Title: Weekly Timesheet, Monthly or Semi-Monthly payroll
Some companies pay salaried people on a semi-monthly or monthly basis, and also require that timesheets are submitted weekly for invoicing or other purposes. For example, while billings may be weekly, payroll might be semi-monthly or monthly. The process below outlines how this may be accomplished in Unanet, using the example of Weekly billings and Semi-monthly payroll.
What’s covered in this document:
Before proceeding with this page, please also read the Considerations in the alignment of timesheets and payroll periods, which has an in depth Pros and Cons table here. The content below represents Option 2 as outlined on the Considerations page.
Initial Setup - Create in Time Period Setup a Time Period that aligns with your Payroll Period
For the example we are using, we will create a new semi-monthly time period called "Weekly Semi-Monthly."
In Admin - Setup - Time Period Setup, create a new time period definition labeled Weekly Semi-Monthly, with Type of "Twice a Month" (as in the screenshot below).
Note: instead of setting it up as Semi-Monthly with Custom Periods, you could also set it up as Weekly with Custom Periods. The "Work Hours" value would be the same as displayed in the Create Custom Time Periods Section below.
A best practice here it to set the Cut Off Date of the end of this year, so that you have time to create the Custom Time Periods for the following year before allowing users to charge to time periods.
If your payroll is monthly instead of semi-monthly, create the Time Period to have a monthly definition.
Ongoing Setup - Person Profile Rates tab
In the Person Profile Rates tab, the Cost Rate will be the same as normally entered for semi-monthly pay.
For example, a person with a $24,000 salary would have a $11.5385 cost rate ($24k/2080 = $11.5385).
Ongoing Setup - Create Custom Time Periods
On a regular basis, you will be creating Custom Time Periods in order to split your timesheet definition (based on your payroll period as in the original step above) into timesheet submission periods.
Continuting in our example of weekly billing and semimonthly payroll, we will create Custom Time Periods associated with "Weekly Semimonthly" period that align with the work weeks. You will also need to input for each Custom Period a Work Hours value that is adjusted to pro-rate the semi-monthly pay based on the actual hours available for the pay period.
Custom Time Periods must be created well in advance; if users create timesheets before you have set up the Custom Time Periods, you will not be able to create the Custom Time Period for that range.
The Work Hours value of Custom Time Period Setup needs to be calculated outside Unanet and then entered in the Work hours field for each Custom Time Period. Below is an example for the month of May, 2016. Attached here is a file which contains formulas to help you do the calculation: Sample dilution calculations when billing or submitting time weekly and paying semi-monthly.xlsx
A Best Practice here, as mentioned above, is to create the Custom Time Periods for the entire year and then push out the Time Period Setup End date to the end of the following year. For example, if this is 2016, create all Custom Time Periods for 2017 before changing the Time Period Setup End Date from 12/31/2016 to 12/31/2017. This protects you from having people create timesheets for which you have not defined a Custom Time Period.
Note: In order to create Custom Time Periods in your system, you will need to have the "Allow Custom Time Periods" property enabled in your Admin Properties as follows:
If your payroll is monthly instead of semi-monthly, then you will similarly create the Custom Periods to align with your billing periods (weeks).