Timekeeping Reports: List of Employees With Timesheet

A List of Employees with Timesheet Generated is an essential component of timekeeping reports, as it tracks the employees for whom timesheets have been generated, ensuring accurate recording of their work hours and other time-related data. This report typically serves as a reference for payroll processing, attendance monitoring, and compliance purposes.

Key Elements:

1. Employee Identification
   • Employee ID: A unique identifier for each employee, ensuring that the timesheet is accurately associated with the correct individual.
   • Employee Name: The full name of the employee for easier identification.
   • Department/Team: The department or team to which the employee belongs, which can be useful for reporting purposes and ensuring that the correct timesheets are processed in the appropriate department.
2. Timesheet Period
   • Start and End Date: The specific period for which the timesheet was generated, typically covering a week, bi-weekly period, or month. This ensures clarity on the time frame for which hours were recorded.
   • Pay Period: The specific pay period (e.g., weekly, bi-weekly, monthly) to which the timesheet corresponds.
3. Total Hours Worked
   • Regular Hours: The total number of hours worked during the employee's regular shift, typically excluding overtime or special hours.
   • Overtime Hours: The total number of overtime hours worked, indicating hours worked beyond the regular shift.
   • Total Hours Worked: The sum of regular hours and overtime hours, showing the employee's total work time for the period.
4. Breaks and Absences
   • Break Hours: The total hours taken as breaks during the work period (e.g., lunch breaks, rest periods). Some systems will automatically subtract these hours, while others may list them separately.
   • Absences: The number of hours or days an employee was absent (sick days, personal time off, etc.), which may be included in the timesheet if applicable.
5. Timesheet Corrections or Adjustments
   • Manual Adjustments: Any modifications made to the timesheet after it was initially generated, such as corrections to missed punches or approved leave.
   • Overtime Approval: Indicates whether the overtime hours recorded on the timesheet were pre-approved by a supervisor or HR.
   • Missed Punches: If any punches (in or out) were missed and manually corrected, these will be noted.
6. Timesheet Generation Date
   • Generation Date: The date when the timesheet was created in the system, giving a clear record of when the employee's work hours were processed.
7. Employee’s Role or Position
   • Role/Position: The employee's job title or role within the company, which can help provide context for the timesheet data (e.g., hourly worker, salaried employee, or contractor).
8. Manager or Supervisor Information
   • Supervisor Name: The name of the manager or supervisor who reviewed and approved the timesheet, which is crucial for accountability and oversight.
   • Approval Status: A flag or note indicating whether the supervisor has approved or rejected the timesheet.
9. Timesheet Review and Approval Workflow
   • Pending Review: Indicates whether the timesheet is awaiting review by the supervisor, HR, or payroll department.
   • Approved for Payroll: The timesheet has been reviewed and is approved for payroll processing.
   • Rejected/Needs Revision: If the timesheet contains errors or discrepancies, this status will indicate that the timesheet is not approved and needs to be corrected.
10. Timesheet Generation Source
    • Method of Generation: Indicates whether the timesheet was generated automatically from biometric data or manually entered by the employee or HR.
    • System Logs: In some systems, there may be logs that show how the timesheet was generated, including the method (e.g., manual entry, clock-in system, etc.).
11. Payable Hours and Wages (if integrated with payroll)
    • Total Payable Hours: The total number of hours eligible for payment, factoring in regular hours, overtime, and approved leave.
    • Calculated Wages: In payroll-integrated systems, the employee's wages based on the timesheet data may be displayed, showing the calculated amount based on hours worked and hourly rates.
12. Timekeeping Policy Compliance
    • Adherence to Working Hours: A check to ensure that the timesheet complies with the company’s timekeeping policies (e.g., no excessive overtime without approval, breaks taken as scheduled, etc.).
    • Legal/Contract Compliance: Compliance with labor laws or union contracts, particularly regarding maximum working hours, rest periods, and overtime.
13. Notes or Comments (Optional)
    • Employee Notes: Any notes the employee might have added to the timesheet, such as reasons for being late or requests for adjustments.
    • Manager Comments: Any remarks or explanations provided by the manager, such as clarifications or justifications for specific adjustments made.
14. Audit Trail
    • Audit History: A record of any changes made to the timesheet, including the date and time of edits, who made them, and the reason for changes, ensuring transparency and accountability in timesheet management.

Conclusion:

The List of Employees with Timesheet Generated provides a comprehensive overview of all employees for whom timesheets have been created during a specific period. This report ensures transparency and accuracy in tracking work hours, overtime, attendance, and any necessary adjustments. It also serves as a foundation for payroll processing and ensuring compliance with company policies, legal requirements, and labor contracts. By providing detailed employee information, work hours, approval statuses, and any corrections or adjustments, the report supports efficient time management and accurate payroll.