Only Admin users have permission to export Timesheets.
Once Finance is happy with the timesheet entries on Clipboard, they can easily export them.
To export Timesheets:
Go to Timesheets
Go to Actions or More (depending on your screen size) and select Click Export (top right)
Complete the form, selecting which Department(s), Pay Cycles and status of Timesheet you would like to export. E.g., Approved/not Approved, Flagged/Not flagged. Choose whether to include Pay Allowances and whether you want to mark the Timesheets in the export as processed.
Select the file format. E.g., CSV or another customised Payroll Import
Download
File Format
Hours CSV:
You can export Timesheets with our Hours CSV file format. This format is a standard Excel spreadsheet that any finance team can use.
Custom Payroll Exports
Clipboard allows you to create your own custom payroll exports! We already support the following Payroll Systems:
Micropay
TASS
Preceda
Aurion
Chris21
The process of setting this up will require you to create yours within your Timesheets settings. Only Finance Admins can do this:
Go to your Payroll Exports in Clipboard
Hit Create Export
Name it and select the desired drop-down export type
Customise as necessary
This will now appear as an option when you export your Timesheets!
Other Actions
Finance Admins have the ability to select one or more Timesheets and apply Other Actions. This allows them to:
Approve selected Timesheets that haven’t already been approved by Managers/Admins
Undo Approval of selected Timesheets
Mark the selected Timesheets as processed
Mark the selected Timesheets as not processed
Create a missing Timesheet for a Staff User
Email the staff of selected Timesheets
Delete selected Timesheets
What does ‘Processing’ Timesheets mean?
At the point of Exporting Timesheets, Finance Admins can elect to mark exported Timesheets and Pay allowances as processed. Once any Timesheet is Processed it is essentially locked - meaning Staff users, Managers and Admins can not go in and edit anything. Processed timesheets can only be reverted to Not Processed and edited by Finance Admins on Clipboard.
It is recommended that you only mark Timesheets as processed at the point of exporting them and formalising them in your payroll system.
FAQ
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 staff members' profiles who are 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
I am trying to Export Timesheets for a large period of time, for say like a year?
When Exporting Timesheets for a custom date range, we suggest limiting this date range to a period of 3 months at a time.
Attempting to export timesheets for a longer span, such as over 6 months, will trigger an 'Error Fetching Payroll Export' message due to file size constraints.