Timesheet Configuration User Guide

This document provides step-by-step details of specific configuration options available in the portal. These settings control validations and processing logic related to Timesheet process in StaffingGo

1. Portal Setting → Common Setting

Option: Aadhar No. mandatory for Timesheet Import

• Description:
  When this option is enabled, the system enforces that every record in the Timesheet Excel import must include an
  Aadhar Number.
   

• Impact:

  • If enabled → Import will be restricted if any employee record is missing an Aadhar Number.

  • If disabled → Import will be allowed even without Aadhar details.

• Use Case Example:
  Useful in organizations where Aadhar is a mandatory identifier for employees before processing attendance or payroll.

2. Contract → Contract Options

Option 1: Consider Contract End Date for Timesheet instead of Staffing End Date till Employee LWD update

• Description:
  When enabled, the system will process the Timesheet based on the Employee Last Working Day (LWD) or the Contract/Agreement End Date, instead of restricting to the Staffing End Date.
  

• Impact:

  • If enabled → Even if the Staffing End Date has crossed, Timesheet processing will continue until LWD or Contract End Date.

  • If disabled → Timesheet processing will stop once Staffing End Date is reached.

• Use Case Example:
  An employee’s staffing end date is 31-Jul, but their contract ends on 30-Sep. With this option enabled, timesheets can still be processed in Aug–Sep.

Option 2: Consider DOJ as Timesheet Start Date

• Description:
  When enabled, the system uses the Date of Joining (DOJ) as the start date for the first month’s Timesheet processing instead of the Staffing Start Date.
   

• Impact:

  • If enabled → Timesheet will start from DOJ.

  • If disabled → Timesheet will start from Staffing Start Date.

• Use Case Example:
  An employee joins on 1-Aug but is staffed from 5-Aug. If this option is enabled, payout processing will include days from 1-Aug, aligning with the DOJ.

Option 3: Allow to Process Excess Payable Days than Actual Days

• Description:
  When enabled, the system will allow processing of Timesheets for more payable days than the actual number of days in the respective month.
  

• Impact:

  • If enabled → Timesheet processing will not be restricted to the actual number of calendar days.

  • If disabled → System will validate and restrict payable days to the actual number of days in the month.

• Use Case Example:
  In certain special cases, an employee may be eligible for additional payable days (e.g., overlapping contracts or adjustments). With this option enabled, payroll can process those excess payable days without restriction.

Option 4: Timesheet Gross Amount for Misc. Amount

• Description:
  When enabled, the system allows entry of the earned gross amount directly in the Timesheet import Excel. Based on the entered gross amount, the system will automatically calculate the respective pay period of that month.
  

• Impact:

  • If enabled → Import Excel can include gross amount, and the system auto-calculates pay period values.

  • If disabled → Gross amount cannot be entered in the timesheet; payroll will compute earnings based on attendance/days/hours only.

• Use Case Example:
  If user get input of Gross amount from Client or Vendor to process the Payroll, the HR/Payroll team can input the earned gross in the timesheet, and the system will compute the monthly payout and Pay period accordingly.