What does "recalculating timesheets" mean?

This means that Deputy will perform checks to ensure that the pay for this employee will still adhere to any pay rules that are applicable to them based on their assigned pay rate in Deputy.

Configuration

You can find the setting in Global Settings > Timesheets in Deputy. The setting can be switched to the following options:

Note: The applicable range in this setting is the roster week if you are a Premium customer or for the set Pay Period if you are an Enterprise customer.

Off

No recalculation of any timesheets will occur when approving timesheets.

Only from the selected timesheet and onwards (within the applicable range)

If this is selected, when you approve a timesheet, any already approved timesheets that fall after this one (date/time wise), will automatically be recalculated to ensure the correct pay.

All timesheets within the applicable range

If this is selected, when you approve a timesheet, any of the selected employee's already approved timesheets before and after the currently selected timesheet will be recalculated to ensure the correct pay.

Warning: using this option may significantly increase the time it takes to approve timesheets

When recalculating timesheets would be useful

The most common reason recalculating timesheets comes in handy is when you are approving timesheets out of order (non-chronologically). This usually happens in the following scenarios:

  • Employee tells the manager they actually started or finished late or early, requiring the manager to update the hours on their submitted timesheet
  • Timesheets are not sorted by date ascending when approving timesheets, e.g. you might prefer to approve timesheets by Area
  • Employee tells manager they were actually on leave despite being scheduled (by mistake)

In all of these situations and more, the actual time worked by an employee was changed and Deputy needed to ensure that the employee will still get paid correctly according to their assigned pay rate and associated pay conditions.

If the employee was assigned the "Hourly (40 h + 1.5 x Overtime)" and had already worked 40 hours but the timesheets were modified to add more hours, these added hours should be counted as overtime. A recalculation of the timesheets will ensure that those hours get counted as overtime.

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