an Extra Activity Timesheet.
Set up Activity Name in Admin > Configuration and Setup > System Fields Setup > Class Type to use when creating the timetable under Timetable > Manage Class Timetable.
Select Pay Rate Type
Enter Staff Level. This is a free-text field where you can enter staff levels that suit your requirements, i.e., Standard, Doctorate, etc.
Enter Minimum Hours, Initial Rate, Repeat Rate and Applicable from Date
A repeat rate is the rate used when the same subject and class mode occurs again within the same week.
Click Add Activity. A notification will appear confirming the activity level was recorded successfully and will appear in the list below.
You can modify the details by clicking the Edit icon or remove them using the Delete icon
Administrator can define an activity level for each activity name or class type before setting up the staff level.
Staff Level
After defining the timesheet activity level, you can set up the staff level. To do that:
Go to Accounts > Accounts Set Up > Setup Staff Level
Select Staff Type, Staff, Activity Name (only defined activities will appear) and Activity Level. The Activity Rate Details populate automatically.
Enter Apply From Date
Click Add
Click Add. A notification will appear confirming the staff level has been defined successfully and will appear in the list below.
You can remove it using the Delete icon
Note: Admin cannot assign more than one level to the same activity for a selected teacher. An error message will be displayed if a duplicate assignment is attempted.
Timesheet Submission
This submission uses class timetables for teachers, so each teacher must have a timetabled class.
If a Teacher is replaced, the Class Teacher updates to the new Teacher. The Class timetable will be available to the new Teacher, not the original.
If a Teacher is relieved, the original teacher still has access to the timetable. Manage this using the Manual Time sheets functions.
Timesheet submissions can be done in the Teacher Portal and Admin Portal.
Teacher Portal
To submit timesheet:
Log in to Teacher Portal and go to Timesheet > Timesheet Submission
The system auto-populates all allocated classes for the selected Timesheet Period.
Note: Admin must set the timetable for teachers to appear in the timesheet submission.
For each class, the system shows the Hourly/Total Payable rate based on:
Class mode
Activity level
Staff level
If the same subject and class mode repeat within the week, the repeat class rate applies. The “Repeat Rate” columns indicate if repeat rate applied for each class mode.
Payable amount is read-only and cannot be edited by the Teacher. Only comments can be recorded from the interface.
Tick the checkbox and click Submit Timesheet
Timesheets will be removed from Possible Timesheet and moved to Submitted Timesheet.
Review submitted timesheets and click Confirm Final Submission
Note: Once you confirm final submission, you cannot submit any more timesheets for that pay period.
Admin Portal
To submit timesheet on behalf of the teacher/trainer:
Log in to the Admin Portal and go to Teacher > Manage Timesheet > Submit Timesheet
Select Staff Name, Financial Year and Timesheet Period
Click View Timesheet
Tick the checkbox and click Submit Timesheet
The submitted timesheet will be removed from Possible Timesheet and appear in the Class Activity Timesheet. You can remove it by clicking the Delete icon.
The rate is editable in the admin portal, and “Total Payable” updates accordingly.
Manual Timesheet Submission
You can complete the manual timesheet in the Teacher or Admin Portal.
In the Teacher Portal:
Go to Timesheet > Timesheet Submission
Click Manual Timesheet. The manual timesheet submission page opens.
Select Subject, Room, and Mode. The rate and pay calculation type will populate automatically after you select the mode based on the setup made under Activity level
Enter Date, Start time, and Finish time
Click Add Timesheet
The manual timesheet appears in the submitted timesheet list.
Click Confirm Final Submission
In the Admin Portal:
Go to Teacher > Manage Timesheet > Submit Timesheet
Click Manual Timesheet. The manual timesheet submission page opens.
Select Subject, Room, Mode, and Rate Type. The rate and pay calculation type will populate automatically after you select the Mode and Rate Type based on the setup made under Activity level.
Enter Date, Start time, and Finish time
Click Add Timesheet
The manual timesheet appears in the submitted timesheet list.
Click the Delete Icon to remove the submitted timesheet
Extra Activity Timesheet
This menu allows you to submit extra activity timesheets for tasks such as exam marking, supervision, student consultations, meetings, and excursions that are not part of regular timesheets.
To make these activities appear on the Extra Timesheet Submission page in the Teacher Portal, set them up first under Accounts > Accounts Set Up > Define Level Activity > Add New Activity and assign the activity to the respective teacher under Setup Staff Level.
To create and submit an extra activity timesheet:
Log in to Teacher Portal and go to Timesheet > Extra Timesheet Submission
Select Activity from the dropdown list. Pay type and Rate is automatically populated based on the setup
Select Pay Period
Enter the Activity Date as the Pay Period; otherwise, an error will appear.
Enter the Start and Finish Time to calculate the Total Payable.
Enter Break Time in Minutes if applicable. Note that break time will be deducted from the hours worked, so the total payable will adjust
Add Comments if applicable
Click Add Timesheet
A successful notification will appear, and the extra timesheet appears in the list. You can remove it by clicking the Delete icon
Manage Timesheet
This function allows you to view, modify, delete, and approve timesheets submitted by teachers via Teacher Portal. To do that:
Log in to Admin Portal and go to Teacher > Manage Timesheet
Select Activity Type either Class Timesheet or Extra Timesheet
Select Financial Year, Pay Period and Teacher from the dropdown list.
Click View Timesheet
To modify start and finish times, break duration, pay calculation, hourly rate, amount payable, or add comments, click the Edit icon, then click the green check icon to save.
Approve timesheets by ticking the checkbox(es) and clicking Approve.
Once approved, the submitted timesheets will move from the teacher submitted timesheet to the Approved Timesheet.
You can revert the action by clicking the Not Approved icon
It will revert to the Teacher Submitted Timesheet
View Approved Timesheet
To view approved timesheet,
Go to Teacher > Manage Timesheet > View Approved Timesheet
Select the Financial Year, Pay Period, and Teacher to filer your searches
Click the view icons to open timesheet info in a pop-up window
- View Class Timesheet
- View Extra Activity Timesheet
Click Export to export the approved timesheet info in Excel
Processing Timesheet by Accounts
To process the timesheet:
Go to Accounts > Staff Timesheet > Process Timesheet
Click the Pencil icon to open the timesheet info in a pop-up window.
Review timesheet info. Admin can change the Total Payable before processing.
If the information is correct, check the box and click Process.
Revert action and set timesheet not processed by clicking the Delete icon
Export the approved timesheet info in Excel by clicking the Export icon
To process Extra Activity Timesheet, click the Magnifying Lens icon
The timesheet info opens in a pop-up window
The same process applies in processing the class timesheet.
After processing, status will be processed
Click the PDF icon to generate timesheet summary of the selected teachers
The document will contain a Timesheet Summary for each of the selected Teacher.
Click the Excel icon to export the timesheet summary.
The document will contain a Timesheet Summary for each of the selected Teacher
Click the magnifying lens icon to view and export the processed timesheet.
The Staff Timesheet Summary appears in a popup window where you can view the overall payable. Export it in excel by clicking the Excel icon
Invoice
To manage Staff Invoices:
Go to Accounts > Staff Timesheet > Invoice
The invoice storage repository appears at the bottom of the page
Folders
The Invoice repository's folder structure is
FiscalYear/Pay Period.
Invoices follow this naming format
username_PayPeriodName_TimesheetType