People: Approving timesheets and closing the pay period

Read the flags, approve each timesheet, close the pay period, export it for your payroll, and open the next one.

What's in this video

1. In People, hours fill in by themselves: from clocking in, from time people add, and from jobs. At the end of each pay period, you check them, close the period, and give your payroll a spreadsheet. People never works out anyone's pay.
2. To approve timesheets, your People role needs to be a manager. To close and export, Payroll, HR admin or Full access. At Ashgrove, Hannah runs payroll. Click Time and pay.
3. This is the pay period from the fifth to the eighteenth of October. It has ended, and everyone has sent their timesheet. Each row is one person: their hours each day, the week, and the whole period.
4. It opens on this week. Use the arrows to go back through the period.
5. Now look at the flags under each name. Kieran worked over forty eight hours this week, and on Saturday, outside his usual days.
6. Nothing is thrown away: you decide. The boiler at Mere Lane Library failed that week, and Graham agreed the extra hours and the Saturday call out. So Hannah approves Kieran's timesheet.
7. Owen's and Sunita's look as expected, with no flags. Approve them too.
8. A common mistake is approving a flagged row without looking. Always read the flag first, and ask the person if you're not sure.
9. With every timesheet approved, the button says Close pay period. Click it.
10. Once a period is closed, nobody can change its timesheets. If you find a mistake later, it goes into the next period as a correction. Click Close it.
11. Now click Export, spreadsheet. That's the file for your payroll: the hours, not the pay.
12. Last, open the next pay period. Click New pay period. Ashgrove pays every two weeks, so set the last day two weeks on, and click Open it.
13. So, at the end of each period: read the flags, approve each timesheet, close the period, export it for payroll, and open the next one.