Administration Payroll Period Lock

  • 3
  • Idea
  • Updated 3 years ago
  • Not Planned
I would like to see a function in the Administration part to lock-down a payroll period where no changes can be made unless the manager contact the Admin to open the period for corrections. This is important when we are processing payroll and have pulled the hours to pay and the manager goes back in and makes changes and we pay the incorrect hours. If we could lock the period these changes would have to go through administration for correction and the employees hours could be updated to pay correctly.
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Giselle Brunette

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Posted 4 years ago

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Lingaraj Dharwad, Product Champion

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Hi Giselle,

Thank you for using Replicon community,

I see how important this feature can be, we are reviewing your idea. 

Regards,
Lingaraj
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wayne brooks

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Hi Giselle

We had a similar problem and we modified our process to resolve the situation.
This might provide you with some ideas.

Here is the highlights of the process change
-  once a manager has "Approved" a timesheet, they cannot reopen and modifiy it.  The only way to get it modified is contact our payroll staff.  (Setting in Replicon)
- We have a hard deadline for timesheets to be approved and if a timesheet hasn't been approved by that deadline it is not processed.  Hard love
- Adjustments/errors that need to be captured past this deadline, the staff need to add the details to the next timesheet (or compleet a paper adjustment form) with a comment adjustment and they will be paid the adjustment next pay period.  Hard love again, lets get it right first time

Hopefully this has given you some items, we are really trying to put ownership of timesheets back on staff to elevaute the stress on our payroll staff.

Regards
Wayne
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Cory McGowan

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Dear Wayne, 

I could not find that setting that stops a Manager from reopening a timesheet after approving it. Could you please tell me specifically where that is located?

Thanks,
Cory
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Lingaraj Dharwad, Product Champion

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Hi Cory,

You can set this up using the Payroll Manager permission, you will need to create & assign a new permission using the Payroll Manager template and disable all edit related permissions as shown in the screenshot below: 


This new permission will only allow a manager to approve or view a timesheet, but not to edit it. The same can be set up using the Billing Manager template as well. Similarly, with supervisor permission a new permission can be created which restricts certain supervisors from editing a timesheet during or after approval. Ensure 'Edit Timesheet' is disabled when you create a new permission using the supervisor template, sample screenshot is shown below: 


Note that this will allow you to further define who has access to editing a timesheet, it could be supervisors or payroll managers. Just ensure you disable the old permission from their users profiles under Administration > Users > Click on a user profile > Roles & Permissions. 

Let me know if that helps.

Regards,
Lingaraj
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Cory McGowan

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Dear Lingaraj, 

Thank you for the prompt response.
If I understand correctly, this would remove permission to edit altogether, and is not based on whether the timesheet has been approved or not. Wayne's comment above seems to say that there is a way to remove the edit permission after the timesheet has been approved. 
Am I missing something here?
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Lingaraj Dharwad, Product Champion

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The below solution would work if the supervisor/manager submits timesheets themselves and a timesheet template is assigned to them. This does not apply to other users timesheets and would restrict their own timesheets from being reopened after approval. 
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wayne brooks

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Hi Lingaraj

The idea is to stop any timesheet being reopened once it has been approved (staff or manager).  Once a timesheet has been approved it goes into our payroll system for that person to be paid so we cannot have anybody changing a timesheet after it has been approved.  Our managers do not submit timesheets themsleves and this works for us. 

All good conversation and Cory I hope you can find something that works for you.
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wayne brooks

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Hi Cory

We modified in our timesheet templates as apposed to permissions.  We use standard timesheet
Goto Administration - Timesheet Templates and select your template
untick "Reopen Timesheet after Approval"


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Cory McGowan

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Thank you Wayne, very helpful!
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Jon Burns, Official Rep

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Hi Giselle,

The managers that you are referring to, the ones that are re-opening timesheets and make changes after payroll processing has already begun, are they set up as "supervisors" in Replicon's system? Also, are there any other users that this is an issue with (i.e. End Users, Payroll Managers)?

Thanks,
Jon Burns
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Lingaraj Dharwad, Product Champion

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Hi Giselle,

I am marking this idea as not planned for now, kindly reply back with more information and our PM team will review the same. 

Thanks,
Lingaraj
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Vinar, Amy

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I would like to comment on this as I feel it is a very important feature to add to Replicon. We are using the Gen3 system and want our supervisors and the PM Admins to be able to edit timesheets ONLY PRIOR to the period close date (2 days after the timesheet period ends). Once we export the time data to be imported into our accounting system for billing (3 days following the timesheet period end), we don't want anyone to be able to reopen timesheets except Administrators. Unfortunately, this happened last week.... A supervisor reopened and edited a timesheet after the period close, thereby causing the billing data we exported & imported into our accounting system to be incorrect. Is there anyway, such as by "billing" the time (marking it as billed) in Replicon, that would "lock" down the timesheets so they cannot be edited?
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Vinar, Amy

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It would be very easy to add this feature to the Billing Module, under the Timesheets tab, where you add a LOCK button. Then once all of the timesheets for the period  have been approved, we could select all and click a "Lock" button so no one is able to edit the timesheets for that period any more, with the exception of the billing manager/admin.