This guide outlines what data is pushed and the records created inside of SAGE/2c9/PeoplePay when a timesheet is approved. To learn more about how this integration works, refer to the user guide ‘SAGE/2C9/PeoplePay Timesheet Integration‘.

Upon approval of a Skedulo timesheet, the integration will push all workforce data over to the payroll solution and create ‘Timesheet Entries‘ or ‘Timesheet Items‘ records to support accurate payroll processing.

A Timesheet Entry primarily represents periods of time worked or compensated leave. These entries typically originate from activities logged in Skedulo, such as Jobs, Activities and also from approved Leave Events. They capture details like start and end times, duration, and break information.

A Timesheet Item typically represents payments or allocations that are not based on a continuous time period, such as allowances, unit-based payments like kilometres travelled, or cost centre distributions3. For example, the inactive portion of a Sleepover Job is often sent as a single Timesheet Item, while interruptions during a sleepover are sent as Timesheet Entries.

In essence, Timesheet Entries account for logged time and duration, while Timesheet Items detail supplementary payments or cost allocations

Timesheet Entries

Timesheet Entries are created from approved Skedulo Jobs, or Activities and represent periods of paid work. The source is determined by the ‘Timesheet Entry Source‘ custom setting. Data transferred includes:

• Start Date and Time, and End Date and Time, derived from the source Skedulo record.
• Total Hours/Time of the entry.
• Employee and Payee associated with the Resource.
• Link to the relevant Assignment.
• Break details (Start Time, End Time, Paid status, Total duration).
• Public Holiday status.
• Project Code, if applicable.
• Submitted Date and Flag.
• Approved/Rejected By and Date, if applicable.
• For Sleepover Jobs, active periods are represented as Timesheet Entries. Sleepover disturbances (interruptions) are also sent as Timesheet Entries, paid at a specific ‘WakeUp’ rate.

Timesheet Items

Timesheet Items are created for various allowances, travel, and cost centre allocations. These are often unit-based payments. Data transferred includes:

• Record Type, typically ‘Allowance’ or ‘Cost Code’.
• Quantity, representing the number of units (e.g., KM for travel, percentage for Cost Centre).
• Pay Code, identifying the type of allowance.
• Date Incurred.
• Employee and Payee.
• Link to the relevant Assignment.
• Link to the associated Timesheet.

Specific examples include;

• Standard Allowances: First Aid, Uniform, Laundry, Meal, Travel, On-call, and Sleepover. Travel KM captured on a Job Allocation or Activity are sent as Timesheet Items. The inactive component of a Sleepover Job is sent as a Timesheet Item with a quantity of 1 unit.
• Custom Allowances: Allowances captured in custom number fields on Jobs can be sent if configured in the Sage Integration Allowance Setting metadata.
• Broken Shifts: If configured with a specific Pay Code in SAGE/2C9/People Pay and identified on a Job, these can be sent as a Timesheet Activity interpreted as an allowance.
• Cost Centres: Typically sent as Timesheet Items representing the percentage of time allocated to a Cost Centre for a timesheet entry.

Leave Events

Leave Events are created based on approved Unavailability records in Skedulo that represent paid leave. Skedulo Leave Events are generated when approved unavailability overlaps with assigned work. Data transferred includes:

• Start Date and End Date.
• Hours of leave.
• Payee associated with the Resource.
• Link to the Payee’s Leave Rule in SAGE/2C9/People Pay.
• Reason for leave (mapped from Availability type).
• Link to the associated Timesheet.
• Status, typically set to ‘Approved’.
• If the original job had a cost centre or project code, this can be associated with the Leave Event Timesheet Entry if configured.

Configuration Settings

The behavior of the Timesheet Integration is controlled by various custom settings and metadata types. Administrators are responsible for configuring these settings during initial setup and ongoing maintenance.

• Sage Integration Settings: Defines general functionality such as the source of Timesheet Entries (Job or Shift), handling of paid breaks, Cost Centre source, and leave calculation methods.
• Sage Integration Additional Settings: Configures which Activity types and Leave types will be sent to SAGE/2C9/People Pay timesheets.
• Sage Integration Allowance Setting: Configures custom allowances captured on Jobs that should be sent as Timesheet Items.
• Sleepover Cost Code Custom Setting: Defines the code for a separate cost code for sleepovers.
• Timesheet Entry Threshold: Ability to merge consecutive Jobs, Shifts, or Activities into a single Timesheet Entry within the SAGE/2C9/People Pay integration