1. How can I bulk update WWCC details?
Rather than opening each Staff user’s Clipboard profile to detail their WWCC number and expiry date, you can bulk update them. To do so, check out this article.
2. How can I ensure that all Staff user’s on Clipboard are certified to be paid by the school?
Most schools require their Staff to have provided formal documentation on their Superannuation, WWCC and other accreditations ahead of being fully registered as a paid coach. For this reason, we recommend only Finance Admins Add Staff to Clipboard. This allows them to ensure that all documentation is provided before they are paid.
3. What is the best way to export a record of all Timesheets for annual audit?
Check out this article on exporting Timesheets.
4. Why do the minimum hours added in a Timesheet change for staff?
There are two reasons why the minimum hours change when adding hours to a Timesheet:
An Activity's settings. Each Activity can have a minimum time payable setup. This means that when hours are added to a Timesheet for that Activity, a minimum of hours to be logged will be triggered based on this rule. E.g., Choir - minimum time payable = 120 minutes, triggers 2 hours minimum hours added rule in Choir Timesheet.
2. Or a pay rule. If a staff user is in the process of adding hours to their Timesheet and they notice that the minimum hours for that Activity change (eg. from 2 hours to 5 hours), it is likely the result of a pay rule.
In Clipboard, you can set up a Broken Shift Minimum Hours Rule, which requires a minimum amount of hours to be logged for that Activity during a day. An example is: 'If you work two or more Music Sessions in the same day, a minimum of 5 hours are required to be logged for that Activity'.
So if a Staff user has one Music Session to log for that day, they aren't affected by this pay rule. However, if they have two or more Sessions to log for that day, the pay rule is triggered, and a minimum of 5 hours must be logged for that day.
5. How can I restrict Admins from viewing and editing Timesheet settings?
If you go to Settings > Timesheets > Basic Details, you can switch the following options to Yes, and it will:
Restrict changes to payroll details: only Finance Admins can edit employee ID's and Pay Grades of staff.
Restrict viewing of Pay Grades and Pay Rates: only Finance Admins will be able to view Pay Grades and Rates for Staff
Lock minimum hours option: when logging hours, users won't be able to deselect the minimum hour's option when logging hours less than the Activity's minimum.
6. What is a Payroll Code? Do I need to supply one?
Payroll Codes, also known as Activity Codes or Position Codes, correspond to your Cost Code and are used by schools for costing and budgeting purposes.
Eg. a Payroll Code for Basketball = a Cost Code in your accounting system. This allows schools to easily track how much is spent annually on Basketball.
A Payroll Code can be entered in the Settings of an Activity, under Timesheets Details. Supplying a Payroll Code for each Activity is completely optional and is simply used when Exporting Timesheets to track expenditure for an Activity.
7. What is the difference between the highest rate and penalty rate for Hours Split Pay Rule?
When creating an Hours Split Pay Rule, the highest rate will use the rate for that Pay Grade with the highest dollar amount. The penalty rate will use the overtime rate for that day.
8. Receiving an error message 'Successfully exported payroll data, however (number) employees have no employee ID and were therefore not included in the export' What does this mean? How can you fix this?
The employee ID corresponds to the person’s HR or payroll system code. It is required for Timesheet exports. The staff member's timesheet will not be included in the Payroll Export without an employee ID.
First, you will need an export to determine what staff members do not have an employee ID. The following steps will allow you to gain a list of staff members' profiles who need an employee ID:
1. Go to the Staff List
2. Select more and hover on Export users
3. Select Payroll Anomalies
4. Open the export and view all staff members with the anomaly 'No employee ID.'
To fix a staff members profile who is missing an Employee ID:
You can resolve this by going to the staff members profile > Go to Timesheet details > edit > add in an Employee ID > select save
To bulk edit many users missing an Employee ID:
Finance Admins: Go to Settings > Timesheets > Staff and add the missing employee IDs.
Admins and Managers: Go to Staff List > Select more > edit > Select Bulk Edit Users > Make changes in the Employee ID column > select save
9. If Staff users haven't marked the roll, are they still able to add or log hours on their Timesheet?
The schedule determines what can be included in a Staff User's Timesheet, regardless of whether a roll has been marked. This process doesn't impact the procedure for adding a session to a Timesheet.
If a Session is scheduled for a Tutor, they have the ability to include it in their Timesheet.
10. Why aren't Timesheets auto-creating?
Timesheets will auto-create for users in a new Pay Cycle when the following criteria are met:
The User has 1 or more Sessions within the Pay Cycle date range
The Sessions within the Pay Cycle date range were not added retroactively (for a date in the past)
User has Paid on Timesheets selected
User is not deactivated
Activity has Timesheets enabled
The Department is linked to a Pay Cycle
If one of these criteria isn't met, then a Timesheet for that Activity won't auto-create. If there was a mistake eg. staff was accidentally set to not paid on Timesheets during the Pay Cycle, then a missing Timesheet can be manually created.