Time Sheets
Setup
On the side of the Adonis Personnel Manager, we need to set up:
Connection to APP;
Special Entry Codes in Payroll (set up by Adonis payroll team after you discussed/agreed all conditions, rules);
Calendars, payscales (overtime rules), transactions.
Connection Setting
To enable the Time Sheets datagroup, please go to Global Options > Import/Export > Web Service:
You should set the URL (path) for the Adonis Personnel Portal web service that is responsible for time calculations.
The URL can be found under Adonis Personnel Portal administrator screen > General Settings > Crew Portal Service Settings > URL.
Select Authentication Method.
Then you can test the connection.
Click OK to save.
Defining Calendars
Calendars should exist in the General Codes -> Miscellaneous:
Click New to add a calendar.
Define Code, Text (full name), APP Modules (select from the drop-down in what APP modules to enable this code).
It offers two tabs for Fixed Holidays & Floating Holidays.
Fixed holidays require only date & month input as they are on the same date each year (like Christmas & New Year).
Floating holidays additionally require year input as their dates change from year to year (as Orthodox Easter).
Click OK to save.
Payscales Setup
Please create such calendars for all nationality groups that exist onboard a vessel.
Please go to Payroll > Payscales > Overtime:
Note: that the settings are available both for Payscale Tables & Codes.
Settings existing for Table are inherited by all Codes, but if the Code has its properties, they override ones set under Table.
Calendar
Select one of the calendars defined in the previous step in General Codes.
If no calendar is selected - then no holiday days will exist under this payscale.
This tab exists both for tables & codes, but if both are defined - then the code settings have higher priority.
Click OK to save.
Normal Hours - normal weekdays & holiday work hours should be set up for the selected calendar.
Define the Minimum & Maximum values for work hours for each day of the week, public holidays, and sign-on/off days.
It is used when seafarers have different rules for how overtime is calculated based on their nationality and payscale.
These settings will be used for calculating how many overtime hours a person has per day, depending on what day it is (holiday, weekend, or weekday).
All hours/minutes worked over Max value will be counted as overtime, hours worked less than Min will subtract the difference (worked hours - the minimum required working hours) from the overtime total.
If Guaranteed hours are set - the corresponding value is returned if actual Work hours are less than Minimum normal hours.
Hours worked between Min & Max will not affect overtime calculation.
Note that settings for weekend/holiday days don't overrule usual days. The minimum value of settings is taken to count.
Here you can also set Maximum working hours per week/month
This setup can be done both for Payscale Table & Code. The values setup for code has higher priority if defined.
If not - the table settings are used.
If values for Code are inherited from Table - they are highlighted red
Click OK to save.
Overtime Calculation Rules
You should specify the Overtime calculation rules according to standards that are used in your company.
This is performed under Overtime -> OT Calculation Rules:
Settings are available both for Payscale Table & Code.
Values setup for code has higher priority if defined. If not - the table settings are used.
Negative OT section: its options will define whether certain situations that lead to negative values in overtime calculation should be taken to count.
Include in OT summary - this option defines if negative overtime (hours worked less than standard) should decrease existing positive overtime hours (ON) or should be ignored (Off).
Exclude negative OT on Sign On / Sign Off - it is natural that when signing on & off a person works less than the standard hours.
These options define if this negative overtime affects the summary for a period. For example:Total overtime for week = (0:45 + 1:15 + 2:00 +1:00 + 2:00) – 2:00 (negative overtime)
If Include in OT summary option is ON: Total overtime: 5:00
If Include in OT summary option is OFF: Total overtime: 7:00Round to 30 minutes - defines how timesheets are calculated in APP.
You have default rounding to 15 minutes (for example: if the value is 2:43 – it will be rounded to 2:45)
But you can set it to be rounded to 30 minutes by setting the corresponding check-box.
So, if the value is 2:47 – it will be rounded to 3:00Overtime calculation by - please define whether your work hours be grouped & calculated within one week or within a defined time card period.
Fixed Overtime per month row - to define which row will store a value for fixed monthly overtime that is not paid extra.
Overtime rate row - to define which row will store a value for overtime rate.
Night Time compensation between - certain companies pay a bonus for night-time work.
Please define the period in hours that corresponds to night-time that is paid extra.
By default, it is set to 00:00 which means that you do not pay any bonus in this case.
Night Time compensation Rate row - to define which row will store a value for night-time compensation.
Click OK to save.
Transactions
You can define the basic entry code(s) that will be used for importing timesheets.
Usually, this setup is done by the Adonis payroll team after you discussed and agreed on all conditions, rules, and needs.
Group By selection - to choose if you will use a grouping of timesheets by a week or by defined timesheet period.
Week nr in field / Time Sheet period in the field - one of these fields is disabled depending on selection in Group By section.
This is the drop-down listing payroll fields where the timesheet period is stored.
Entry Code - drop-down listing the available entry codes. This is the entry code/transaction (set up by Adonis) that will be created to contain the overtime and working hours.
You can leave a short description.
Select Method: TAA_ApprovedTimeSheets/TAA_ApprovedTimeSheetByWorkType
Decide what EC will be always created once processed to payroll (set check-box in Always Create column) or define special conditions for its creation in Create Entry When column.
You can use Configuration button to define fields to show for EC record.
Click OK to save.
Functionality
The data for processing is transferred from the Adonis Personnel Portal, where the team leader controls the work & rest hours of his subordinates & approves timesheets.
The chain of approval for a time-sheet can contain several levels depending on a setup for a certain department.
Only the approver of the highest level can transfer time sheets from Portal to APM Payroll for processing.
There is a separate datagroup where approved and processed timesheets per person are located.
To access it, please go to Datagroups ribbon > Time Sheets:
Here we can review previous records (that have been processed - transferred to payroll) and approved (verified/approved in APP but not yet transferred to payroll?
To access Time Sheets datagroup, you need to have rights for routine 570 Time Sheets set in ACC:
Let's review an example screen:
The Processes tab shows all Timesheets records that have already been processed into Payroll.
Here we can only review all record details.
The Approved tab will show all Timesheets records that have been approved but not yet processed into Payroll.
The grid shows all possible details: Activity code, date from/to, comment from approver, totals for every work type, etc.
Here you can expand the record to see Hours Worked and Overtime for every day.
You can expand a day record to see more detailed information: TimeIn/Out and Total hrs for every registered work type (work, rest, meal, drill, etc.).
Please note that all values considering hours are shown as decimal, e.g. 1 h 30 min are shown & stored as 1.5You can choose how you would like to see records details:
Plain - when expanding a day record, you see information in such a way: TimeIn/Out and Total hrs for every registered work type (work, rest, meal, drill, etc.).
By Work Type - when expanding a day record, you see information in such a way: work type/code, hours.
From here we can transfer the record to payroll or reject it.
If everything is found to be in order, you can transfer the Timesheet to Payroll by selecting it and clicking the Transfer to Payroll button. Please add the date of Processing in the Comments field.
The record will change status to Processed and appear at Processed view.
As a result, corresponding entry code(s) (set up on the pay scale by your payroll admin) will be generated and added to a person's payroll entries.
If you find that the Travel expense record contains any errors/needs correction, you can reject it by selecting and clicking the Reject button.
Please add in Comments about the reason for rejection.
The document is now sent back to the approver in APP with Reversed status, who can either make changes or also reject to have it sent back to the originator (employee).
To call Find Panel, click the Find button.
To dock datagroup, use the Dock command (for details see here).
Batch Processing
Approved timesheet records for several crew members can be seen and transferred to payroll under Payroll > Process > Time Sheets:
The Process Timesheets window opens
Select needed vessel in Vessel drop-down.
All approved records for persons who are linked to the defined vessel will be displayed here in the grid.
Here we can see main information: pin, name, position, period, payscale table/code, approver's comments, total hours for every registered work type.
Expand the record to see hours worked and overtime in total for each day:
When expanding any day, we can see total hours for every registered work type (work, rest, meal, drill, etc.).
Before closing a month, these records can be tagged and transferred to payroll by clicking the Transfer to Payroll button.
As a result, corresponding Entry Codes (set up on the payscale > Transactions) will be generated and added to a person's payroll entries. Then they can be calculated and paid out.
If you find that the record contains any error(s)/needs correction, you can reject it by selecting and clicking the Reject button.
Then it is sent back to the approver in APP with Reversed status, who can either make changes and approve it again or also reject to have it sent back to the originator (employee).