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      Managing Timesheet Policy Settings in Keka PSA

      Learn how to configure time tracking rules, submission deadlines, and more to ensure accurate and timely timesheet submissions

       

      TABLE OF CONTENTS

       

      Managing timesheet policy settings is essential to ensure all employees assigned to a project follow uniform guidelines for tracking and submitting their work hours. This not only promotes consistency but also ensures compliance with project and organizational policies. Here's how you can efficiently manage timesheet policy settings in Keka PSA.

       

      Benefits of Managing Timesheet Policies

      • Consistency: All team members follow the same rules for time tracking, ensuring uniformity across the project.
      • Compliance: Proper tracking helps maintain compliance with internal policies and external regulations.
      • Efficiency: Streamlined timesheet submissions reduce administrative overhead and improve billing accuracy.

       

      Step-by-Step Guide to Managing Timesheet Policy Settings

      Step 1: Navigate to Timesheet Policy Settings

      1. Log in to the Keka portal and click on the Project tab from the left navigation panel. Under the Project tab, select Policies & Settings. Click on the Timesheet Policy option to view and manage the relevant settings.

       

      Step 2: Selecting a Timesheet Policy

      Once on the Timesheet Policies page, you’ll see a list of available timesheet policies. Choose the policy you wish to modify.

      • Click on the pencil icon under the Settings tab next to the selected policy to begin editing.

       

      Timesheet Policy Settings Overview

      When you access the Timesheet Policy Settings, you will encounter two primary sections:

      1. Hour Settings
      2. Submission Settings

      Let’s explore these settings in detail:

       

      1. Hour Settings

      The Hour Settings section allows you to configure restrictions related to daily and weekly time entries, including penalties for non-compliance. Below are the key options:

      a) Timesheet Restrictions

      • Per Day Restrictions: Define minimum and maximum hours per day. You can choose the calculation method as:

        • Custom
        • Effective (actual hours worked)
        • Gross (total hours, including breaks).

      • Timesheet Period Restrictions: Set the minimum and maximum weekly hours using the same calculation methods (Custom/Effective/Gross).

      • Attendance Integration: Enable the checkbox to capture Gross/Effective hours from the attendance module for employee reference in their timesheet.




       

      b) Penalty Settings for Time Shortage

      • Shortage Penalty: Enforce penalties if employees log fewer hours than required. Specify the hours per day or per week below which penalties apply.

      • Exemptions: Set exemptions for events (like holidays) per week or month before enforcing the penalty.

      • Buffer Period: Allow a grace period (in days) before applying the penalty.

      • Penalty Type: Define how penalties are deducted:

        • Loss of Pay (LOP)
        • Paid Leave

      For time shortages, you can choose to:

      • Deduct a day’s leave for each day of insufficient hours.
      • Set penalties to deduct from paid leave first, then move to unpaid leave if needed.



       

      2. Submission Settings

      The Submission Settings section focuses on controlling when and how employees submit their timesheets.

      a) Submission Rules

      • Daily Time Entry: Allow employees to submit time entries daily.

      • Handling Past-Due Timesheets: Choose from the following options:

        • Allow submitting current timesheets even if past ones are not submitted.
        • Limit submission of timesheets older than a specific number of weeks.
        • Restrict submissions for future weeks.

      • Time Off Restrictions: Prevent submission of time entries on days marked as time off.

      • Attachment Feature: Enable employees to attach files while submitting timesheets.




       

      b) Submission Compliance and Penalties

      • Duplicate Penalties Warning: Ensure that if both attendance and timesheet penalties are configured for the same employee on the same day, double penalties are avoided. Review settings carefully to maintain consistency.

      • Submission Frequency:

        • Daily or Weekly Submission: Define whether employees submit timesheets daily or weekly.
        • Submission Deadlines: Set the deadline as a specific number of hours from the end of the timesheet day.

      • Reminders: Send automated reminders to employees a set number of hours before the submission deadline.

      • Missed Submission Penalty:

        • Allow employees to submit entries for days that have passed their deadline.
        • Configure penalties for missed submissions, including exemptions for a specific number of events (e.g., 4 events per month).

      • Penalty Enforcement:

        • Deduct a day’s leave for each missed submission day.
        • Choose how penalties are deducted:
          • Loss of Pay: All penalties are treated as LOP.
          • Paid Leave: Penalties are first deducted from paid leave, followed by unpaid leave.

       

       

      Best Practices for Managing Timesheet Policies

      • Consistency: Regularly review timesheet and attendance penalty configurations to avoid duplicate penalties.
      • Customization: Tailor hour restrictions and submission deadlines based on project or client needs.
      • Automation: Use automated reminders and penalty enforcement to streamline compliance and reduce manual intervention.

       

      For detailed guidance on how to change the timesheet start date for an employee, please refer to this link: Changing the Timesheet Start Date for one Employee