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Overview

In this guide, we will discuss the available reports to utilize when reporting on Timekeeping within the Back Office System.  Specifically, we will discuss two reports, the Employee Hours Report, and the Employee Hours Audit.

Use Case

    • The Club needs to run a report on Employee Hours worked within a specific time frame.

    • A General Manager needs to run a report to determine why an Employee’s Timesheet was altered.


Content

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Employee Hours Report

The Employee Hours Report provides users the ability to report on Employee Hours worked within a specific time frame (most often their latest Pay Period). This report has various filtering options, all of which are discussed in this section.

Accessing the Report

To access the Employee Hours Report:

1) Navigate to the Interactive Reports module on the left user menu.

2) Expand Employee and select Employee Hours.

3) The Employee Hours Report will launch.

Running the Report

Please review each filtering option below:


1) Start/End Date - Select the Date Parameters for the Report (typically the Club’s latest Pay Period).

2) Employees - Use the Lookup Value to select specific Employees to include in the report. If the report is being run for all Employees, leave the filter set to All.

3) Departments - Use the Lookup Value to select the applicable Departments to include in the report.  If the report is being run for all Departments, leave the filter set to All.

4) Week Starts On - Select the day of the week in which the work week begins (defaults to Sunday).

5) Employee Groups - Use the Lookup Value to select the applicable Employee Groups to include in the report. If the report is being run for all Employee Groups, leave the filter set to All.

6) Overtime Rule - If using the Office System to report on Pay Rates, select the applicable Overtime Rule on this filter.

7) Overtime Rate - If using the Office System to report on Pay Rates, select the applicable Overtime Rate on this filter.

8) Sort By - Select how the Report should be sorted (defaults to Employee).

9) Detail Level - Select the drill down Detail Level of the Report.

10) Print Each Employee Timesheet On New Page - If checked, each Employee’s Timesheet will be printed on a separate page.

11) Include Open Shifts - If checked, Employees with an Open Shift will be included on the Report.

12) Include Balance Sheet Departments - If checked, Balance Sheet Departments will be included on the Report.

13) Include Rates - If checked, the Rates applied to each Employee will be included on the Report.

14) Include Sales - If checked, the Sales figures related to the Employee’s Timesheet will be totaled on the Report.

15) Include Gratuity - If checked, Additional Gratuity related to the Employee’s Timesheet will be totaled on the Report.

16) Include Service Charge - If checked, any Service Charge related to the Employee’s Timesheet will be totaled on the Report.

 

View Report

Once the desired filters are applied, select View Report on the top right corner of the screen.

The details of the Report will load.

Drill Down

Use the (+) to the left of the Employee to Drill Down for more details. Detail Levels include Week, Job Code, and Shift.

Employee Hours Audit Report

The Employee Hours Audit report provides users the ability to run an audit trail relevant to changes made to their Employee’s Timesheets. This report is broken down to include the Employee who made the change to a Timesheet, as well as what the old and new values include.

Accessing the Report

To access the Employee Hours Audit Report:

1) Navigate to the Interactive Reports Module on the left user menu.

 

2) Expand Employee and select Employee Hours Audit.

3) The Employee Hours Audit Report will launch.

Running the Report 

Please review each filtering option below:

1) Start/End Date - Select the Date Parameters for the Report.

2) Employees - Use the Lookup Value to select the applicable Employees to include in the report. If the report is being run for all Employees, leave the filter set to All.

3) Changed By - Utilize this filter to run the report based on changes made by one or multiple Employees. If the report is being run for all Employees, leave the filter set to All.

4) Detail Level - Select the drill down Detail Level of the Report (defaults to Details).

View Report

Once the desired filters are applied, select View Report on the top right corner of the screen.

The details of the Report will load.

As previously mentioned, this Report is broken down to include the Employee who made the change to a Timesheet, as well as the old and new values. In addition, the Reason the Employee entered for altering the Timesheet is included.

Best Practices

1) Utilize the drill down option to more effectively view timesheet information.

2) Run the Audit Log to ensure reason codes are being entered, and are appropriate

FAQs

Q: Can we standardize reason codes to use for altering the Time Sheets?

A: At this time, reasons for altering time sheets need to be manually entered due to the variation in reasons. As a reminder, it is possible to standardize reason codes for Comps and Discounts in the POS. See System - Areas - Global Reason Codes here for more info.

Downloadable Guide

Timekeeping Reports Guide