We know that conducting payroll can be one of the most tedious and time-consuming processes for organizations. At Connecteam, we have made it our mission to simplify that process and make it as quick and easy as possible so that you can focus your efforts on what matters the most. In this help article, we will walk you through the four key steps to conduct payroll properly and show you how you can save time by implementing a proper payroll process. The steps are the following:
- Notifying your employees about payroll commencement
- Approving changes
- Going over timesheet
- Export timesheets for payroll
Step 1: Letting your employees know it's time to do payroll
No matter if your payroll period is weekly, bi-weekly or monthly, the first step to proper payroll conduct is to let your employees know that you are now entering the payroll period and that they should now go over their timesheets on the app and send in their approvals. To communicate this information to your employees, you can utilize either the chat or you could even send an update.
By having your employees double-checking their absences, vacations, and making appropriate changes to their shifts you are better equipped for the next step which is the approval process.
Step 2: Approve / Decline requests
After your employees have sent in their timesheet requests, it is time for you to go over the requests one by one and approve or decline them. This step is important as you do not want to go over their timesheets without making sure that the employees have had a chance to make amendments, or else you might have to unnecessarily repeat the approval process.
Step 3: Go Over Timesheets
After employees have sent in their requests and you have completed the approval process, it is time to have a final look and look at each employee's timesheet to ensure that everything is correct. To do so, go click on the first user on the list to enter their timecard.
As seen above we have created visual queues to help you quickly spot mistakes in the timesheets. Let's go over them one by one:
- Daily Limit - Red numbers indicate that the daily total time is over the daily limit.
- Overtime - Yellow numbers indicate that the time is in overtime
- Auto Clock Out - Exclamation mark indicates that a user has been auto-clocked out of their schedule
- Overnight shift - Chain icon indicates that a shift is spanning across two days
- Vacation - Blue text indicates absence hours
- Created By - Blue dot indicates who the shift was added by (hover over for more information)
- Modified By - Orange dot indicates that the shift was edited by someone (hover over for more information)
- Edit Break - Red dot indicates that a break has been edited (hover over for more information)
- Incomplete Week - Crossed circle indicates that the date range is shorter than a week
To speed up the process of conducting payroll, we have added many tools at your disposal:
- Next employee - In the top right corner you can swiftly jump in between employees to go over their individual timesheet
- Chat - By click on the chat bubble you can open a chat directly with that employee to ask timesheet related questions
- Add shift - In case a shift was not added you can add it directly from here
- Add absence - Similarly you can also add an absence
- Export - You can export an employees timesheet in an excel or PDF format
- Add shift - When hovering over a row, we also have a quick action button to add a shift record. Play around with add shift (number 3) and this quick action button to see their different uses.
- Remove shift - When hovering over a row you can also quickly remove a shift.
On the right side, you have the ability to add manager notes to add details to a specific shift. Similarly, your employees can also add notes when they clock out or edit a shift.
Editing your timesheets should also be instantaneous and we've done a lot of the work for you here as well. From the GIF above you can see how we help you do the following (in order):
- Edit clock in/clock-out time
- Edit break hours
- Add daily hours for when you just need to add a specific amount of hours without necessarily caring about the clock in and clock out times
- Add weekly hours for when you just need to add a specific amount of hours to the week without necessarily caring about the clock in and clock out times
Step 4: Exporting timesheets for payroll
After you have gone over all your employees' hours the final step is to close the window and you are now ready to export the timesheets for payroll.
Additional Tools to help with Payroll:
- The expert plan allows you to send periodic auto reports of timesheets and payroll exports to email addresses of your choice and set your payroll process on auto-pilot
By following the 4 steps mentioned in the article we hope to save you a lot of time and errors so that you can focus on the most essential parts of your business. Our guarantee to you is to continue to improve the payroll process to make sure it is as seamless as possible!