This article explains how approved timesheets are recalculated and how to configure when recalculation occurs.
Before you read
- Target audience: This article is for users with System Administrator access.
- Plan restrictions: This feature is available on all Deputy plans.
This article covers:
- Before you recalculate approved timesheets
- Choose a recalculation setting
- How future approved timesheets are determined
- When should I enable recalculation?
Before you recalculate approved timesheets
When an approved timesheet is changed, Deputy may need to recalculate pay to ensure overtime, shift loading, and other pay rules are still applied correctly.
Recalculating approved timesheets automatically reviews affected approved timesheets after a change so pay remains accurate.
Choose a recalculation setting
Configure when Deputy recalculates approved timesheets in Business Settings.
From the Time & attendance tab, go to the Timesheets section, then choose a Recalculate approved timesheets setting from the drop-down menu.
| Note: Business Settings has a new look. These updates are being gradually rolled out and will soon be available in all Deputy accounts. |
| Business Settings (classic) | Business Settings |
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Choose one of the following settings:
- Don't recalculate: Approved timesheets aren't recalculated when timesheets are approved or updated.
- Only selected and future approved timesheets: Recalculates the selected timesheet and approved timesheets later in the roster week.
- Recalculate all approved timesheets: Recalculates every approved timesheet for the selected team member. Note: This option may increase the time taken to approve or update timesheets.
Click Save when you're finished.
How future approved timesheets are determined
The future approved range is based on your organisation's roster week.
The range begins on the day configured in Location Settings > Schedule > Week starts with and continues for the next seven days.
Note: Enterprise customers who use Pay Periods should refer to Enterprise Pay Periods.
When should I enable recalculation?
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.