Online Timesheets – Timesheet Approvers
and Alternative Timesheet Approvers
User Guide
Table of Contents
1
Login.............................................................................................................................................. 3
2
MyHR - Welcome Page ................................................................................................................. 3
3
Approve/Decline Casual timesheets – ‘My Timesheet Approvals’ .............................................. 4
3.1
Overview page ....................................................................................................................... 4
3.2
Opening a timesheet ............................................................................................................. 5
3.3
Example of a submitted timesheet ....................................................................................... 6
3.4
Approving/Declining the timesheet ...................................................................................... 6
3.4.1
4
Timesheet Entry on Behalf of – overview screen ......................................................................... 8
4.1
5
Overview page ....................................................................................................................... 8
Completing a timesheet on behalf of a casual staff member ...................................................... 9
5.1
Example of a blank timesheet ............................................................................................... 9
5.2
Completing the timesheet – step by step instructions ......................................................... 9
5.2.1
6
View of an approved timesheet ..................................................................................... 7
Example of a completed timesheet prior to approval ................................................. 12
Next Steps ................................................................................................................................... 12
Appendix One..................................................................................................................................... 13
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This document is to provide staff with Timesheet Approval delegation, information on how to use
the Casual Timesheets section of MyHR.
It includes step-by-step guides to completing the relevant sections of the process.
1 Login
MyHR can be accessed via the following link: https://myhr.massey.ac.nz
2
MyHR - Welcome Page
The MyHR Welcome Page includes the following links. These become visible if you click the menu
‘My Staff’ at the top of the screen:


Casual timesheet entry on behalf of
Approve Casual Timesheets
These links will take you to different screens within the Online Timesheets module:
Clicking the ‘Approve Casual Timesheets’ link takes you to the ‘My Timesheet Approvals’ screen
where you can approve and decline all timesheets submitted for or by the casual staff you have
delegated approval authority for.
Clicking the ‘Casual timesheet entry on behalf of’ link takes you to the ‘Timesheet entry on Behalf
Of’ screen where you can enter timesheets on behalf of the casual staff that you have delegated
approval authority for.
3 Approve/Decline Casual timesheets – ‘My Timesheet Approvals’
In MyHR you can view and approve or decline timesheets submitted by casual staff members.
Timesheet Approval is position based, which is determined by a combination of Job Title and Org
Unit e.g. TUTOR in MU00123.
This means you will only see the timesheets for casual staff members that hold one of the
positions you have timesheet approval authority for.
On the MyHR homepage click the ‘My Staff’ tab at the top of the screen, and then select the menu
item ‘Approve Casual Timesheets’.
This will bring you to the ‘My Timesheet Approvals’ overview page.
3.1 Overview page
The page is sorted to display timesheets by pay period date (oldest to newest).
You can also sort the page alphabetically by clicking on the ‘Staff Name’ in the header row.
A maximum of 50 timesheets will show on in the list on the screen, clicking the ‘Previous 50
Records’ or ‘Next 50 Records’ link will display the next set of 50 records in the table.
By default the list of timesheets is filtered to display all timesheets that have a status of
‘Submitted’.
You can filter the list by timesheet status or fortnight end date by using the drop-down menus at
the top of the page.
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Item
Description
Status
This drop-down menu allows you to filter your view of the timesheets. By
default this list is filtered to display ‘Submitted’ timesheets.
The complete list of status options is as follows:
Status
Description
Draft
A timesheet that has been created and saved, but has
not yet been submitted for approval.
Submitted
A timesheet that has been submitted for approval.
Approved
The timesheet has been approved by a Timesheet
Approver.
Withdrawn
A timesheet with the status ‘submitted’ or ‘approved’
that has been withdrawn from payroll processing.
Processed
A timesheet that has been processed by payroll and
will be paid to the casual staff member on the next
available pay date.
Declined
A timesheet that has been declined by a Timesheet
Approver.
Cancelled
A timesheet that was processed by payroll, but
removed from the system prior to payment.
All Timesheets
This menu option displays all timesheets for your
casual staff.
Fortnight
Ending:
Use this drop-down menu to view all timesheets in a specific pay period by
selecting the end date of the period.
Pay period
Clicking the pay period link opens up the timesheet so you can view the details.
3.2 Opening a timesheet
On the ‘My Timesheet Approvals’ page, click a pay period to open the timesheet.
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3.3 Example of a submitted timesheet
3.4 Approving/Declining the timesheet
Field
Description
Timesheet Code
Contains the timesheet code selected for this row on the timesheet.
Editable
No
Rate Hr/Unit
Displays the hourly rate associated with the selected timesheet code.
No
AM Time & PM
Time Start/Finish
These fields display the start and finish times of the hours the casual
staff member is claiming payment for.
Yes
Hours Worked
Displays the number of hours the staff member is claiming for.
Yes
Units Worked
Displays the number of units the staff member is claiming for that
day.
Yes
Costing
Shows the costing code loaded in the Payroll system for the timesheet Yes
code. You can override the costing code if you want that row on the
timesheet to be temporarily paid with a different costing code.
Supervisor
Use this field to attach a supervisor’s name to that row on the
timesheet.
Yes
Reference
Holds any extra information the causal staff member wished to record
about that row on the timesheet e.g. the paper code.
Yes
Comments
Use this box to enter any comments you wish the casual staff member
to see.
Yes
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Once you are happy with the information in the timesheet you can perform the following actions
by clicking the relevant link at the bottom of the timesheet:
Action
Description
Approve & Submit
This link approves the timesheet, changes its status to ‘Approved’, and
enters it for payment on the next available pay date.
The staff member will received an email informing them their timesheet has
been approved.
Decline
This link declines the timesheet, changes its status to ‘Declined’, and ensures
it will not be paid.
The staff member will received an email informing them their timesheet has
been declined.
Withdraw Timesheet
If you have approved a timesheet but it has not yet been processed, use this
link to withdraw the timesheet from payroll processing so it won’t be paid.
Print
This link opens a pdf copy of the timesheet that can be saved or printed.
Save as Draft & Return to This link saves any changes you have made to the timesheet and returns you
My Timesheet Approvals to ‘My Timesheet Approvals’, without changing the timesheets status.
3.4.1 View of an approved timesheet
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4 Timesheet Entry on Behalf of – overview screen
4.1 Overview page
You can enter and approve timesheets on behalf of casual staff members that you have timesheet
approval authority for.
On the MyHR homepage click the ‘My Staff’ tab at the top of the screen, then select the menu
item ‘Casual timesheet entry on behalf of’.
This will bring you to the ‘Timesheet Entry on behalf of’ overview page:
This page displays a list of all casual staff (and their job titles) that you have timesheet approval
authority for.
Item
Description
Fortnight Ending
Use this drop-down list to select the pay period that you want to complete
the timesheet for.
By default, this drop-down list displays the end date of the current pay
period.
Employee
Clicking on the name of the casual staff member that you wish to complete
a timesheet for will open up a blank timesheet for the previously selected
pay period.
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5 Completing a timesheet on behalf of a casual staff member
Once a pay period and casual staff member’s name have been selected on the ‘Timesheet entry on
behalf of overview page’, you can fill out and approve a timesheet on their behalf.
5.1 Example of a blank timesheet
5.2 Completing the timesheet – step by step instructions
To complete the timesheet, please follow these instructions
Step
Field
1
Timesheet Code
Magnifier
Click the magnifier tool to view a pop-up containing a list of the
available timesheet codes.
1.1
Timesheet Code
pop up
Click on a timesheet code to add it to that row in the timesheet.
Rate Hr/Unit
The hourly rate will automatically populate.
2
Action
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Step
Field
Action
If the work for a day is to be paid per hour, you can record the hours of work, by either entering
the start and finish times or entering the total hours worked for each day.
If you want to enter the start and finish times, complete the Start
and Finish fields using the 24 hours clock.
E.g. On Monday if the staff member worked from 9am to 5pm and
took a half hour lunch break at 12.30pm:
Hours of work –
Start and Finish
Times
3
Hours of work –
Hours Worked
Field Name
Enter
Start Time
9.00
Finish Time
12.30
Start Time
13.00
Finish Time
17.00
If you want to enter the total hours per day, complete the Hours
Worked field.
E.g. On Monday if the staff member worked from 9am to 5pm and
took a half hour lunch break:
Field Name
Enter
Hours Worked
7.5
Units Worked
If the work for a day is to be paid per unit, in this field enter the total
number of units to be paid for that day.
If you wish to enter both hours and units for a single day, please use
the ‘Add’ function to add another row for that day to the timesheet
(see Add and Remove).
5
Supervisor
If you wish for a copy of the timesheet to be emailed to the staff
member’s supervisor you can use the magnifier tool
in this field
to add, the supervisor’s name to the timesheet.
The supervisor will only be able to view the rows in the timesheet
that you have attached their name too, so if you need then to see
more than one row, please add their name to each relevant row in
the timesheet.
If the supervisor is also the casual staff member’s Formal Manager
you do not need to add them to the timesheet as a supervisor.
6
Reference
This field can be used to record extra information about that row
e.g. the paper code.
4
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Add and Remove:
On the timesheet, if you need to enter more than one row per day or have entered a row in error,
you can use the following links on the left hand side of the timesheet template to add or remove
rows from the timesheet:
Row
Action
Remove
This link will remove a row from the timesheet.
Only use this link to remove rows that have been entered in error - you do
not need to remove rows that do not have any data in them.
Add
This link will add another row to the timesheet for that day.
Use this link to add a row when you need to use multiple timesheet codes
for one day’s work.
The Add function will only add a new row once the existing row for that
day has data entered into it.
Once you have entered some information into the timesheet you can perform the following
actions via links at the bottom of the timesheet:
Link
Action
Approve & Submit
Clicking this link opens a pop-up window that asks you to confirm if the
timesheet is ready to be submitted and approved.
‘Confirm’ - approves the timesheet and enters it into the payroll system
to be paid on the next available pay date.
Once ‘Confirm’ has been selected you can no longer edit the
timesheet.
‘Cancel’ – takes you back into the timesheet where you can continue to
edit the data.
Delete Timesheet
Clicking this link completely deletes the timesheet from MyHR.
Print
Clicking this link opens a pdf copy of the timesheet that can be saved or
printed.
Save as Draft &
Return to My
Timesheets
Clicking this link saves any changes you have made to the timesheet and
returns you to the overview page ‘My Timesheet Approvals’. The
timesheet will now have the status ‘Draft’.
Copy
Clicking this link on Approved or Processed timesheets copies the data
from the timesheet into a new, draft timesheet.
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5.2.1 Example of a completed timesheet prior to approval
6 Next Steps
Once a timesheet has been either approved or declined, the casual staff member will receive a
confirmation email.
If a timesheet has been declined the staff member can view it and if they wish, contact yourself or
the Alternative Timesheet Approver.
If a timesheet has been approved, the casual staff member can view it by clicking the link in the
email, or by viewing ‘Approved’ timesheets on the ‘My Timesheets’ overview page.
If you have submitted a timesheet on a casual staff member’s behalf, the casual will receive an
email notifying them that a timesheet has been entered into MyHR on their behalf.
Once a timesheet has been approved, it will be paid to the casual staff member on the next
available pay date.
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Appendix One
Item
Definition
Casual staff
A staff member who:





is engaged to work on an as-and-when" required basis
is under no obligation to accept work offered
is employed for discrete casual work engagements
has no expectation of ongoing or further casual work
is paid on the submission of timesheets
Formal Manager
The manager that the casual staff member formally reports to.
Job Title
This is assigned by People and Organisational Development (POD)
from an approved list of job tiles:
e.g. ADMIN ASSISTANT – HUMAN RESOURCES
(This is not to be confused with a ‘Business Title’ which is defined by
each hiring manger.)
MyHR
The online self-service portal where Massey staff can:




View and update their personal details
View their job details
Book leave
Complete timesheets etc.
Org Unit
An ‘org unit’ or ‘organisational unit’ is the name and number
assigned to the unit that a position is based in:
e.g. MU00178 – HR Services
Pay Period
The dates of Massey’s fortnightly pay cycle, which runs on a
Monday to Sunday basis:
E.g. pay period 18: 21/11/16 – 4/12/16
Supervisor
A staff member who is responsible for work given to a casual staff
member, but is not the formal manager or timesheet approver for
that casual.
Timesheet Approver
& Alternative
Timesheet Approver
Staff member who reviews and approves or declines casual
timesheets.
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