This user guide outlines the SAGE/2C9/People Pay Timesheet Integration, detailing the data transferred from Skedulo to SAGE/2C9/People Pay upon timesheet approval for payroll processing. This integration automates the transfer of time and activity data, ensuring consistency and accuracy for payroll without manual intervention.
Purpose and Benefits
The Skedulo to SAGE/2C9/People Pay Timesheet Integration automates the process of sending approved timesheet data from Skedulo to the SAGE/2C9/People Pay system. This data, derived from scheduled and completed work (Jobs, Shifts, Activities) and approved leave in Skedulo, is transformed into corresponding records within SAGE/2C9/People Pay for processing, approval, and subsequent use in payroll.
Benefits
- Efficiency: Reduces manual data entry and processing time for payroll.
- Accuracy: Ensures consistent and reliable data transfer between systems.
- Streamlined Payroll: Provides the necessary information for SAGE/2C9/People Pay to accurately calculate pay based on award rules, allowances, cost centres, and project codes.
Key Terminology
To facilitate understanding, the following key terms are defined.
| Term | Definition |
|---|---|
| Timesheet | In Skedulo, a record representing a period of work for a Resource. In SAGE/2C9/People Pay, a similar object groups Timesheet Entries for a Resource and Assignment. |
| Timesheet Entry | A record in SAGE/2C9/People Pay representing a period of worked time, typically derived from Jobs, Shifts, or Activities in Skedulo. |
| Timesheet Item | A record in SAGE/2C9/People Pay representing allowances or other unit-based payments, such as travel KM or cost centre allocations, derived from Skedulo data. |
| Payee | The employee record in SAGE/2C9/People Pay that is to be paid. Skedulo’s Resource records are synchronized from Payee records. |
| Resource | A person who acts as a support worker in Skedulo, performing assigned work and using the Skedulo Mobile App. Linked to a Payee in SAGE/2C9/People Pay. |
| Assignment | A record in SAGE/2C9/People Pay that is essential for configuring payment rates for Resources. Linked to a Resource’s Payee and used to group Timesheets. |
| Cost Centre | A tag applied to revenue or expenses, typically representing a company division, used for reporting. Represented as an Accounting Segment in SAGE/2C9/People Pay. |
| Project Code | In SAGE/2C9/People Pay, represents a combination of award classification and level, allowing for a higher pay rate for Resources on specific Jobs or Shifts. Sent from a Skedulo Job or Job Allocation. |
| Allowance | Additional payments to employees beyond standard pay, configured in both Skedulo and SAGE/2C9/People Pay. Passed as Timesheet Items. |
| Leave Event | A record in SAGE/2C9/People Pay representing approved leave for a Payee, derived from approved Unavailability or Skedulo Leave Events. |
Timesheet Integration Flow
The integration facilitates the transfer of data from Skedulo to SAGE/2C9/People Pay. Resource data is mastered in SAGE/2C9/People Pay and synchronized to Skedulo. Work (Job, Activity, Shift) and leave data is mastered in Skedulo and sent to SAGE/2C9/People Pay as part of the timesheet approval process.
When a timesheet is approved in Skedulo, the system transfers relevant data to create corresponding records in SAGE/2C9/People Pay. To learn how timesheets are reviewed and approved, refer to the following guides;
Note: For the timesheet process to work correctly, the resource record must be setup correctly. Please refer to the user guide 'Payee to Resource Synchronization' to learn more.
Procedure: Approving a Timesheet in Skedulo
Approving a timesheet in Skedulo initiates the data transfer to SAGE/2C9/People Pay for payroll processing.
- Navigate to the Timesheet Console in Skedulo.
- Locate the timesheet awaiting approval. The status will be ‘Pending Approval’ after the Resource has submitted it.
- Review the details within the timesheet, including all Jobs, Shifts, Activities, and Leave Events for accuracy.
- Click the Approve button to finalize the timesheet.
- Upon successful approval, the timesheet status changes to ‘Approved’. The Skedulo Timesheet record is updated with the ID of the corresponding SAGE/2C9/People Pay Timesheet.
- The integration automatically creates the SAGE/2C9/People Pay Timesheet, Timesheet Entries, Timesheet Items, and Leave Events based on the approved data.
- The processed data is now available in the SAGE/2C9/People Pay Timesheet, ready for final payroll processing.
To understand what data is pushed over and the records created inside the payroll solution, refer to the user guide ‘Data Sent to SAGE/2C9 Upon Timesheet Approval‘ to learn more.