No matter how you record time and attendance in Tanda, all times will be collated on timesheets to be reviewed and approved for payroll.
There are two views for approving timesheets; by day or by pay period. Generally we recommend you approve timesheets daily as this is when the day's activities will be fresh in your mind. Select the view that is relevant to you under Timesheets.
To approve timesheets:
- Check, enter, or adjust times.
- Confirm other relevant shift details (optional).
There are three time fields on a timesheet: start, finish, and breaks. What is entered into these fields determines what an employee will be paid.
Under these fields, you may notice two time stamps. C is what time the employee clocked. R (or S depending on locale) is what time the employee was scheduled to work. Use this information to confirm or adjust the times in the start, finish, and break fields.
If you need to make changes to a shift, there are tools to help you do so:
- Trash can: remove the times on the timesheet. It will not completely delete the shift as this is needed for recording keeping and compliance.
- Inward facing arrows: collapse shift line. This icon appears instead of the trash icon and only when there are no times on the shift.
- Plus icon: this will add a new shift line for that employee. This is useful when the employee has worked split shifts or changed teams during the day.
- Airplane: add leave to this day.
- Speech bubble: add a comment to this shift. You can specify who can see the comment.
- Approval all: approve all visible shifts in bulk.
Click 'Approve' when you have confirmed the shift details for payroll. Once clicked, this button will change to approved and turn green.
Other shift details (optional).
There are other details you may want or need to record on timesheet for payroll and reporting including:
- Team: specify the 'team' for the shift. This is useful for attributing wage costs in reports and payroll. It can be pre-filled in a team was selected on the employee's schedule and can be changed if required.
- Shift tag: attribute a tag to the shift. This is mainly used for higher duties and will only appear on the timesheet if enabled by an Admin.
- +Add (allowance): add an allowance to the shifts (e.g travel allowance, meal allowance). This icon appears when you hover over 'Allowances' on the timesheet. The options that appear here will depend on how allowances have been configure by the Account Admin or Payroll Officer.
How do I edit an approved shift?
Simply click on the green approved button to unapprove a shift. Once unapproved, you can make edits.
Why can't I see a C or R/S time?
If you can't see a 'C:' on the timesheet, this means the employee did not clock a time. If you can't see a 'R' or 'S' on the timesheets, this means the employee did not have a scheduled time.
Can I see costs on the timesheet?
The ability to see costs will come down to your permission level. If you can see a dollar amount, this means you do not have the required permission level and would need to speak to your Account Admin to have this change. Alternatively, if you see $0, this means the employee has not had wage calculations entered for them yet.
Why is there a variance?
Variance show was a difference between the schedule and what was worked. It can be caused because the employee worked different hours (e.g was scheduled for 5 hours but was required to work 6) or that those costs acquired a different cost than was expected (e.g worked a later shift which requires a penalty payment).
What are the coloured bars for?
The coloured bars on timesheets indicated the pay conditions that apply to this shift. You can hover over the different colours to see what condition is applying.
Is there an audit for changes made to a timesheet?
All changes made to a timesheets are logged. The log includes who made the change, when, and what was changed. This log is visible to Admins under 'Timsheet History', located at the bottom of an employee's timesheet for the pay period.