- What is timesheet rounding?
- Who can configure timesheet rounding settings?
- How to access timesheet rounding settings
- Timesheet rounding settings
What is timesheet rounding?
Note: While Deputy 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 log 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
2. Select Timesheets from the list on the left-hand side of the page.
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.
See FAQs for examples of when auto-rounding of timesheets will not be applied even if you switch it on in Location settings.
You can see this example timesheet for Abby on Thursday 14/07 below has had auto-rounding applied. There is a lightning arrow icon displayed and when you mouseover, the tooltip displays Auto Rounded.
Read FAQs to see more about how to find out what happened with a timesheet.
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.
Round start time of timesheets
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.
Round end time of timesheets
This setting will allow you to select whether the end 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 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.
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.
When is the auto-round timesheets setting NOT applied even when it's switched on?
The Auto-rounding feature will only round timesheets that have been started and ended by the team member and are in a "Pending" state. So in these situations, timesheets will NOT be auto-rounded:
- Ad-hoc timesheets added manually after the shift occurred.
- Timesheets automatically closed by Deputy. eg. the team member forgot to clock off and Deputy closed the timesheet after 23 hours.
- Timesheets approved by a manager before the point Deputy would normally auto-round them will also be ignored for auto-rounding. eg. a team member goes home sick, so the manager amends the timesheet to reflect this and approves it mid-way through the shift.
At what point does Deputy auto-round the timesheet (if I have it switched on)?
When switched on in your location, the auto-rounding functionality will be run by Deputy every 15mins to apply the auto-rounding settings set up in your location to timesheets that have been submitted in the previous 15 minutes. This means that timesheets may not be auto-rounded instantly once they are submitted and you may need to wait 15 - 30mins after a timesheet has been submitted in real-time to see the auto-rounding settings take effect.
When approving timesheets, how will I know what rounding settings will be applied when I hit the Round button?
If you hover your mouse over the Round button during timesheet approval, the currently implemented Rounding settings for the applicable Location will be shown in a tooltip.
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.
How can I make the rounding timesheet settings the same for all my locations?
You can use copy location settings to copy your customised timesheet settings from one location to others in your organisation.
How can I see what was rounding was applied to a timesheet?
The timesheet and timesheet history tab can tell you more information about what happened to a time sheet.
Let's look some more at this example timesheet for Abby on Thursday 14/07 that has had auto-rounding applied and walk through exactly what happened.
The first point to note is, there is a lightning arrow icon displayed next to the date on the timesheet and when you mouseover, the tooltip displays Auto Rounded so we know auto rounding has occured.
This location in this example has the following rounding settings applied:
- Automatically round timesheets is toggled ON so all submitted timesheets (that fit the criteria) will be automatically rounded.
- Round to scheduled start time if earlier is toggled to ON which means regardless of how early an employee clocks on then the start time will be rounded to the scheduled start time.
- Start time rounding is set to "closer 10" which means the clocked shift start time will be rounded to the closest 10 min incremented
- Round to scheduled end time if later is toggled to ON which means regardless of how late an employee clocks off then the end time will be rounded to the scheduled end time.
- End time rounding is set to "closer 10" which means the clocked shift start time will be rounded to the closest 10 min incremented
On the timesheet tab we can see that Abby was scheduled to work from 8am to 12 noon but the timesheet was rounded to start at 8am and finish at 11:50am.
The note at the bottom of the timesheet also tells us the timesheet was automatically rounded.
On the timesheet history tab, we can see that Abby clocked in at 7:55am and clocked out at 11:54am.
So what happened?
The start time was auto-rounded from 7:45am to 8am because:
- we have Auto-round time sheets turned ON
- we have Round to scheduled start time if earlier turned ON
The end time was auto-rounded from 11:54am to 11:50am because:
- we have Auto-round time sheets turned on
- we have End time rounding set to "closer 10" and the closest 10min increment to 11:54am is 11:50am
Some other interesting points to note:
- If Abby had of clocked off at 12:04pm instead of 11:54am (or anytime after noon) then the end time would have been rounded to noon because we have Round to scheduled end time if later turned on.
- The first actions recorded in the timesheet history (moving up from the bottom of the page) begin at 11:54am when Abby clocks off and the timesheet moves from being in progress to submitted.
- When the "End Time" is first recorded, note that it initially changes in the history from 11:55am to 11:54am. The reasoning behind this is that when Abby clocked on early at 7:55am for her 8am shift (remember no auto-rounding has occured yet since auto-rounding only occurs once a timesheet is submitted) Deputy knows that her shift is scheduled for 4 hours so with an actual clocked start time of 7:55am, it anticipates her shift finishing four hours after 7:55am at 11:55am. When she actually clocks off at 11:54am the time is then revised to her actual clock off time of 11:55am.
- Remembering that the auto-rounding processes do not occur instantly as soon as timesheets are submitted but instead are batch processed approximately every 15 minutes, we can see in the timesheet history tab that the auto-round processing action in this timesheet occured at 12:15pm. This is when the auto-rounding rules were applied and the actual start and end times were rounded so that the shift was displayed in the timesheet as 8:00am to 11:50am.