Timesheet Cycles

Executive Summary

Timesheet Cycles is a setup screen for the pay-period cycles used by employee timesheets. Administrators add a cycle (a name, a description and a frequency of Semi-Monthly or Bi-Weekly), then open the cycle to manage its periods: create a year of periods in one step, adjust the dates, signature deadlines and submission deadline of a period, or delete periods in bulk. The list of cycles can be exported to Excel.

Key Features

• Add a timesheet cycle with a frequency of Semi-Monthly or Bi-Weekly
• Export the list of cycles to Excel
• Open a cycle to see all of its periods, with week dates, signature deadlines and submission deadline
• Create a year of periods for a cycle in one step
• Edit a period's dates, signature-required-by dates, submission deadline and the caregiver-selection locks for each week
• Delete a single period, or delete a range of periods for a year

Typical Workflow

1. Click Add, enter the Cycle, Description and Frequency (and the Starting Day Of Week for Bi-Weekly), then click Save.
2. Click Edit on the cycle's row (or right-click the row and choose Edit) to open the Timesheet Cycle Details page.
3. On the Periods tab, click Create, choose the year, the first period's start date and the starting period number, then click Save to generate the periods.
4. Select a period in the grid and click Edit to adjust its dates or deadlines, then click Save.
5. Use Bulk Delete or the right-click Delete to remove periods that are no longer needed.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Main Grid

The grid lists the timesheet cycles (14 rows per page).

Actions

Dialog Components

Timesheet Cycle

Opens from Add. Save adds the cycle; Cancel (or the close icon) closes without saving. A warning is shown if a required value is missing: "Please select a valid Frequency", "Please enter a cycle name", "Please enter a cycle description", or, for Bi-Weekly, "Please select a valid starting day of week".

Timesheet Cycle Details

Opens from Edit on a cycle. The cycle name and description are shown at the top (read-only), and the page has a single Periods tab. Use the back arrow in the page title to return to the list of cycles.

Tabs

Periods — Grid

The grid lists the periods of the cycle (14 rows per page). Dates are shown in your date format.

Periods — Grid Actions

Timesheet Cycle Period

Opens from Edit on an existing period. Save stores the changes; Cancel closes without saving.

Create Period Details

Opens from Create. The cycle, description and frequency are shown (read-only). A warning is shown when a year ("Please select a valid year") or a start date ("Please select a valid starting date") is missing.

Bulk Delete Period Details

Opens from Bulk Delete. The cycle and description are shown (read-only). Year, Starting Period and Ending Period must all be entered (warnings "Please select a valid year", "Please select a valid starting period" and "Please select a valid ending period" are shown otherwise).

Save deletes every period of this cycle in that year whose number falls between the starting and ending period. There is no further confirmation, so check the values first.

Processing Overviews

This section describes what happens after you confirm a processing action.

Create (Save on Create Period Details)

1. Requires a year and a start date. The cycle's frequency must be Semi-Monthly or Bi-Weekly, otherwise "Invalid Frequency" is shown.
2. Bi-Weekly cycles:
   1. Stops with "Starting Period already exists" if the cycle already has a period with that year and starting period number.
   2. Starting at the start date, creates consecutive 14-day periods, numbered upward from the starting period number, until the start of a period falls outside the selected year. A period number that already exists is skipped.
   3. Each period is split into week 1 (first 7 days) and week 2 (next 7 days).
   4. Week 1 signature required by is set to 10:00 AM (your time zone) four days after the end of week 1; week 2 signature required by is set the same way after the end of week 2.
   5. The submission deadline is set to 10:00 AM (your time zone) six days after the end of week 2.
3. Semi-Monthly cycles:
   1. Stops with "Starting Period already exists" if the cycle already has a period with that year and starting period number.
   2. Stops with "Starting Date has to be first of the month" when the start date is not the 1st of a month.
   3. Steps through the months of the selected year from the start date, using the first to the last day of each month as a period and numbering upward from the starting period number. A period is added only when a period with the same year and number already exists, so this option normally adds nothing. Check the Periods grid after using it.
4. Closes the dialog and reloads the periods grid.

Bulk Delete (Save on Bulk Delete Period Details)

1. Requires a year, a starting period and an ending period.
2. Finds the cycle's periods in that year whose numbers fall from the starting period to the ending period, inclusive.
3. Deletes each of them, then reloads the grid and closes the dialog.

Export

1. Requires at least one cycle in the list.
2. Builds an Excel workbook with one sheet, Timesheet Cycles, with the columns Cycle, Description and Frequency.
3. Downloads the file, named timesheetcycles_{date and time}.xlsx, and shows "Exported Successfully".