What is timesheet rounding?

The optional timesheet rounding settings available in Deputy allow you to create uniformity between timesheets, if necessary. The rounding settings are used to simplify your payroll process by rounding unnecessary shift times.

You have the option to round timesheets manually during timesheet approval or set up automatic rounding.

Example: if you have employees who tend to start ten minutes earlier than scheduled, you can configure your timesheet rounding to automatically (or manually) remove those ten minutes to only record the scheduled shift time in the timesheet used for payroll.

Note: Deputy's Platform provides employers with the ability to round employee time. Deputy recommends against using this feature to round employee break time in the US, as some states do not permit this.

Who can configure timesheet rounding settings?

To configure timesheet rounding settings, you'll need to be logged in as either a Location Manager or System Administrator. Timesheet rounding settings are unique to each location, so Location Managers can only configure the settings associated with the location they manage. System Administrators can configure timesheet settings for all locations but will need to configure each location individually or use the copy settings function to bulk update location settings with the same settings.

How to access timesheet rounding settings

1. On the Location tab click on Edit settings for the location you wish to configure Web_template_-_2021-12-23T164645.966__5_.png

2. Select Timesheets from the list on the left-hand side of the page. Web_template_-_2022-01-04T113534.990__3_.png

3. All the timesheet settings for the location will be displayed.

Timesheet rounding settings

Automatically round timesheets

This setting controls whether automatic rounding of all timesheets will occur in this location.

By default, rounding only occurs when you click Round during timesheet approval. To make ALL submitted time sheets round according to the rules you set, click ON to enable automatic timesheet rounding.

This can be useful in some cases, but it is important to understand that every timesheet submitted will be rounded according to the rounding settings you configure. If you have some cases in which rounding is not required or is inappropriate, do not use this automatic setting and instead use the Round during timesheet approval to apply the rounding rules as required.

Web_template_-_2022-06-14T212348.531.png

Round start time of timesheets to scheduled if it is earlier

This setting controls whether or not a shift start time is rounded to the scheduled time or anytime after the start of the rostered shift.

Example: if an employee is scheduled to start at 9:00AM, and clocks on at 8:50AM, their timesheet will be rounded up to start at 9:00AM.

Web_template_-_2022-06-14T212701.483.png

Round start time of timesheets

This setting will allow you to select whether the start time of the shift can be rounded and to select the time increment it will be rounded to whether closer, earlier or later.

Example: if this setting is set to 'closer 15', the time sheet start time will be rounded to the closer 15 minute block and could be either up or down. If it is set to 'later 15' then the shift start time will always be rounded up to the next 15 minute block.

Web_template_-_2022-06-14T212829.280.png

Round end time of timesheets to scheduled if later

This setting controls whether or not a shift end time is rounded to the scheduled time or anytime before the end of the scheduled shift.
Example: if an employee is scheduled to finish at 5:30PM and clocks off at 5:40PM, their timesheet will be rounded down to 5:30PM.

Web_template_-_2022-06-14T223256.325.png

Round end of timesheets

This setting controls which way, and by how, the end time of a timesheet is rounded.
Example: if this setting is set to 'closer 15', the time sheet end time will always be rounded to the closer 15 minute block whether that is up or down. If it is set to 'earlier 15', then the shift end time will always be rounded down to the nearest 15 minute block.

Web_template_-_2022-06-14T223405.420.png

Break time rounding

This setting controls whether or not the break time in a timesheet is rounded to the scheduled time if shorter or another time increment closer, earlier or later according to the time you specify in the next field.

Note: Deputy recommends against using this feature to round employee break time in the US, as some states do not permit this.

Web_template_-_2022-06-14T223329.622.png

Why are other timesheets being rounded?

Sometimes you may see timesheets that have been rounded when you did not click Round during timesheet approval or did not enable automatic rounding. You may also see odd shift lengths of one hour when the employee was definitely onsite. This means that an employee did not clock off for their shift within 23 hours, and so the system has automatically rounded the shift backwards.

If you see a shift length of one hour, it means that the employee clocked on to the Kiosk for an unscheduled shift at the given time, however, did not clock off after 23 hours.

If the employee was scheduled, the system will automatically try to round to their scheduled shift duration from their start time if they do not clock off. As an example, if an employee was scheduled from 9am-5pm but started their shift at 8:50am, the system would round their end time to 4:50pm if they forgot to clock off.