Reckon Payroll Process

Reckon Timesheets

This guide aims to help users of Reckon Timesheets navigate the Payroll Process within CareMaster and Reckon. Before proceeding with this process, please make sure that you have previously completed the following tasks:

·  Completed the Reckon Integration Process and Reckon Worker Setup.

·  In CareMaster, within the Worker Profiles - Employment Information Tab, ensure that each worker's Employee Number, Employment Status, Award, Classification, and Pay Value have been assigned.

Step 1: “Checked” Supports

In CareMaster, the term 'Checked' signifies that the support has been provided and is now ready for the payroll process and invoicing (if required).

When a worker starts and stops their designated support using the CareMaster Worker App. With a buffer of 15 minutes on either side of the scheduled rostered time. The support will automatically receive the 'Checked' status and trigger the creation of the worker's timesheet for that support.

Please note the duration of this setting can be adjusted in the CareMaster, menu: Settings> Worker app settings> Auto Checked Limit (Minutes)

A support that is not marked as 'Checked' will not result in the generation of a timesheet or an invoice. The 'Not checked' status occurs when the support has not been correctly started and stopped by the worker in the Worker app.

To ensure that the worker's supports have been 'Checked' and that any missing timesheets have been generated for relevant Date Range, navigate to menu: Supports> All .

In the Supports display, utilise the filters to view the Worker’s supports within the relevant Calendar Period.

To get started:

Select the Within date range option.

Choose the relevant date range period.

In the "Any Checked Status" field, pick "Not Checked."

Add the Workers name to the Support Worker Field

Choose the "Any Status" option in the "Not Cancelled" field. This will display all the workers supports including cancelled ones, in the event a timesheet is required.

Press the Search button to display the Worker’s supports.

The search results will show the ‘Not Checked’ supports of the Worker.

To create Timesheets for these supports, mark the necessary ones as ‘Checked’ and then click the yellow Generate Missing Timesheet button.

There is also an option to bulk Check your supports using the Manage button process.

Step 2: Approve the Workers Timesheets

After the workers' timesheets have been generated, navigate to menu: Staff/Volunteers > Timesheets.

Here you can approve, edit, or decline the workers timesheet.

In the Timesheet display, utilise the filters to view the Worker’s Timesheets for the relevant Date Range.

Select the Within date range option.

Choose the relevant date range.

Add the workers name to the Staff Member field and press search

The worker’s timesheets and the status of each timesheet will be displayed.

Please note: Workers timesheets are paid according to the Scheduled Time. The Time field displays the workers login and log off times.

To manually approve the worker’s individual timesheets

Click on the X button adjacent to each timesheet.

Alternativity to approve all the worker’s timesheet at once. Select the checkbox located on the top right-hand side and then click on the Approve selected button.

Once the timesheet receives approval, a blue tick will signify the timesheets is ready for the Reckon payroll process.

To edit or adjust a worker’s timesheet, click on the Edit button.

You can amend the duration of the worker's timesheet and the duration of the support should the need arise.

The top section accommodates for changes to the timesheet (workers hours)

The bottom section makes amendments to the support details. Please make sure to tick the box if the support start/end times need to be updated.

To decline a worker’s timesheet, leave the timesheet in the unapproved status. 

Timesheets that have not been approved will not be included in the Reckon payroll process.

Step 3: Timesheets & Award Interpretation

Once the Staff/Volunteer Timesheets have been approved, you can now go to Admin → Integrations → Reckon→ Timesheets for Award interpretation and to generate the payroll export file.

Select the payroll period you want to generate the file for and click on the Search icon. By default it will only show the first 15 workers, but you can change this if required.

If you have any unassigned rates in the settings section, it will let you know that the timesheets may include missing or incorrect payroll items.

The summary section will contain a list of all workers and what will be included or excluded.

Underneath the summary is the suggested timesheets that will be included in the export. It will be sorted by Worker then date, you can also adjust whatever fields you like before export and also add any manual lines as required.

Allowances will also be included. i.e. Vehicle KM’s and Sleepover.

Underneath the Suggestion section, it will list each worker and all supports for the date range. This will allow you to see what has and hasn't been included and why so you can sort that out. We would recommend reviewing this section before exporting the file.

Workers highlighted in blue have all support included.

Workers highlighted in orange have some supports included.

Workers highlighted in red have no supports included.

If you need to manually add Payroll lines you can do this at the end of the Suggestion section.

Once you have reviewed all the timesheets, you can click on the Export button in the Suggestion section and it will generate the CSV file.

This is now available to be uploaded into Reckon.